Kota's billing comprises two types of fees that might be charged on different dates:
Saas fees
Saas fees
This is what we charge for our software services - namely our web app for employers and mobile app for employees. These are collected on the 1st of every month, retrospectively. You'll pay €9 + VAT (or £9 + VAT, if your billing entity is based in the UK) per employee who has enrolled in a benefits package, plus a payment processing fee depending on your selected payment method.
Providers contributions
Providers contributions
This is what we charge for your employees' benefits contributions, either health insurance, pension and/or life assurance. These can be charged on different days of the month, depending on the benefits and provider you're working with. See the table below for further details.
Here in this table, you can find a summary of all possible charge dates, and the respective billing period they refer to:
Product | Date of charge | Billing period |
Kota SaaS | 1st of the month | From the 1st to the 31st of the previous month |
UK Pension | 1st of the month | From the 1st to the 31st of the previous month (according to the payroll information you’ve provided Smart Pension) |
UK Health | Start day - 12 days | Charged for the month in advance, from the day the scheme is activated* |
IE Health | 10th of the month | Variable, depending on your scheme start date |
IE Pension | 10th of the month | From the 1st to the 31st of the current month |
IE Life Assurance | 10th of the month | Charged from the day the scheme is activated** |
International Health | 10th of the month | From the 10th of the current month (invoice date) to the 10th of the following month |
*For the first month of billing of UK health, we will charge for the previous month also as we cannot charge in advance for a health policy not created yet. Please be aware your first month of billing will look different for this reason.
**For the first month of billing for IE Life Assurance we will charge you on the 10th of each month. If the scheme started prior to the 10th, your first bill will also include these days. Please be aware your first month of billing will look different for this reason.
Important: There can be slight variations in billing days. If something is concerning you, please contact us at [email protected]
Note that each type of fee and product is charged and invoiced separately too. We do it this way for clarity, and so it correlates directly with the monthly charges in your bank account. For example, if you have IE health and IE pension, you will receive three invoices:
- An invoice for SAAS fees, processing fees (+VAT)
- An invoice with your IE pension cost
- An invoice with your IE health cost
The invoices will be displayed on your Billing page as soon as the fees have been successfully charged. Read more about Kota's invoices here.
Some practical examples
Some practical examples
Saas fees
Saas fees
An organisation sets their benefits up on January 20 with 5 employees that enrol on that same day. Kota charges 5 subscription fees (€45 + VAT) on February 1 to cover their January usage.
UK Pension
UK Pension
An employee is auto-enrolled on January 20. Their employer will normally upload their payroll towards the end of January to Smart Pension platform. Then, on February 1, Kota will charge for what’s due for that employee for January (that is, from January 20 to 31).
The next invoice, due on March 1, will charge the contributions from February 1 to 28 (or 29, in leap years).
UK Health
UK Health
An organisation activates their UK health insurance with Vitality on January 20. Considering the 20th as the start day, the billing date will normally be 12 days before, in this case, the 8th. As such, the next billing after activation will occur on February 8.
On February 8, Kota will charge from that month's start date to the following month's start date; in this case, from February 20 to March 19. However, as this is the first billing, Kota will also charge additionally the period from January 20 to February 19. That is, on the first invoice, Kota will charge two months: the total period from January 20 to March 19.
From then onwards, the next invoices will be issued on the 8th and will charge insurance for only one month. For instance, the second invoice, due on March 8, will charge the period from March 20 to April 19.
IE Health
IE Health
An employee enrols in IE health insurance on January 20. The next billing date is on February 10, when Kota will charge for the future period of February 10 to March 9. However, as this is the first billing, Kota will also charge additionally the period from January 20 to February 10. That is, on the first invoice for this employee, Kota will charge the total period from January 20 to March 9.
In future billings, only one month will be charged: from the 10th of the current month to the 10th of the following month (that is, the second invoice will be issued on March 10, from March 10 to April 9).
IE Pension
IE Pension
On January 20, an organisation activates their IE pension scheme. As this is past Kota's billing date for this benefit (10th of each month), the first invoice will only be issued on February 10. It will concern the current calendar month, that is, February 1 to February 28 (or 29, if a leap year).
IE Life Assurance
IE Life Assurance
An organisation activates IE life assurance on January 20. As Kota's billing date for this benefit is on the 10th of each month, contributions will only be charged on February 10, for the period concerning January 20 to February 19.
International Health
International Health
An employee enrols in International health insurance on January 20. The next billing date is on February 10, when Kota will charge for the future period of February 10 to March 10. However, as this is the first billing, Kota will also charge additionally the period from January 20 to February 10. That is, on the first invoice for this employee, Kota will charge the total period from January 20 to March 10.
In future billings, only one month will be charged: from the 10th of the current month to the 10th of the following month (that is, the second invoice will be issued on March 10, considering the period of March 10 to April 10).