Google Apps

Legacy billing

Annual pre-pay billing

  • The following information only applies if you are still on the annual pre-pay billing system. If you've moved to the monthly post-pay billing system or are a new customer, please see the general billing topic.
  • If you're not sure which billing information applies to you, please see Billing systems overview.
  • If you purchased your Google Apps account through a reseller, please contact your reseller for billing assistance.

Overview

Some Google Apps for Business customers may be on a legacy billing platform known as annual pre-pay billing. This system is no longer taking new sign ups, and those still on this legacy system will be transitioned over to our new monthly post-pay billing platform over the next few months.

Pricing

Each Google Apps account has an annual subscription date. So, when you purchase additional licenses after your subscription date, we’ll offer you a prorated price for the remainder of your subscription term, which is the time until your next renewal date. Subsequent years will be charged $50 per user license.

We prorate new licenses on a monthly basis. If you purchase extra licenses with 9 months and 10 days until your next charge date, you'll be charged for 9 months. If your charge date is June 1, and you purchase additional licenses on June 15, you'll have a prorated price of $45.84 per license (11 months of the $50 annual charge).

Purchasing additional user licenses

You can purchase additional user licenses at any time. When you do, you’ll be charged a prorated amount for the additional licenses. To purchase licenses:

  1. Sign in to the Google Admin console. 
  2. Proceed to the Domain settings > Billing information tab.
  3. Click on the Purchase additional licenses link.

Decreasing user licenses

As this is a pre-pay system and Google has a no refunds policy, you’ll be unable to lower the number of licenses you pay for until your renewal date. However, you can set future renewals to renew at the number of created users instead of the existing license cap.

To lower the number of licenses purchased at renewal time:

  1. Sign in to the Google Admin console. 
  2. Proceed to the Domain settings > Billing information tab.
  3. Under the Renewal section, switch to Auto-renew all users.

Renewals

Google Apps for Business subscriptions renew for a period of one year at a time. The subscription begin and end dates are listed in the Billing information tab of your Admin console. The options are:

  • Auto-renew all licenses
    • Automatically renew all existing licenses
  • Auto-renew all users
    • Automatically renew licenses for all my existing users (This option allows you to decrease user licenses upon renewal.)
  • Do not auto-renew
Grace Period

If you choose to not auto-renew, you'll enter a grace period during the first 30 days past your renewal date. Your grace period expires when you're more than 30 days past due. You’ll receive an email about this grace period 8 days following the failed renewal.

During the grace period, administrators have full access to the Google Admin console and users have full access to Google Apps, including Gmail and Calendar.

Administrator access to the Admin console is provided during the grace period as a means to manage your domain and to renew your subscription.

When you sign in as an administrator during the grace period, you're presented with a page that allows you to either:

  • Renew your subscription

    Renewal is for one year from your original renewal date. For example, if your renewal date is January 1, and you renew on January 15, your renewal date remains January 1.

  • Open the Admin console without renewing your subscription.
Suspension

You're in suspension when you're more than 30 days past your renewal date. At this point administrators have full access to the Google Admin console, but neither administrators nor users have any access to Google Apps.

Email continues to flow to each Inbox, but there is no access to Inboxes through Gmail or any of the IMAP, POP, or Google Apps Sync clients.

Administrator access to the Admin console is provided as a means to renew your subscription.

When you sign in as an administrator during the suspension period, you are presented with a page that lets you:

  • Go to Google Wallet to renew your Google Apps for Business subscription

    If you renew your Google Apps for Business subscription, it is for one year from the date on which you renew. For example, if your renewal date was January 1, and you renew your subscription on February 15, then your renewal date is February 15.

  • Cancel your subscription
  • Open the Admin console without renewing your subscription

Google reserves the right to delete your account at any time beyond 60 days past your renewal date.

Cancellation

There is no way to cancel a Google Apps for Business subscription while in the middle of your subscription period. Instead, those looking to cancel should set their auto renewal options to “Do not auto-renew”.

Moving to the new billing system

At this time, not all customers can transition to monthly billing. If your renewal date is less than 30 days away and auto-renew is turned off, check the Domain Settings > Billing Information tab in your Google Admin console for a Learn more link to see if you're eligible.

We currently don't offer a way to manually switch billing systems in the middle of your subscription; however, we will complete automatic transitions to the new system in early 2013. The automatic transition to post-pay billing does not have any service or billing impact on customers who have a pre-paid annual contract. If you have selected to auto-renew your annual contract, it will be auto-renewed to the Annual Plan, with monthly payments, once accounts are migrated to the new billing system.

Changing credit cards in Google Wallet

To update, add, or delete a credit card on your billing account, you need to first sign in to your Google Wallet account. To make sure you're updating the correct account, access the account from your Google Admin console.

To sign in to the Google Wallet account used for your Google Apps billing:
  1. Sign in to the Google Admin console. 
  2. Click Domain settings > Billing information tab.
  3. In the Payment Account section, click Access this account.
  4. Sign in to the Google Wallet account.

    Remember to use your Google Wallet credentials, not your Google Apps admin user name and password.

    5. If you're sure you know the correct Google Wallet account, you can skip the Admin console and sign in to your Google Wallet Account directly.

From your Google Wallet account you can update, add, or delete a card as described below.

To update a card:
  1. From your Google Wallet account, click Edit payment methods along the left side of the page.
  2. Click Edit under the card information you'd like to change.
  3. If you'd like to use this card as your default payment method, click Make this my default payment method.
  4. Click Save.
To add a card:
  1. From your Google Wallet account, click Edit payment methods along the left side of the page.
  2. Enter your credit or debit card details and billing address under Add a new payment method.
  3. If you'd like to use this card as your default payment method, click Make this my default payment method.
  4. Click Save.
To delete a card:
  1. From your Google Wallet account, click Edit payment methods along the left side of the page.
  2. Click Delete under the card information that you'd like to delete.

Changing Google Wallet accounts

The process for changing your Google Wallet account is different depending on how close your are to your renewal date. Please select the option below that applies to you.

More than 30 days until renewal date:

To change your Google Wallet account when you are more than 30 days away from your renewal date:

  1. Sign in to the Google Admin console. 
  2. Click the Domain settings > Billing information tab.
  3. Enable automatic renewals for your account.

Later, when you receive email notification that your account is about to be renewed, follow the link in the email to the Ordering page.

You must have automatic renewals enabled to receive the email renewal notification with the ordering page link.

On the ordering page, authorize a new purchase for your Google Apps subscription. This will replace your old subscription and charge your new billing information on the subscription expiration date. Automatic renewals will also be enabled going forward.

Less than 30 days until renewal date:

If you are less than 30 days away from your renewal date please follow these steps to change the Google Wallet account:

  1. Sign in to the Google Admin console. 
  2. Click the Domain settings > Billing information tab.
  3. Disable automatic renewals for your account.

When you receive email notification of the impending expiration for your account, visit the link to the Ordering page.

Authorize a new purchase for your Google Apps for Business subscription. This will replace the old subscription and charge your new billing information on the subscription expiration date.

Less than 3 days until renewal date:

To change your Google Wallet billing account when you're less than three days away from your renewal date:

  1. Sign in to the Google Admin console. 
  2. After you sign in, you'll automatically be directed to a billing page that lets you know that you must renew your account to retain your paid Google Apps subscription.
  3. From there, you can authorize a new purchase for your Google Apps subscription. This will replace the old subscription and charge your new billing information on the subscription expiration date.

Receipts

Our legacy Billing platform does not currently support invoicing.

When you place an order using Google Wallet, you receive a confirmation email that you can use as your receipt. If you received the email but no longer have it, you can access your order information within your Google Wallet account and print the page to serve as a receipt.

For international orders, you'll be able to see the VAT information associated with your order by viewing or printing the order in Google Wallet.

To access your order information in your Google Account:

  1. Sign in to your Google Wallet account.

    Note that you will need to sign in with your Google Account credentials, not your Google Apps administrator name and password.

  2. On your Purchase history page, click on the item that you have purchased.
  3. Use your browser's print function to print the page as needed.

If you are having trouble printing your receipt and you are using Microsoft Internet Explorer, try printing in Landscape format. You can select Landscape in the Page Setup options when printing.

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