- How will I receive invoices?
- Can I access previous invoices?
- Commonly used terms on the invoice
- What counts as a user in a Deputy account for billing purposes
How will I receive invoices?
Your Deputy invoice will be emailed to the email address nominated by your System Administrator when subscribing to Deputy. Need to change your email address for invoices?
Invoices are emailed at the end of each month and normally will not require any action since the amount shown is automatically debited from the payment method you have nominated. Need to update a credit card?
Can I access previous invoices?
Yes, as well as receiving invoices at your nominated email address, System Administrators can also log in to Deputy to review and download previous invoices.
Commonly used terms on the invoice
Term |
Description |
Monthly charge per employee (for Premium, Scheduling, Time and Attendance plans) |
A fee (per user) for the number of users active in your Deputy account in the previous calendar month. |
Flexi Weekly Charges Per Active Employee |
A fee for each active team member in your Flexi plan account. The Usage details on the following pages of your invoice will list the active team members' names as well as the dates of the week they were active in your account. |
Flexi Weekly Charges Per Inactive Employee |
A fee for each inactive team member in your Flexi plan account. The Usage details on the following pages of your invoice will list the inactive team members' names as well as the dates of the week they were inactive in your account. |
Overage |
A fee (per user) for the number of users active in your Deputy account in the previous calendar month, beyond what you have prepaid for in your Annual subscription. |
HR Suite charges |
An optional Deputy HR subscription in addition to your Deputy plan that assists with HR functionalities such as: |
Annual Discount | A reduction in pricing compared to monthly pricing due to prepaying subscription costs for 12 months in advance. |
SMS charges |
A charge incurred for sending an SMS from your Deputy account for purposes such as:
Note: the cost of SMSs sent as part of New hire onboarding are already included in the Deputy HR pricing and will not appear here. System Administrators can log in to Deputy to:
Note: if you need a more detailed breakdown of SMS sent from your account in a specific service period please raise a ticket with Support. |
Service Period | The date range the invoice covers for the charges incurred |
Quantity | The number of users or SMS charges in your Deputy account over the service period of the invoice |
Unit price | The price of each charge listed |
Amount | Quantity x Unit price |
Tax | Tax may be applied to the amount depending on the region you are purchasing or using Deputy |
Invoice Total | The sum of total charges, less discounts plus any applicable tax |
An example of an invoice with the quantity, price and amount of charges incurred in the Premium Deputy account using Deputy HR the previous month.
What counts as a user in a Deputy account for billing purposes
Deputy Enterprise, Premium, Scheduling, Time and Attendance and Flexi plans
All users will incur a charge regardless of invite status (ie. Users with the status of Not invited or invite sent or onboarding in progress will still be billed). The only users that will not incur a charge are archived users or users with Advisor access permission.
Note: Users that are archived for the whole month do not contribute to the user count but users that are archived or unarchived part way through the month will contribute to the user count for the month.
Deputy Flexi plans
Deputy Flexi plan also charges a different price depending on whether the user is active or inactive.
A team member is considered active when any of the following occurs:
- A shift has been published for the team member
- A timesheet has been submitted by the team member
- The team member has had a timesheet approved
- The team member has performed management functions such as creating a schedule, approving timesheets or leave, exporting payroll information, managing tasks, creating journal entries or reviewing reports.
If the user has not met at least one of the above criteria in a given week, they are considered inactive.
Read more about Flexi plan FAQs.