1️⃣ Where to check your billing in Dashdoc?

Access all your subscription information in one place:

📍 Navigation path:

Settings > Subscription & Payment

What you’ll find here:

✅ Your Dashdoc invoices (full history)
✅ Payment information (bank account, credit card)
✅ Billing postal address and email
✅ Number of subscribed vs. active drivers
✅ Update your payment methods

💡 Pro Tip: Check this section at the beginning of the month to ensure your billing aligns with your current fleet.

2️⃣ Replacing a driver: how does billing work?

💰 Dashdoc billing model:

⚠️ You are charged for the number of active drivers on your account during the billing period, in accordance with your contract commitment. That is, if your subscription is for 10 drivers, even if 10 are not connected, you are charged for all 10.

📅 What is the billing period?

It is the period between two subscription anniversary dates.

Example: If your subscription started on the 15th of the month, your billing periods run from the 15th to the 14th of the following month.

Practical example:

📊 Your contract: 10 drivers
📅 Subscription anniversary date: 15th of each month

Scenario:

November 10: You deactivate Jean (you had 10 active drivers)
November 20: You activate Marie (back to 10 active drivers)

Result for the period from November 15 to December 14:

✅ You continue to pay for 10 drivers (your subscribed limit) because you never exceeded this number during the billing period.

⚠️ Overages:
Important: Overages are billed monthly on your subscription anniversary date (or at the end of the month if the anniversary date does not exist in that month, e.g., February 30 → February 28).

Overage scenario:

📊 Your contract: 10 drivers
📅 Anniversary date: 15th of the month
📅 Billing period: October 15 to November 14

What happens:

October 15–31: 10 active drivers
November 1–10: You activate 2 additional drivers (12 active drivers)
November 11–14: You deactivate the 2 new drivers (back to 10)

Result for this period:

⚠️ You will be billed for an overage of 2 drivers with a +20% surcharge on these 2 drivers, because you had 12 active drivers during part of the billing period.

🎯 Best practices for replacing drivers:

Deactivate the outgoing driver first.
Check that the counter has decreased in Subscription & Payment.
Then activate or create the new driver.

Plan strategically: If possible, make changes right after your anniversary date to optimize the billing period.

💡 Pro tip: Note your subscription anniversary date to better plan additions/removals of drivers.

3️⃣ Deactivate your unused drivers to make room for new drivers in your next billing period.

Remember that you are charged for the number of drivers in your subscription and may be subject to additional fees if you exceed this number during the billing period.

⚠️ IMPORTANT: Do NOT delete the driver, deactivate them instead.

Here’s the difference:

✅ Deactivate (RECOMMENDED):

The driver is automatically disconnected from the mobile app.
You retain the full history of their trips.
You can reactivate them whenever you want.
You stop paying for them immediately.

❌ Delete (NOT RECOMMENDED):

You lose access to their history in filters.
It is irreversible.

📋 Step-by-step procedure:

Go to My Fleet > My Drivers
Click on the driver you want to deactivate
Click More actions
Select Deactivate driver

✅ Done! The driver will be automatically disconnected from the mobile app and will no longer be counted in your billing.

🔄 To reactivate a driver:

Repeat the same process and select Activate driver

🔗 More information: Create and manage your drivers on Dashdoc

4️⃣ Want to add a new driver? How to do it

Complete process:

🔗 More information: Create and manage your drivers on Dashdoc

⚠️ IMPORTANT – Billing impact:

When a new driver accepts a mission in the Dashdoc app, an overage will be generated if you have already reached your quota.

To add a new web user or driver to your billing:

Log in to your Dashdoc account.
Go to Settings > Subscription & Payment.
In the Usage section, click Upgrade my plan.
Follow the instructions to add a new user or driver to your account and invoice.

By modifying your contract, you commit to paying for these additional licenses over the contract period, but this allows you to avoid the 20% monthly surcharge for exceeding web or mobile licenses.