About billing and invoicing

Please refer to the announcement article for more information about the new modules: Introducing our new modules in the release of V4.3.0 on January 11th


Table of Contents

 

Introduction

In this article, you'll read more about the billing- and invoicing process, and how to get a reporting overview for Workspace environments.

 

Billing information

The data displayed in the Billing page will be visible in the reporting overview and monthly invoice. Workspace administrators can fill in the Company name, Reference number, Customer type and Industry to be displayed in the invoice. This will give you more insight in pricing for the different customers you're working with.

billing info.png

 

 

Modules

Every user needs have a module in order to use their digital workplace. The Workspace administrator can assign one or more modules to users and/or groups.

For a detailed explanation on this topic, please refer to the article: Modules: Hybrid, Engage and/or Unify.

For pricing information, please visit our website.

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Monthly invoice

As mentioned in our announcement article, Workspace environments created before January 1st 2024 will be billed based on the old licensing model (Simplify, Adapt or Boost), and we are offering our partners and customers a free-of-charge trial to try out the new modules (Hybrid, Engage and/or Unify). 

At the end of each month, an invoice will be sent to our partners and customers. The monthly invoice is based on active regular- and/or guest users to which have been assigned one or more modules.

 

User status: 'Active' vs. 'Inactive'

As mentioned above, the monthly invoice is based on the user status 'Active'. The user status type in Workspace 365 depends on which tool you are using to sync user(groups) and on what has been configured in the workspace.


Azure AD synctool

If you are using the Azure AD synctool, the following applies:

  • If the option is set to "Manage active status from Azure AD" from the User provisioning page, the user status in Microsoft Entra ID (previously called Azure AD) is reflected in Workspace. For example; if a user is active in Microsoft Entra ID, this user will be marked as active in Workspace.

    manage active status from.png

  • The user status can always be changed to (in-)active from the Licensing- or User management page. For this, you will need to temporarily stop the sync (otherwise you won't be able to edit users), and also change the option to "Manage active status from Workspace 365".

 

Automated user provisioning via SCIM API

If you are using the SCIM API, the following applies:

  • The default status for synced users can be set from the User provisioning page.

    default status.png

  • Changing the default status to 'active' does not apply to already imported users. Meaning, already imported users marked as inactive will remain inactive in Workspace.
  • When you change a user's status from active to inactive in Microsoft Entra ID, these users will be moved to the deleted user list in Workspace.
  • The user status for synced users can always be changed from the Licensing- or User management page. For this, you will need to temporarily stop the sync (otherwise you won't be able to edit users).

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Reporting overview

A quick overview from the Billing page

In each Workspace environment, a quick overview of the number of modules per regular- and guest users is displayed in the Billing page, as depicted in the screenshot above under the section "Billing information". 

 

Export to CSV

From the Licensing page, it's possible to export user data from a single Workspace environment to CSV. The following information will be displayed:

  • First-/last name
  • Email
  • Username
  • Status (active or inactive)
  • Module (Hybrid, Engage and/or Unify)
  • Guest user (true of false)
  • Administrator (true or false)

 

Reporting via provisioning API (Power BI dashboard)

You can use our Provisioning API to get reporting for Workspace environments for your hosting instance. We differentiate between Licensing API version 3.5 and version 4.0. The Licensing API V3.5 retrieves data from both the old licensing model (Simplify, Adapt and Boost) and the new modules (Hybrid, Engage and/or Unify). Version 4.0 only retrieves data from the new modules.


Follow these steps to get reporting for your hosting instance:

  1. Download Workspace365 Licensinginfo HostingInstance_v3.5 and 4.0.pbit
    • Password: oX<sQ.fX%699J9f&mt99@dN:,of'\ozY
  2. Open it and fill in the following information (this may take a few seconds): 
    1. Workspace URL
      • This is the root URL of the workspace, e.g. https://workspaceurl.com/
      • Please include the / behind the workspace url, otherwise authentication will fail
    2. Provisioning Key
      • This is highly sensitive information and should be known within your organization. This key can be found in the Workspace 365 config. If you've lost the key, please submit a support ticket.


Changelog V3.5 & V4.0

  • Converted report to Power BI Template file .pbit instead of regular .pbix where you needed to delete default parameters. Now you are prompted to fill in your own Workspace URL and ProvisioningKey
  • Added licensing endpoint version 3.5 
  • Added licensing endpoint version 4.0
  • Added Customer Industry
  • Added Customer Type
  • Added License distribution graph

Changelog V2

  • Updated the Licensing endpoint to V3.0
  • Fixed authentication by removing the toUpper() modification on the ProvisioningKey


Reporting for self-hosted partners

  1. Self-hosted partners can configure monthly reports via email. Please refer to this article on how to configure this: Enable Monthly Report.
  2. Self-hosted partners can download the reporting from the Instance Operator panel. The data can be downloaded to Excel.

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