What's covered in this guide?
What's changing?
Previously, we only counted employees who were active on your invoice date. The new logic is fairer and more accurate, it now also counts:
Admin-only users
If someone has admin access but wasn't set up with an employee role, they weren't being counted before. Now they are.
Recently deactivated staff
If you had someone active during your billing period but deactivated them before the invoice date, they previously wouldn't show up on your bill. Now they will, as long as they were active for at least 24 hours.
📝 Important to note:
This change applies to UK and NZ organisations from 2nd March 2026.
What stays the same?
Temporary staff are still excluded from your bill.
Internal accounts (for example, support or demo accounts from Tanda, TipJar, Wagestream, etc.) are still excluded.
Why the 24-hour rule?
If someone is accidentally created and deleted the same day, we don't think you should be billed for that. The 24-hour minimum makes sure you're only charged for users who were genuinely active.
How far back do we look?
When checking for deactivated staff, we only look back as far as your last invoice, up to a maximum of 2 months. We're not going to dig into ancient history.
How to check your numbers
You can verify your billed user count using the Active Users Report under Workforce Reports.
To check your billed users:
Select an invoice date from the dropdown
Use the Staff Status filter to see who's included:
Active: people who were active on the invoice date
Inactive : people who were deactivated during the billing period (this is the new bit)
All:your total billed users
💡 Tip:
To compare old vs new counts, look at an invoice date before 2nd March 2026 (old logic) and one after 2nd March 2026 (new logic). The difference will be the admin-only users and recently deactivated staff now being included.
Who does this apply to?
Situation | Which logic? |
UK and NZ orgs from 2nd March 2026 | New logic |
US orgs | Old logic (no change) |
Invoices before 2nd March 2026 | Old logic |
Questions?
If your invoice count looks different from what you expect, the Active Users Report is the best place to start. It'll show you exactly who's being counted and why.