Billing mechanics

Who this guide is for

Audience: Owner or billing administrator. How a Vision Scan subscription is structured, where the authoritative state lives, and which changes take effect immediately versus at renewal.

Billing and subscription guide

1. 1. Choose a billing term

   Subscriptions are available with monthly or annual billing. Price amounts, annual discount, trial length and grace period are backend-managed plan configuration, so this guide documents the mechanics rather than the figures for your contract.

2. 2. Set the licensed quantity

   Quantity equals the number of purchased active-device seats. Register devices up to the purchased seat quantity; the customer portal shows the current quantity, the seats in use and the seats still available.

3. 3. Change the quantity safely

   Quantity increases follow confirmed billing-provider state, so a new seat becomes usable once that state is confirmed. Decreases default to renewal and cannot fall below the number of active devices, which keeps working devices from losing entitlement mid-term.

4. 4. Understand payment grace

   If a payment fails, affected devices can enter a payment-grace state instead of stopping immediately. Grace devices continue to consume a seat, and the portal shows the remaining grace window and the action required to restore normal billing.

5. 5. Treat the portal as authoritative

   Subscription and entitlement status shown in the customer portal is authoritative. Estimates displayed elsewhere on this site exclude applicable taxes and negotiated enterprise terms, so reconcile any question against the portal and your invoice.

How seats work

Quantity equals the number of purchased active-device seats. Whether a device holds a seat depends on its state — not on how often it scans.

Purchased quantity

Equals the number of active-device seats you are licensed to use.

Pending enrollment

Does not consume a seat.

Active device

Consumes a seat.

Payment-grace device

Consumes a seat while the grace window is open.

Deactivated or revoked device

Releases a seat according to policy.

Quantity increase

Follows confirmed billing-provider state.

Quantity decrease

Defaults to renewal and cannot fall below active devices.

Seat behaviour is policy-driven and can vary by contract. The customer portal shows the licensed quantity and the seats currently in use for your tenant.

Seat lifecycle

A device moves through states and the seat follows the state — the table above is the complete rule set. Because pending enrollment consumes no seat, enroll and prepare hardware first; the device starts consuming its seat only when it activates.

If a payment fails, affected devices enter payment grace instead of stopping immediately. Grace devices keep consuming a seat while the grace window is open, and the portal shows the remaining window plus the action required to restore normal billing. Deactivated and revoked devices release a seat according to policy.

Changing the quantity safely

• Check the portal before you enroll. The portal shows the licensed quantity, the seats in use, and the seats still available — enroll devices only up to the purchased quantity.
• Increases take effect on confirmed billing state. A new seat becomes usable once the confirmed billing-provider state arrives, not when you request it.
• Decreases default to renewal. A decrease cannot fall below the number of active devices, which keeps working devices from losing entitlement mid-term.

Seat behaviour can vary by contract — when the numbers look surprising, the portal's licensed-vs-in-use count is the source of truth, not this page.