Learn when you're charged, how subscription anniversary billing works, tracking usage, understanding invoices, and managing your AudZone flex-days subscription.
Last Updated: November 2025 Reading Time: 12 minutes Audience: All AudZone subscribers
This guide explains exactly how AudZone monthly billing works, when you'll be charged, and how to track and verify your costs. We've designed our billing system to be fair, transparent, and predictable—you should never be surprised by a charge.
What you'll learn:
When and how you're charged each month
How your personal billing cycle works (anniversary to anniversary)
How to track your usage in real-time
How to predict your costs before they occur
What happens if you cancel or change your plan
How to verify your charges are accurate
AudZone uses a two-part billing system designed to be fair and transparent:
What it includes: 8 days of usage per month
When you're charged: At the start of your billing period (in advance)
What you pay for: The upcoming month of service
Example: On January 15th, you pay $45 for your subscription from January 15 - February 14.
What it is: Additional charge for days beyond the 8 included
When it's calculated: On your billing anniversary date (for your personal billing cycle)
When you're charged: Added to that anniversary renewal invoice
What you pay for: Extra days you worked in your billing cycle (anniversary to anniversary)
Example: If your anniversary is the 15th and you worked 12 days between Jan 15 - Feb 15, you have 4 overage days (12 - 8 = 4). That's $20 overage, which appears on your February 15th invoice.
We separate these charges because:
Your base subscription covers the service and 8 included days—charged upfront so you know exactly what you're paying each month
Your overage depends on how much you use the system—calculated at the end of your billing cycle when we know your exact usage
This means you pay a predictable base fee upfront, and only pay extra if you use more than 8 days in your billing cycle.
IMPORTANT: Your billing works on personal cycles based on your anniversary date, NOT calendar months.
Your billing cycle:
Runs from your anniversary to your next anniversary
Example: If your anniversary is the 15th, your cycle is always 15th to 15th
Jan 15 - Feb 15, Feb 15 - Mar 15, Mar 15 - Apr 15, etc.
This is different from calendar months (Jan 1-31, Feb 1-28, etc.)
Why this matters:
You get complete, consistent billing cycles
No confusing partial months
Fairer than calendar month billing
Your charges are calculated for YOUR exact usage period
Your subscription anniversary is the date each month when:
Your billing cycle ends and a new one begins
Your subscription renews and you're charged your base fee
Your previous cycle's overage is calculated and charged
It's set based on when you joined or when your trial ended—NOT the 1st of each month.
If you signed up with a trial:
Your anniversary is the day your 14-day trial ended
Example: Trial ended on January 15th → Anniversary is the 15th of each month
If you signed up without a trial:
Your anniversary is the day you subscribed
Example: Subscribed on March 22nd → Anniversary is the 22nd of each month
Your subscription renews on the same date each month:
Trial Ended / Subscribed | Anniversary Date | Monthly Charge Dates | Billing Cycles |
|---|---|---|---|
January 15 | 15th of each month | Jan 15, Feb 15, Mar 15... | Jan 15-Feb 15, Feb 15-Mar 15... |
January 31 | Last day of each month | Jan 31, Feb 28/29, Mar 31... | Jan 31-Feb 28, Feb 28-Mar 31... |
February 10 | 10th of each month | Feb 10, Mar 10, Apr 10... | Feb 10-Mar 10, Mar 10-Apr 10... |
Why does this matter?
It helps you predict exactly when you'll be charged each month
You can check your "Current Period" dashboard to see your next charge date
Your billing is consistent month-to-month
You understand your personal billing cycle
Understanding the timeline helps you plan and budget accurately.
When: The day your 14-day trial expires What you pay: Base subscription fee ($45), prorated if you joined mid-cycle Covers: From trial end date to the end of that billing period
Example:
You join: January 5
Trial ends: January 19
First charge: $22.50 on January 19
(Prorated for 13 days: Jan 19-31)
Next charge: February 19 (full $45)
Why prorated? You're only paying for the days you'll have service in your first partial cycle (Jan 19-31), not the full month.
When: On your anniversary date each month What you pay: $45 per user (or $40.50 if annual billing) Covers: The UPCOMING billing cycle (paid in advance)
Timeline Example (Anniversary = 15th):
January 15: Charged $45 for Jan 15 - Feb 15 service
February 15: Charged $45 for Feb 15 - Mar 15 service
March 15: Charged $45 for Mar 15 - Apr 15 service
Key point: You always pay for service BEFORE you use it. This gives you predictability.
When calculated: On your billing anniversary date (for your completed cycle) When charged: Added to that anniversary renewal invoice What you pay: $5/day for each day over 8 in your billing cycle
Timeline Example (Anniversary = 15th):
January 15 - February 15: You work 12 days (your billing cycle)
February 15 (your anniversary): System calculates your cycle
• Cycle period: Jan 15 - Feb 15
• Days worked: 12 days
• Included days: 8 days
• Overage: 12 - 8 = 4 days
• Overage charge: 4 days × $5 = $20
February 15 invoice includes:
• Base subscription: $45 (for Feb 15 - Mar 15)
• January cycle overage: $20 (from Jan 15 - Feb 15 cycle)
• Total charged: $65
Here's what a typical billing cycle looks like (assuming anniversary = 15th):
CYCLE START (15th of month)
├─ Base fee charged: $45 (for upcoming cycle)
├─ Previous cycle's overage calculated and charged
└─ New billing cycle begins
DURING CYCLE (15th to 15th)
└─ You work and usage is tracked
(View anytime in Current Period dashboard)
CYCLE END (15th of next month)
├─ Cycle ends
├─ Overage calculated for this cycle
├─ Base fee charged for next cycle
└─ This cycle's overage added to invoice
Example for user with 15th anniversary:
Feb 15:
├─ Charged $45 base for Feb 15 - Mar 15 cycle
├─ Charged $20 overage from Jan 15 - Feb 15 cycle
└─ Total: $65
During Feb 15 - Mar 15 cycle:
└─ You work 10 days (usage tracked)
Mar 15:
├─ Charged $45 base for Mar 15 - Apr 15 cycle
├─ Charged $10 overage from Feb 15 - Mar 15 cycle (2 days over)
└─ Total: $55
One of the most important features for peace of mind: you can always see exactly where you stand BEFORE being charged.
Location: Settings → Subscription → Current Period tab
What you see:
Your current billing cycle dates (anniversary to anniversary)
How many days each user has worked this cycle
How many included days they have remaining
Projected overage for this cycle
Estimated total cost for your next anniversary date
Updates: Real-time (refreshes as you work)
Current Period: Feb 15 - Mar 15 (Anniversary: 15th)
Next charge date: March 15
Sarah Johnson
├─ Days worked so far: 10 days
├─ Included days remaining: 0 days (used all 8)
├─ Overage days: 2 days
└─ Projected overage cost: $10
Michael Chen
├─ Days worked so far: 6 days
├─ Included days remaining: 2 days
├─ Overage days: 0 days
└─ Projected overage cost: $0
PROJECTED MARCH 15 CHARGE:
├─ Base fees (2 users): $90
├─ Projected overage: $10
└─ Estimated total: $100
What counts as a billable day:
Any day you record a patient session
Any day you view or edit patient data
Any day you generate clinical documents
What doesn't count:
Simply logging in to check settings
Browsing templates
Updating your profile
Days you don't access patient data
Important: Multiple sessions in one day = still just 1 billable day
Best practices:
Check weekly to see if you're on track with your 8 included days
Plan ahead if you know you'll have a busy cycle (you'll see the cost coming)
Make informed decisions about when to work on sessions
No surprises because you see projected costs before being charged
When you receive your monthly invoice, here's what each line means.
INVOICE #INV-2025-02-15-001
Charge Date: February 15, 2025
Billing Cycle: February 15 - March 15
LINE ITEMS:
1. AudZone Subscription - Sarah Johnson
Billing cycle: Feb 15 - Mar 15
Amount: $45.00
2. AudZone Subscription - Michael Chen
Billing cycle: Feb 15 - Mar 15
Amount: $45.00
3. Cycle Overage - Sarah Johnson
Previous cycle: Jan 15 - Feb 15
Usage: 12 days (4 overage)
Amount: $20.00
4. Cycle Overage - Michael Chen
Previous cycle: Jan 15 - Feb 15
Usage: 8 days (0 overage)
Amount: $0.00
SUBTOTAL: $110.00
GST (10%): $11.00
TOTAL: $121.00
Base Subscription Lines:
Shows the user name
Shows what cycle it covers (always FUTURE—you're paying in advance)
Always the same amount each cycle ($45 per user)
Overage Lines:
Shows the user name
Shows which CYCLE the usage occurred (previous cycle, anniversary to anniversary)
Shows total days worked and overage days for that specific cycle
Varies based on actual usage in that cycle
First invoice (Trial conversion):
May be prorated based on when you joined
Only includes base fee (no overage yet from previous cycle)
Second invoice onwards:
Base fee + any previous cycle's overage
Base fee is consistent, overage varies by cycle
Invoice with no overage:
Just base fee, no overage
You worked 8 or fewer days in the previous cycle
Your card is charged on your subscription anniversary date each month.
To find your anniversary:
Go to Settings → Subscription
Look for "Next renewal date"
The day of that date is your anniversary
Example: If next renewal is "March 15, 2025", you're charged on the 15th of each month.
Mark this date in your calendar if you want to know exactly when charges will occur.
Your first charge is prorated based on when your trial ended.
Example calculation:
Trial ended: January 19
Days until month-end: 13 days (Jan 19-31)
Total days in January: 31
Prorated charge: $45 × (13/31) = $18.87
Next cycle: Full $45
This is fair: You only pay for the days you actually have service in your first partial cycle.
There's a timing alignment between working and being charged:
Timeline (Anniversary = 15th):
January 15 - February 15: Your billing cycle
├─ During cycle: You work 12 days (tracked in real-time)
└─ View anytime in Current Period dashboard
February 15 (your anniversary):
├─ System calculates your Jan 15 - Feb 15 cycle
├─ 12 days worked - 8 included = 4 overage days
├─ Overage charge: 4 × $5 = $20
└─ Appears on your Feb 15 invoice
Timing: Charged on your anniversary date (end of your cycle)
Why this works:
Your cycle runs anniversary to anniversary (complete cycle)
On your anniversary, we calculate your complete cycle usage
Overage is added to that renewal invoice
You see projected costs throughout the cycle in your dashboard
Benefit to you: You can see your projected costs in real-time before being charged (in the Current Period tab)
There's a safety cap: Maximum 20 billable days per cycle
What this means:
Work 8 days or less: Just $45 base fee
Work 9-20 days: $45 + overage ($5/day for days 9-20)
Work 21+ days: Still capped at 20 days maximum
Maximum possible charge: $45 + (12 days × $5) = $105/cycle
Even if you work 25 days in a cycle, you're only charged for 20.
Why this matters: You have cost predictability. Your maximum possible cost is $105 per user per cycle—no surprise bills.
You still pay the base fee, but no overage.
Example:
You work 3 days in your Feb 15 - Mar 15 cycle:
├─ Base fee: $45 (you keep your account active)
├─ Included days: 8 (you have 5 unused)
├─ Overage: $0 (you didn't exceed 8 days)
└─ Total: $45
Unused included days don't roll over to next cycle—each cycle starts fresh with 8 included days.
When this makes sense:
Holiday periods when clinics are quieter
Annual leave periods
Maternity/paternity leave
Reducing hours temporarily
Yes! This is one of the most important features.
Where to check: Settings → Subscription → Current Period tab
What you'll see:
Your current cycle dates (anniversary to anniversary)
Real-time days worked (updated daily)
Days remaining in your included allowance
Projected overage for the current cycle
Estimated charges for your next anniversary date
Check as often as you want—it's always up to date.
Pro tip: Check this weekly to stay on top of your usage and avoid surprises.
Steps to verify your charges:
Check your invoice details
Download from Settings → Subscription → Billing History
Review each line item
Note which cycle each overage charge covers
Compare with your usage tracking
Go to Settings → Subscription → History tab
See day-by-day breakdown of when you worked
Verify the cycle dates match the invoice
Verify the math
Count your billable days for the specific cycle from History tab
Subtract 8 included days
Multiply overage days by $5
Should match invoice overage amount for that cycle
Contact support if something's wrong
Email: support@audzone.com.au
Include invoice number and specific concern
Best contact method
We'll review and correct any errors within 48 hours
We keep detailed records: Every session is logged with timestamps, so we can verify any charge.
If you add a user mid-cycle:
New user joins: February 20
Your anniversary: 15th of each month
February 20: New user charged prorated amount
• $45 × (8/28) = $12.86 (for Feb 20-28)
March 15: New user charged full amount
• $45 (for Mar 15 - Apr 15 cycle)
If you remove a user mid-cycle:
User deactivated: February 20
Your anniversary: 15th of each month
February 20: User stops working
March 15:
├─ Feb 15 - Feb 20 overage calculated (only those days counted)
└─ Credit applied for unused time
The system is fair: You only pay for time users are actually active and billable.
We want you to understand exactly what happens to ensure there are no surprises.
If you cancel mid-cycle, here's what happens:
Step 1: Final usage calculation (happens immediately)
Cancellation date: February 20 (Anniversary: 15th)
Your current cycle: Jan 15 - Feb 14 (completed)
Your partial cycle: Feb 15 - Feb 20 (in progress)
We calculate:
├─ Jan 15 - Feb 15 cycle overage: Already calculated on Feb 15 (4 days × $5 = $20)
└─ Feb 15 - Feb 20 usage: 2 days worked (0 overage since under 8 days = $0)
Total unbilled usage: $20 (if not yet charged on Feb 15)
Step 2: Final invoice created (happens immediately)
FINAL INVOICE
Created: February 20, 2025
Line items:
├─ Jan 15 - Feb 15 cycle overage: $20
├─ Feb 15 - Feb 20 partial cycle: $0 (under 8 days)
└─ Total: $20
Status: Charged immediately
Step 3: Access changes
Non-admin users: Immediately deactivated
Admin users: 30-day read-only access (to export data)
Step 4: Data retention
Your data is kept for 90 days
You can export everything during this time
After 90 days, data is permanently deleted
You will NOT be charged for:
❌ Future unused service (no early termination fee)
❌ The rest of the current cycle
❌ Any days after cancellation
Example:
Your anniversary: 15th of each month
You paid on Feb 15: $45 for Feb 15 - Mar 15 cycle
You cancel on Feb 20: Only 5 days into paid cycle
You get a credit: $45 × (23/28) = $37.18 credited back
You're charged for: Feb 15 - Feb 20 overage only (if any)
You only pay for what you used—nothing more.
If you schedule cancellation for end of cycle:
Timeline (Anniversary: 15th):
February 10: You click "Cancel Subscription"
└─ Choose: "Cancel at end of current period"
February 10 - March 15: Service continues normally
├─ You can still work
├─ Usage is still tracked
└─ You have full access
March 15: Last day of current cycle
├─ Final cycle overage calculated (Feb 15 - Mar 15)
├─ Final invoice created
└─ Access changes to admin-only read access
March 15+: Subscription officially ends
└─ No renewal charge for next cycle
Benefit: You get to use the service you've already paid for until the end of the cycle.
Before cancellation:
Go to Settings → Data Export
Choose what to export (sessions, patients, templates, etc.)
Download everything you need
You have 90 days to export after cancellation. After that, data is permanently deleted per our data retention policy.
Here are practical steps to ensure you're never caught off-guard by a charge.
In your calendar:
Add a recurring reminder 2 days before your anniversary
Example: If anniversary is 15th of month:
└─ Set reminder for 13th of each month
└─ Check Current Period tab
└─ Review projected charges
└─ Verify everything looks correct
Every Monday morning:
Log into AudZone
Go to Settings → Subscription → Current Period
Review usage for the week
Check projected overage
Takes 30 seconds, prevents surprises.
After 2-3 cycles, you'll see patterns:
Example:
Cycle 1 (Jan 15 - Feb 15): Worked 12 days → $65 total
Cycle 2 (Feb 15 - Mar 15): Worked 11 days → $60 total
Cycle 3 (Mar 15 - Apr 15): Worked 13 days → $70 total
Average: ~$65/cycle per user
Use this to budget: If you know you typically work 12 days/cycle, you can budget $65/cycle per user.
For quiet days with 1-2 appointments:
Complete the session normally
Export the notes you need
Delete the session within 7 days as "Test Session"
If it's your only session that day, the entire day is removed from billing
Limits:
2 sessions per day maximum
10 sessions per cycle maximum
Must delete within 7 days
When to use:
Emergency appointment on a day off
Single walk-in on otherwise quiet day
Testing/training scenarios
When NOT to use:
Regular clinical work (it's not meant to avoid normal charges)
Days where you see multiple patients
Set email alerts:
Go to Settings → Notifications
Enable "Billing notifications"
You'll get emails about:
Upcoming charges (2 days before anniversary)
Successful payments
Failed payments
Invoice availability
When you receive an invoice:
Check the base fee matches your user count
Verify overage days against your History tab for that specific cycle
Confirm the math: (overage days × $5)
Check cycle dates match your anniversary
Look for any unexpected line items
If anything looks wrong, contact us immediately. We can review and correct within the same billing cycle.
✅ You always know your maximum cost
Never more than $105/cycle per user
Cap protects you from runaway charges
✅ You can see charges before they happen
Current Period dashboard shows projections
No surprises on anniversary date
✅ Your anniversary is consistent
Same date every month
Easy to budget and plan
✅ You only pay for what you use
Quiet cycles = lower costs
Busy cycles = capped at $105
Part-time work = proportional costs
✅ Complete billing cycles
No confusing partial calendar months
Anniversary to anniversary billing
Fair and consistent
✅ Proration is automatic
Join mid-cycle? Only pay for days you have service
Remove user mid-cycle? Get credit for unused time
System handles all the math
✅ No penalties for taking leave
Annual leave? Just pay base fee, no overage
Sick days? Not counted as billable days
Maternity leave? Deactivate and reactivate when ready
✅ Complete audit trail
Every billable day is logged
You can verify every charge
Download detailed usage reports
✅ Detailed invoices
See exactly what you're paying for
Each user broken out separately
Clear calculation of overage by cycle
✅ Real-time tracking
Know your usage as it happens
Adjust behavior if needed
Stay within budget
✅ System-level accuracy
Automated calculations (no human error)
Double-checked against usage logs
Audited billing process
✅ Easy to dispute
Complete records for verification
Support team reviews within 48 hours
Corrections applied immediately
✅ Fair cancellation policy
No early termination fees
Only pay for what you used
Full data export available
Contact us if:
You don't understand a charge on your invoice
You believe there's a calculation error
You need a detailed breakdown of a specific cycle
Your payment failed and you need to update payment method
You want to change your billing plan (monthly ↔ annual)
You need a copy of past invoices for accounting
You want to understand your anniversary date
Email: support@audzone.com.auSubject line: Include "Billing" and your invoice number Include:
Your company name
Invoice number (if applicable)
Specific question or concern
Best contact method
Response time: Within 24 hours (usually much faster)
Before contacting support, try:
Check your Current Period dashboard
Settings → Subscription → Current Period
See real-time usage and projections
Review your billing history
Settings → Subscription → Billing History
Download any invoice
See all past charges
Check your usage history
Settings → Subscription → History
Day-by-day breakdown of billable days
Verify which days counted
Update payment method
Settings → Subscription → Payment Method
Update card without contacting support
"Can I change my anniversary date?"
Generally no, as it's tied to when you subscribed
But we can discuss alternatives if you have special circumstances
"Can I get a refund for unused included days?"
Included days don't roll over, so no refunds for unused days
But you can track and optimize your usage going forward
"Can I pause my subscription instead of cancelling?"
You can deactivate users (they won't incur charges)
You'll still pay the base fee for active users
Discuss your situation with support for best option
"Can I switch from monthly to annual billing?"
Yes! Anytime
You'll get 10% discount immediately
Support can help with the transition
Base fee: On your subscription anniversary each month (in advance for upcoming cycle)
Overage: Calculated on your anniversary date for your completed cycle (anniversary to anniversary)
First charge: Prorated based on when trial ended
Check Current Period tab weekly to see projected costs for current cycle
Set calendar reminder 2 days before your anniversary
Review every invoice against your usage history
Enable billing notifications for important updates
Only pay for days worked (not days off, holidays, leave)
Capped at $105/cycle per user maximum
Track usage in real-time before being charged
Complete billing cycles (anniversary to anniversary—no partial calendar months)
Proration is automatic for mid-cycle changes
No early termination fees if you cancel
Current Period dashboard: Real-time usage tracking
Billing History: All past invoices
Usage History: Day-by-day breakdown
Support email: support@audzone.com.au (response within 24 hours)
We designed AudZone's billing to be transparent, fair, and predictable. You should never be surprised by a charge, and you should always be able to verify that you're paying exactly what you expected.
Our commitment to you:
You only pay for what you use
You can always verify your charges
We'll explain any charge you question
Errors are corrected immediately
You have complete control
Your responsibility:
Check your Current Period dashboard regularly
Understand your billing anniversary date
Review invoices when they arrive
Contact us immediately if something looks wrong
Keep your payment method up to date
If you ever have a question about billing, don't hesitate to reach out. We're here to help you understand and feel confident about every charge.
Have more questions? Email support@audzone.com.au or check our other knowledge base articles:
"Flex-Days Pricing Explained"
"Getting Started with AudZone"
"Managing Your Team Subscription"
"Annual vs Monthly Billing Comparison"
"Understanding Your Billing Cycle vs Calendar Month"