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  3. Setting up Abtrac: for Administrators
  4. Managing your Abtrac subscription
  1. Home
  2. Knowledge Base
  3. Administration
  4. Managing your Abtrac subscription
  1. Home
  2. Knowledge Base
  3. Subscription details
  4. Managing your Abtrac subscription

Managing your Abtrac subscription

You can view how many users you pay for, and what add-on modules you have from the subscription details page in Abtrac.

It’s accessible from the footer menu of any page in the system.

From here you can also change your number of licensed users and update your payment details.

These license and payment details are restricted and only visible to those with the relevant access rights. Typically all users with Admin access can see these pages, you can check and amend who is eligible to view this page from user group management.

Updating how many users you pay for

Why licensed users are different from current employees

In Abtrac you pay for licensed users – not current employees. That distinction allows you to archive people who’ve left your company and add new ones without having to change your licensing every time.

Updating your numbers after you’ve received an invoice

If a change is required to your subscription and your subscription invoice you can contact us within 7 days of the invoice date to make an adjustment.

In Abtrac you pay for licensed users – not current employees. You’ll need to ensure your numbers match in subscription details before your invoice can be updated.

From the footer menu in Abtrac choose > Your Subscriptions details

Then choose Add/Remove Licenses

Update your New Employee Licenses number, then submit your license adjustment. You’ll also need to email [email protected] asking for an updated invoice.

Setting licensed users to match current employees – when you reduce staff

When you make an employee non-current, their license isn’t automatically removed from your subscription. You’ll be prompted to choose to revise your licensed users.

To reduce your licensed user numbers you need to click here to open the Adjust subscription screen and make a change.

You can ensure your licensed users match your current employees by updating the numbers in the ‘Changes to Subscription’ settings screen.

You’ll need to accept the terms before Submitting your License Adjustment.

You can ensure your licensed users match your current employees by updating the numbers in the ‘Changes to Subscription’ settings screen.

You’ll need to accept the terms before Submitting your License Adjustment.

Increase licensed users – before employees are added

When you add an employee to Abtrac, or change the status of an employee back to current you’ll be notified that you need to increase your licensed users first.

You can increase your licensed users when adding employees by updating the numbers in the ‘Changes to Subscription’ settings screen.

You’ll need to accept the terms before Submitting your License Adjustment.

How to update payment details

Updating the credit card on file

To remove or update the card associated with your monthly Abtrac payments you need to delete the card on file and add a new one.

Choose this method whether you have a new card number, or a new expiry date for the existing card on file.

Access the Subscription details page from the footer menu > then choose Delete Card

Then follow the steps below to add new card details

Adding a new card to a new subscription

When you sign up to Abtrac your account isn’t activated (and may still expire in 30 days) if you don’t have current payment details.

From the subscriptions page choose Add Card and enter your card details.

We accept Visa and Master Card (excluding debit cards). A 1.5% bank surcharge applies. Our payment terms, privacy and security policies can be found here.

Before adding payment details you’ll be prompted to confirm you’ve read our terms of use.

You’ll then be able to submit your card details.

Depending on your card (and your bank) you may be redirected, or delayed whilst bank security checks are performed.

Once your card is approved a token for payments is stored in the Abtrac licensing system, and a snapshot of your card details on file is displayed in the subscriptions page.

Checking what you are paying for

At any time from the subscription details page you can view a breakdown of your license fees, and a record of the last time your details were confirmed (and by who)

Add-On modules

Abtrac’s Google Maps interface, the Debtor module, and connecting to eInvoicing can all be activated from the subscriptions page, by choosing Add/Remove Licenses.

Adding a connection to your accounts

To add a connection to your accounts go to Accounting > Add Accounting Interface. A connection counts as live and billable as soon as a connection is added (regardless of whether you are using it or not)

Removing a connection to your accounts

If you change or upgrade your accounting systems after adding a new connection, choose Edit and make the old connection non-current.

This will reduce the count of connections and associated fees in your subscription details.

Updating your company and contact details

Your Company Name in Abtrac

Your company name on login and the name of your Abtrac account for your subscription can differ. Neither of these names can be changed within Abtrac, as they are locked into your unique Abtrac site identity.

To update your company name(s) please send a request to [email protected].

Your Company address

The address associated with your subscription is the default office address from Admin > Settings > Office Details

Subscription contacts

In Abtrac any employee can be a subscription contact. It’s required that at least one user is enabled to manage your subscription. Where more than one subscription contact is active, the subscriptions page shows the first available in alphabetical sort order(by last name).

Abtrac KB#2089

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