Fixed-Term Contract Billing Guide

🔐 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
💼 Or contact your Ausmed Account Manager directly

🧾 Downloading Invoices

Learn more about downloading invoices here.