Per seat pricing: how seats and billing work

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headoffis costs US$29 per business per month, including five active people. Owners count toward those five. Each additional active person costs US$5 per month. Locations and every available feature are included; roles control each person’s access.

How seats work

• Each active person uses one seat. Five seats are included in US$29/month; additional seats cost US$5 each.
• Each business has its own subscription. A person who belongs to two businesses takes a seat in each.
• Every plan includes all available features. Each role controls which screens and data its members can access.
• Locations, roles and assigned work do not add seats. Supplier and customer contacts do not sign in, so they never use one.

How to add seats to a subscription

You add a seat by adding a person. You need a role that can manage team members.

1. Open People & roles. If the business has not subscribed yet, you can choose Subscribe to pay for the current seats first, or go straight to the next step. The first person you add starts the subscription for everyone already active.
2. Choose Add team member, enter the person's details, and choose Continue to Stripe.
3. Confirm the payment on Stripe's page. The first subscription goes through Stripe Checkout. Later additions use Stripe's confirmation page to raise the quantity on that same subscription.
4. Return to People & roles. Their access starts once the payment is confirmed.

While a request waits, Business seats shows Awaiting payment with the person's name. Choose Continue to Stripe to finish it, or Cancel seat request to drop it. A canceled request never gives the person access. Check payment asks Stripe for the latest status if the page has not updated.

Adding people within the first five keeps the monthly total at US$29. When you add someone beyond five partway through a month, Stripe shows any prorated increase before you confirm. Stripe's documentation on prorations explains how that amount is worked out.

How to deactivate a user

1. Open People & roles and choose Edit access next to the person.
2. Untick Active workspace access.
3. Choose Save access.

Their access to the business ends at once. Deactivating someone removes their seat from future renewals. The current month is not refunded, so the seat stays paid until the end of this billing cycle. The last active owner cannot be deactivated.

To bring someone back, open Edit access, tick Active workspace access again and save. Reactivating opens Stripe to confirm the payment for their seat, the same as adding a new person.

Where to see it

Business seats in People & roles shows active people, subscribed seats, the monthly total and the subscription status. Only people whose role can manage team members see this panel.

• Manage billing opens Stripe, where you can update the payment method, see invoices, or cancel at the end of the billing period.
• Canceling the subscription does not delete accounts, memberships or saved business data.
• If a seat reduction has not reached Stripe yet, the panel shows a notice. Choose Check payment to retry.

Worked example

A business with an owner and three staff has four active seats and pays US$29/month. Adding a fifth person keeps the total at US$29. Adding a sixth raises it to US$34/month; Stripe shows any prorated increase before confirmation. Ten active people cost US$54/month.

If a six-person business deactivates one person, access ends that day and the next renewal returns to US$29. Deactivating people within the first five does not reduce the US$29 base. The current month is not refunded.

Common questions

What is a seat in software?

A seat is one person's right to use a product under a subscription. Stripe calls this per-seat licensing: one seat represents one active person. In headoffis, the first five are included in the business base price, then each additional person adds US$5/month.

Do inactive users count as seats?

No. Only active people use a seat. A deactivated person keeps their account and stays in the team list as Inactive, and no longer counts toward active seats. Only seats above five add to the base price.

Is it a monthly subscription or a yearly one?

Seats are billed each month. There is no annual plan.

Do I pay twice if I run two businesses?

Each business has its own subscription, so your own seat is billed once in each business you belong to. Locations inside one business do not add seats or fees. Up to 10 locations are included. A person assigned to several locations in one business counts once.

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