Fair Billing Policy

At Aphex, we believe software should demonstrate value before customers commit significant resources. Unlike the industry standard of locking customers into large upfront costs, our Fair Billing Policy allows organisations to scale their investment based on the actual value they receive. As your use of Aphex grows and delivers measurable benefits to your projects, your costs can adapt accordingly—putting control firmly in your hands.

Key Concepts

To help understand our billing approach, here are the fundamental elements of the Aphex platform:

Term	Definition
Product	A specific Aphex offering such as Planner or Diary that delivers distinct functionality
Plan	The tier of service for a product (e.g., Planner Pro, Planner Pro+, Planner Enterprise) which determines available features and pricing
Subscription	A customer's purchase of a specific plan for their organisation
Seat	An allocation that grants a specific user access to product functionality within an organisation
Entitlement	The specific functionality and features a customer is entitled to use based on their subscription plan

Organisation-Level Plans and Seats

At Aphex, plans are selected at the organisation level, determining the feature set and functionality available to all users within that organisation. The plan also establishes the pricing for seats throughout the organisation.

Each organisation selects:

1. Which Aphex products they require (e.g., Planner, Diary)

2. The appropriate plan for each product (e.g., Pro, Pro+, Enterprise)

3. The number of seats to allocate to users within their organisation

Seat Allocation and Control

We understand that project teams evolve throughout delivery. Our billing approach puts customers in control of their costs by allowing them to directly manage seat allocations within their organisation.

Customers control which users are assigned seats through the Admin Console, with billing based on occupied seats during each billing period.

Changes to How Seats Are Assigned

We've evolved how seats are assigned within our billing model to give customers greater visibility and control over their costs. While Aphex has always used seat-based billing, we've made an important change to how these seats are managed:

Previous approach: Seats were automatically calculated as assigned or not behind the scenes based on project roles, with limited customer visibility or control over the assignment process.

New approach: Customers explicitly assign seats to their users to unlock associated functionality.

This change delivers several benefits:

• Direct control: Organisations can now directly control which users are allocated paid seats through the Admin Console

• Cost management: Customers can more easily manage costs by allocating seats only to users who require specific functionality

• Multi-product clarity: As we introduce additional products, the seat allocation model provides a consistent approach across all Aphex offerings

• Clearer scaling: For larger organisations, the explicit seat management approach makes it easier to plan and budget as teams grow

• Flexibility: Seat allocation is now disconnected from project roles, giving greater flexibility in how teams are structured

Subscription Types

Flexible Plans (Monthly Billing)

Our Flexible Plans are designed for organisations that want maximum adaptability with simple monthly billing.

Billing Structure

• Customers are billed monthly in advance based on the number of seats allocated at the start of each billing period

• Seat allocation can be adjusted at any time through the Admin Console

• Changes to seat allocations are reflected in the next billing cycle

Subscription Changes

• Customers may upgrade, downgrade, or cancel their subscription with notice as specified in the Terms of Service

• Changes take effect at the next billing cycle

Enterprise Plans

Enterprise Plans offer predictable costs through pre-committed seat volumes or contract durations.

Billing Structure

• Enterprise customers agree to a fixed monthly fee that includes a specified maximum number of seats

• A billable seat is occupied by any organisation member who has been allocated a seat in the Admin Console

• Seat usage is monitored automatically with customers having full visibility of allocation through the Admin Console

Overages

• If the number of allocated seats exceeds the pre-committed amount, additional seats will be billed at the agreed overage rate

• Overage charges are billed monthly in advance based on seats allocated at the start of each billing period

Multiple Organisations

• Customers who include multiple Aphex Organisations within their Enterprise plan will have their total seat usage calculated as the sum of all allocated seats across each included organisation

• Each user occupies one seat per organisation, so if a user works across multiple organisations, they will require a seat in each

Multiple Product Subscriptions

As Aphex introduces new products, customers may subscribe to multiple offerings simultaneously. Each product subscription follows its own plan terms, with seats allocated independently for each product. Clear visibility of seat usage across all subscriptions is provided through the Admin Console.

Example: How Billing Works in Practice

ACME Contracting is managing 10 active construction projects with approximately 400 total users across these projects. They have selected:

• Planner Enterprise: A subscription with a commitment to 400 seats (currently using 300)

• Diary Alpha Preview: Currently in pilot phase with 50 users testing the functionality (from the available 2,500 free seats)

In this scenario:

• ACME pays a fixed monthly fee for their 400 committed Planner Enterprise seats regardless of current usage

• ACME doesn't pay for their Diary usage as they're part of the Alpha Preview

• If ACME increased their Planner seat allocation to 450, they would pay the agreed overage rate for the additional 50 seats

• Users can be on multiple projects within ACME's organisation but only occupy one Planner seat

• If ACME had a separate organisation for their Special Projects division, users working in both the main organisation and Special Projects would require seats in each

Payment Terms and Currency

Payment Terms

• For invoice billing, invoices will be issued on Net 30 day terms and contain a reference to the Purchase Order number provided by the Customer

• For card billing, invoices will be generated immediately upon charge

• Payment methods and terms are established at the time of subscription and can be reviewed in the Admin Console

Currency Options

Aphex is headquartered in the United Kingdom, with our base pricing established in British Pounds (GBP). For the convenience of our global customers, we offer billing in select additional currencies including EUR and AUD, with plans to expand to USD in the future.

While we aim to maintain stable pricing in all currencies, please note:

• Pricing in non-GBP currencies is based on foreign exchange rates

• We may periodically review and update these rates to maintain alignment with market conditions

• We'll provide advance notice of any significant adjustments to currency-based pricing

• Once a subscription is established in a specific currency, that currency will apply for the duration of the subscription

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For any questions regarding our Fair Billing Policy, please contact your Customer Success Manager or email [email protected].