Understand billing and active headcount in Humanforce HR

Follow this guide to understand how billing works in Humanforce HR and how to check your active headcount at the time of invoicing.

Question 1: How often am I billed for Humanforce HR? 

On the 27th of each month, Humanforce HR, through our charging system, produces an invoice that captures the active headcount (number of seats) in your platform at that point in time. Your payment terms will depend on your specific contractual agreement.

Question 2: How can I see what my active headcount is?

To see what your active headcount is at any given time, follow these steps:

1. Log into your Humanforce HR platform 
   • You must have analytics access with full data access.
2. Go to Analytics > Workforce Headcount.

3. The dashboard defaults to the current date or the end of the current month based on your settings. You can change the date to the 27th to reflect the billing snapshot date or change it to the 27th of a future month to see what you will see charged.

4. The Total Workforce metric at the top of the dashboard shows the number used for billing. This number reflects your total billable employees (aka Active Headcount) for the selected date.

Question 3: My invoice charged me for 500 seats, but my Workforce Headcount analytics page only shows 470 headcount. 

If your invoice headcount doesn’t match your dashboard data, check the following:

• Do you have a minimum charge on your contract? 
  Your contract may include a minimum headcount charge. This will apply even if your actual headcount is lower. Check your service agreement for confirmation.
   
• Do you have any past employees who haven't been finalised in Humanforce HR? 
  You may have had employees finish up with your business, but no one has finalised their profile and job in Humanforce HR; therefore, they remain billable. 
  If you are not keeping your employee data up to date, you will be charged for them. 
   
• Have you retroactively made changes to your employee data? 
  Humanforce HR has a date-effective data model, which means we know if a person started on the 1st of November and finished on the 8th of December. Our invoices are generated on the 27th of each month, and we take a snapshot of the product at that point in time to produce the invoice. 
  If an Admin retroactively finalises or updates a job after the invoice was generated, the dashboard won’t reflect the previous billing snapshot. This can cause a mismatch between current analytics and past invoices. 

Question 4: Can I retroactively update my active employees if I have been charged incorrectly?

You cannot retroactively adjust billing after the invoice has been issued. To ensure accuracy:

• Ensure your employee data is accurate before the 27th of each month by finalising all relevant end dates. 
• Regularly review your headcount data in the Workforce Headcount dashboard.

Question 5: How can I see who has retroactively updated my active employees?

To identify who has retroactively adjusted job records and when, follow these steps:

1. Go to Settings > Audit Log
2. Use the Filter to narrow your search.
3. To track changes affecting active headcount, apply the following filters:
   • Job End Date Finalised Event
   • Job Deleted Event
   • Person Deleted Event
4. The audit log will show:
   • What changes were made
   • The affected employee
   • The user who made the change
   • The date of the change

Question 6: I have employees who hold concurrent jobs (more than one active job). Will they be charged twice?

You are only billed based on active headcount, not the number of jobs. 

• If an employee holds multiple jobs, they are counted once.
• For example:
  • 329 people
  • 336 jobs
  • You will be charged for 329 active headcount, not 336 jobs.

If you have any questions around your invoice and billing terms, please reach out to accounts@humanforce.com