Allocated Seats Billing Terms

These terms describe how Tallyfy bills for allocated seats. They sit alongside, and form part of, our Customer Terms of Service. For current seat prices, see the pricing page. If anything here conflicts with a signed order form or master agreement you have with Tallyfy, that signed agreement controls.

What allocated seats are

Tallyfy is billed per seat. A seat is a paid license for one person on your team. There are two kinds:

  • Full seats can create and edit templates, launch and assign work, and track, approve, and complete tasks.
  • Light seats are a lower-cost license for people who only complete the tasks assigned to them.

Guests from outside your organization stay free and never use a seat. They only see the specific tasks shared with them. See the pricing page for what each seat type costs and what is included.

Your seat pool: committed and active

Each organization has its own seat pool, held separately for full seats and light seats. Two numbers describe it:

  • Committed seats are the seats you have agreed to pay for over your current term. This is the number your plan bills.
  • Active seats are the seats currently in use. A seat is used when a member accepts an invite or signs in through single sign-on, and it returns to the pool when that member is deactivated.

You can hold more committed seats than you have active at any moment. The spare seats stay available for new people to join without delay.

Annual commitment and renewal

Annual plans are a 12-month commitment that renews automatically for another 12 months unless either party gives written notice of non-renewal before the term ends. A monthly option is also available and commits for the current billing month.

Fees for the committed term are due in full regardless of actual usage, a reduction in your seat count, or early cancellation. Fees are not refundable, and there are no refunds or credits for partial periods, unused seats, reduced seats, or seats you choose not to fill. Your access continues until the end of the period you have paid for.

Buying more seats during your term

You can add seats at any time from Settings, then Billing. When you do, the cost is pro-rated for the time left in your current term, so you only pay for the remaining months. The exact amount is shown before you confirm.

For accounts paying by card, payment is taken when you confirm, and the seats become available once payment succeeds. If a card is declined, nothing is charged and no seats are added, so you can correct the card and try again. There is no automatic retry. For invoiced accounts, the added seats activate once the related invoice is paid.

Reducing seats

You can lower your committed seat count, but not below the number of members who are active at that time, because those people are already working in Tallyfy. A reduction takes effect at your next renewal rather than mid-term, and it does not produce a refund or credit for the current term.

How you pay

Tallyfy supports two payment paths:

  • Card (automatic). Most self-serve accounts pay by credit or debit card, processed by our billing provider, Recurly. Renewals and confirmed mid-term purchases are charged to the card on file.
  • Invoice. Manually-billed accounts and multi-entity accounts are invoiced through Xero. Invoices are payable by wire transfer or ACH to our US bank account, in US Dollars only. Payment terms are Net 15 by default unless your contract states otherwise.

Invoiced accounts and overdue invoices

Each Permitted Entity is invoiced separately, and Tallyfy emails the invoice for your accounts payable team to pay. If an invoice reaches about 30 days past due, the organization is placed in read-only mode and a notice appears in the app. In read-only mode, people can still sign in, view processes, and export data, but cannot create templates, launch processes, or complete tasks.

Paying the overdue invoice restores full access automatically, usually within about a day, with no further action needed on your side.

Multiple entities and the Seat Allocator

Larger organizations can group several linked workspaces under one billing parent that holds a single shared pool of committed seats. A designated billing parent administrator uses the Seat Allocator in Settings, then Billing, to distribute full and light seats across the linked organizations.

The total seats allocated cannot exceed the committed pool, and no organization can be allocated fewer seats than it currently has active. Linking a new organization to a billing parent, or changing who can administer the pool, is handled by Tallyfy support. To set up a multi-entity contract, talk to our team.

Add-ons

Two kinds of add-ons can apply on top of your seats:

  • Analytics is priced per seat, per year, and applies to every committed seat, full and light. Current pricing is on the pricing page. For multi-entity accounts, Analytics appears as a single line on your invoice across all linked workspaces.
  • Usage credit (for example, AI tokens or per-task credit) is pre-paid. You buy a balance up front, and it is drawn down as you use the feature rather than billed afterward. When the balance reaches zero, the related feature pauses until you top up. Pricing for usage credit is being finalized; contact us for current rates.

How this fits with our other terms

These billing terms supplement our Customer Terms of Service, which govern your overall use of Tallyfy. Accounts payable and procurement teams who prefer to pre-fund a balance can also review our Terms for Credit Purchase. Questions about a plan, a quote, or a multi-entity contract are welcome any time. Just get in touch.

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