People join and people leave. Both are routine for us, and both change your monthly bill because packages are priced per user per month. Here is how to tell us and what to expect.

Adding a new starter

Email admin@yougrowit.com.au as soon as you know the start date - a week or more is ideal, and a day is workable but rushed. Include:

1. Full name as it should appear in email, and their job title.
2. Start date, and whether they are full-time, part-time or casual.
3. Who to copy them from. "Same access as Sarah in accounts" is the most useful line you can write. It saves a page of questions.
4. What systems they need beyond email - your accounting software, job management, shared folders, industry applications.
5. Whether they need a device, and whether you want us to source it or they are taking over an existing one.
6. Any restrictions - somebody who should not see payroll, for example.

Lead time matters most when hardware is involved. Accounts and access can usually be ready quickly. A laptop that has to be ordered, delivered and set up cannot.

Removing someone who is leaving

Email admin@yougrowit.com.au with:

1. Their last day, and the time you want access switched off. Often that is the moment they walk out, not midnight.
2. What happens to their email - forwarded to a manager, converted to a shared mailbox, or kept accessible for a period.
3. What happens to their files and who should take them over.
4. What equipment they have - laptop, phone, security fob - and whether it is coming back.

Tell us even if the departure is awkward or sudden. Access left open after someone leaves is the most common security gap we find in small businesses, and it is entirely avoidable.

How your bill changes

• Your monthly fee is your user count multiplied by your package rate - Essentials $60.50, Managed $104.50, Complete $159.50 per user per month including GST.
• Changes are reflected from your next monthly invoice. If the timing of a change matters to you, say so in writing when you request it and we will confirm how it will be billed before it happens rather than after.
• The monthly minimum still applies - $330 Essentials, $550 Managed, $825 Complete, including GST. If removing people takes you below the minimum, the bill stops falling at the minimum.
• There is no fee for adding or removing a user from your package.

An example: a business on Managed with eight users pays $836 a month. Adding a ninth takes it to $940.50 from the next invoice. Dropping back to four would give $418 on user count, so the $550 minimum applies instead.

Setup work that is not just a headcount change

Adding a user to your package is a billing change. The work of getting a person productive is sometimes more than that - configuring a new laptop, migrating an old one, setting up a specialist application, an unusual access arrangement. Where that goes beyond routine, we quote it in writing before we start, and it is separate from the monthly fee. See What is not included, and how we quote project work.

Microsoft licences are separate

Your Microsoft 365 licences are billed by Microsoft on their own terms, not by us as part of the user count. A new starter usually needs a licence added, and a leaver's licence should be removed or reassigned so you stop paying for it. Tell us and we will handle both, and say plainly what each will cost.

Changing package

You can move between Essentials, Managed and Complete. It is month to month with no lock-in and no exit fee, so it is a conversation rather than a negotiation. Email admin@yougrowit.com.au and we will confirm what changes and from when.

Talk to us

Send all user and billing changes to admin@yougrowit.com.au. That address handles accounts, quotes and invoices - it does not create a support ticket, so keep faults going to the portal or the support address.

Support hours are Monday to Friday, 8:30am to 5:30pm Melbourne time, excluding Victorian public holidays.