I learned this lesson some time back, but I must say, it is any user’s responsibility, to ensure that they record and keep track of the number of licenses per month.
As I see it if one sets 20 licenses for any month (they are month2month use it or lose it subscriptions) then one will be charged for such usage. If one wishes to change then one will have to reduce the licenses to 15, as you correctly note.
The real problem is that is fine if all accounts start on the 1st of the month but when users add or remove licenses midstream it becomes difficult to track for both user and APPSHEET.
So you are saying you allocate 20 licenses but may only actually use 15 but then get charged for the 5 you did not use. As I see it that is not an APSHEET issue and it would require the APPSHEET billing system to track all user’s license usage. This is no different from booking airfare and not making the flight and it is a use it or loses it basis.
But what may be done is to say you wish to reserve a number of licenses (20) but wish to have a more convenient way of managing them then APPSHEET might implement a system whereby they provide a list of radio buttons one for each license with along with the start and end date and any user may, at any time select or deselect. When one selects it should note the starting date and renewal date as shown below
O license 1 Start Date 01-08-2021 Expiry Date 30-08-2021 O Auto/Manual Renewal
O license 2 Start Date 05-08-2021 Expiry Date 04-09-2021 O Auto/Manual Renewal
APPSHEET on the other hand could simply automatically expire each and every license after 30 days and remove the autorenewal function, making it a user’s sole responsibility to track and renew their license usage.
So what I have suggested is a very good compromise whereby users may readily keep track of their license usage and also have an autorenewal function.
The problem with all accounting is that they like to work and bill on the first of day of each calendar month and not have to track a portion use of a license. So if one starts mid-month with a licensed one should get 50% in the beginning month and 50% in the end month so one has to also consider matters from an APSHEET account tracking and usage perspective.
So if one starts mid-month and ends mid-month the next month does one get charged full rate usage for 2 months or 1 month from start to end or is it done pro-rata and then trying to reconcile license usage will be difficult.
So what I have suggested above will allow users to more readily track and control their license usage and also allow APPSHEET to more easily track billing but still retain the monthly use it or lose it whether any activated license is used or not, and which I agree is solely a user responsibility.