---
title: Fixed-Term Contract Billing Guide
description: Information about how Ausmed customers with fixed-term contracts are billed.
---

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# Fixed-Term Contract Billing Guide

## This guide explains how billing works for organisations on a Fixed-Term Contract with Ausmed.

#### **🔐 Who This Applies To**

You're on a **Fixed-Term Contract** if:

- You signed a subscription agreement with Ausmed via our Sales or Customer Success team
- Your contract defines a term of **1–3 years**
- You receive scheduled invoices, usually **annually or quarterly, or monthly**
- Your primary method of payment is **EFT**

#### 💳 **How You're Billed**

 

| Feature | Details |
| --- | --- |
| **Billing Method** | - EFT (electronic bank transfer – preferred), - Invoices under $10,000 - Direct Debit, or Credit Card payment available |
| **Billing Frequency** | Determined by your contract – typically **Annually**, **Quarterly**, or **Monthly** |
| **Invoice Timing** | Invoiced **in advance** at the start of each billing cycle |
| **Invoice Format** | Notification sent via email and available for download in-product for billing contacts |
| **Remittance Information** | Bank transfer and payment instructions are included on every invoice |
| **Portal Access** | Your nominated billing contact can view invoices via the Ausmed for Organisations platform |

 

#### 📈 **Overage Charges**

Some contracts include a fixed number of users. If your organisation exceeds this user limit in any given month, **overage charges** may apply. 

 

| Aspect | Details |
| --- | --- |
| **What counts as an overage?** | When more users **actively access** Ausmed than your contract includes |
| **Rate** | Defined in your contract (e.g. $10–$15 per additional user, per month) |
| **How usage is calculated** | - We check the number of **unique users** who accessed Ausmed during each calendar month. - If that number is higher than your subscription allows, the difference is billed as an **overage**. |
| **Billing Method** | Overage charges are added as a **separate invoice line item** |
| **Invoice Timing** | Overage invoices are sent on the **2nd of each month**, if applicable |

  

### 🧮 Overage Example

Your contract covers **100 users**. In May, **115 users** accessed Ausmed.

→ That’s **15 users over** your contracted limit.  
→ You’ll be invoiced for **15 × overage rate** (e.g. 15 × $12.50 = $187.50) on your next monthly overage invoice.

💡 Overage billing allows your staff to continue accessing Ausmed uninterrupted, without needing mid-contract renegotiations.

 

### **🔁 Renewals**

 

| Scenario | Details |
| --- | --- |
| **Annual contract ends** | Your Account Manager will be in touch to confirm your renewal and finalise your next subscription term. |
| **Multi-year contract** | Multi-year contracts are managed in annual increments to allow for any changes in user numbers, inclusions, or pricing. |
| **Evergreen prevention** | Your contract will never auto-renew without confirmation. We’ll always check in with you before the term ends. |
| **Communication** | You’ll receive renewal information well in advance, with time to review, update, or make changes to your plan. |

### 🚨 Payment Reminders

We understand payments can occasionally be delayed. If that happens, we’ll gently follow up based on your payment method:

| Payment Method | Reminder Days | What We’ll Do |
| --- | --- | --- |
| **Credit Card** | Day 1, 6, 31, 60, 90, 120, 180, 225, 280, 350 | You’ll receive email reminders with a link to update your card details. |
| **Direct Debit** | Day 1, 8, 31, 60, 90, 120, 180, 225, 280, 350 | We’ll follow up by email to check if your payment details need updating. |
| **EFT (Bank Transfer)** | Day 1, 21, 45, 60, 90, 120, 180, 220, 280, 350 | Our finance team will send reminder emails and reach out directly if needed. |

 

🛑 Your access won’t be suspended automatically. If something’s gone wrong with payment, we’ll work with you to resolve it — no stress.

#### **🧾 Accessing & Requesting Changes**

Your billing contact can:

- Request updated billing details
- Initiate a product or user change
- Get a re-sent invoice or remittance confirmation

Here’s how:

📧 Email: [support@ausmed.com.au](mailto:support@ausmed.com.au)  
💼 Or contact your Ausmed Account Manager directly

 

#### **🧾 Downloading Invoices**

Learn more about downloading invoices here.

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