🔓 Access level in Planday: Account admin.
🌐 Subscription plan: Any.
⏱️ Reading time: 5 min.
ℹ️ Important read: What are my payment options
Can't find the account page? If you were a Planday workspace admin before 2024, ensure you have Account Admin access for more visibility and control over your billing and subscription.
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As an Administrator, assign yourself Account Admin access to view invoices. After applying, log out and back in to see the Account page under your profile.
You can also give this access to someone managing billing and subscriptions.
If you're an accountant managing Planday's account details, ask your Planday administrator or business owner for access.
If your administrator is not present, contact us in writing using the e-mail address mentioned in your contract.
Invoices
Where can I find my Planday invoices?
Where can I find my Planday invoices?
Go to your profile in the top right corner > Account > Invoices to view and download past invoices as PDFs. Invoices are also emailed to the registered address.
Note: Only Account admins can view the Account page.
What is included in my invoice?
What is included in my invoice?
Your invoice is sent to your billing address via email.
Under Details you'll find the Planday workspace, URL, invoice number, date, customer number, due date, VAT number, and order.
Below, there's a breakdown of costs, including subscription, user fees, and any SMS charges.
If you haven’t set up automatic payments, you can pay by transferring the amount to the account listed at the bottom of the invoice.
How can I change the address on my Planday invoices?
How can I change the address on my Planday invoices?
Go to your Account > Overview > Billing and contact details and press Edit.
Here, you can modify your billing email or add additional email addresses.
How can I change the name of my company on the invoices?
How can I change the name of my company on the invoices?
Please include your company name, customer number, and the desired new changes in the email and send it to: support@planday.com
If the VAT or commercial register numbers have changed, outgoing and incoming parties must sign a Novation agreement. For this, Planday needs the following details from both parties:
Name of the company.
Trade register number / VAT. ID number.
Registered company address.
Full name and contact e-mail address of the owner or authorised signatory.
Please also provide the new billing e-mail address.
Once all information is submitted, Planday will create a Novation Agreement and forward it to all parties to sign electronically. The changes will be implemented after the signature.
What is a Novation Agreement? Novation is a replacement of a contract's party or obligation with a new one. The new party takes on the obligation of the original party and completely releases the former party of that obligation. The novation agreement must be signed by the transferor, the transferee, and the counterparty (the other contracting party).
Billing & charges
How does the billing for user fees work?
How does the billing for user fees work?
Planday user fees are billed in advance in increments of five users, as outlined in the Terms and Conditions. For example, if you have six users, you'll be charged for 10 user licences.
Your invoice updates automatically when you add or remove employees. Deactivated employees won’t be billed, but they must be deactivated before your billing period ends to affect the next invoice.
Starter packages charge for a minimum of 5 users, Plus for 10 (updated from 20 as of 10 May 2023), and Pro for 50 users.
If you have annual billing and need to report a user count change, please email: support@planday.com
How does the billing of additional users work?
How does the billing of additional users work?
If you add additional active users during an already billed period, you will see the cost item Additional Users on your next invoice, displaying the cost for these added users.
See an example
See an example
You were charged 20 users in your invoice for March.
On March 15th – i.e. during the period already billed – you added 6 more (active) employees to Planday. Since users are billed in increments of five, the number is rounded up from 6 to 10 users.
In the invoice for April, you are retroactively charged the costs for these (rounded up) 10 users for the period from March 15th - 31st: You will find this as a cost item on the first page of the invoice*, and in more detail on the second page of the invoice.
* The number of users on the first page may be rounded up or down.
The calculation in concrete terms:
→ User fee per user per month (exemplary amount): £3.49
→ Number of additional users: 10
→ Price for the entire month: 10*£3.49 = £34.90
→ Number of days not yet charged (period March 15th - March 31st): 17
→ Price for 17 days: £34.90/31 days(March)*17 = £19.14
From the invoice for April, you will also be charged for 30 users (20 plus those added in March).
Note: If you deactivate users after an invoice has been issued, the invoice won't be adjusted retroactively. The next invoice will reflect the number of active users at the start of the new billing period, regardless of how many were active in the previous one.
Unexpected costs are appearing on my bill. What is the reason for this?
Unexpected costs are appearing on my bill. What is the reason for this?
User fees: Users are charged in increments of 5. For more details, see How does the billing for user fees work?
Additional users: This cost refers to users from the previous billing period that are retrospectively billed. Find more information above under the question How does the billing of additional users work?
SMS charges: If you use SMS features like reminders or notifications, you'll be billed at €0.08 plus VAT per SMS or according to your contract.
For any questions, feel free to email us and include your invoice or customer number when contacting us via email at:
How to view employee details of additional user licenses
How to view employee details of additional user licenses
You can check when employees were created or deactivated in Planday by following these steps:
Go to People > Employees > Tool > Export data > Employee changes report > Create report.
Make sure to include deactivated employees.
Choose the start and end dates of the period you want to review. (For example, the period listed on your invoice under "Additional user Licenses").
Click Export data to download the report to your PC or laptop.
The report will have a section called "Deactivated employee," showing the deactivation date and reason. These employees are included in the "Additional user Licenses" charge.
Read more about the employee changes report here.
Payments & Account Access
What happens if I have not paid an invoice?
What happens if I have not paid an invoice?
In this case, we will send you payment reminders to the e-mail address registered with your account. You will receive these reminders approximately 8 and 16 days after the invoice due date.
After the second reminder is sent to you, administrators will see an alert in Planday informing them that there are outstanding payments and a due date before a payment must be made before your Planday account will be blocked.
What can I do if my Planday account has been blocked?
What can I do if my Planday account has been blocked?
In this case, please contact the support team by emailing them at:
Our team can investigate the issue and provide an explanation for the block. We can also inform you which invoices are awaiting payment and outline the necessary steps to remove the block.
See related articles:
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