BambooHR invoices are generated in advance for the upcoming month based on the number of active employees in your account, or in other words, how many employees have an active employee record in BambooHR. This means that monthly invoices may fluctuate as employees are added and removed in your account.

Your invoice is based on the number of active employees you have on the amendment date. The amendment date is the day when the system takes a snapshot of your headcount to determine the billing for your next invoice. This date changes each month but always falls within 7 days before your billing date. Please be sure to make any changes at least a week prior to your invoice date to ensure these updates are captured in your billing cycle. We do not offer refunds or credits for changes in headcount after this snapshot is taken. To your advantage, we also do not seek payment for any employees added to your account during the billing period.

You can see how many active employees are in your account at any time by going to the People tab, viewing the Employee list, and referring to the gray number in parentheses near the top of the page. BambooHR will email your invoice to your accounts payable contacts each month with the payment confirmation. Invoices are always due upon receipt and will have a coverage period for the upcoming month. You and your billing contacts can view the invoices at any time in BambooHR.

If you are a BambooHR Payroll customer, the Per Employee Per Month (PEPM) and Additional State Fee (if applicable) will apply to the first approved payroll run of the month, regardless of whether it is your scheduled payroll run or an off-cycle payroll run. Once the first payroll is approved, you will not see these charges on any additional payroll runs for that month. The number of employees included in the PEPM is based on the unique count of employees paid in the previous month for any scheduled and off-cycle payrolls across all of your company's payroll accounts (EIN’s).

Payroll is billed separately with a minimum of $190 for 1-25 employees. Payroll is billed on your first payroll run of the month. If no payroll is run for over 30 days, the account transitions to Maintenance Mode, incurring a Monthly Account Management Fee of $125, plus $7.00 per additional state (the first state is free). For any questions regarding payroll billing, please contact our Payroll support team at [email protected]

If it is your first time running payroll with BambooHR Payroll, the PEPM will reflect the employee count that was quoted to you by our Payroll Sales team. 

Billing is based on the number of active employees in your account, not on access or feature use. An active employee is any user for which you are tracking employee data. This includes contractors, part time employees, employees with future hire dates, and interns. (In order to deactivate an employee, end their employment through the Employment Status table on the Job tab in their employee profile.) 

This means that if the Status field on an employee's Personal tab is set to "Active," they will be included in billing for your account. This includes contractors, part-time employees, and interns. You can see how many active employees are in your account at any time by going to Settings > Account > Account Info and referring to the number under "Active Employees." Our billing system takes the number of active employees on a random day shortly before your invoice date, so we recommend making sure your active employee count is accurate a week prior to your invoice date.

BambooHR offers three subscription packages:

• Core: Minimum billing of $250 for up to 25 active employees.
• Pro: Minimum billing of $425 for up to 25 active employees.
• Elite: Minimum billing of $625 for up to 25 active employees.

Once you have 26 or more active employees, a volume discount is automatically applied, reducing the cost per employee as your employee count increases. This discount is automatically applied and does not require any action on your part.

Add-On Features:

• Benefits Administration: Billed at a monthly minimum of $140 until you exceed 25 employees, after which the volume discount is applied.
• Time Tracking: Billed at a monthly minimum of $9.00 until you exceed 3 employees. A volume discount applies if you exceed 25 employees.

At the start of your subscription, both the Implementation fee and your first-month fee are included in your initial invoice. This is because you gain immediate access to the product upon purchase. You can log in to the system at any time to explore its features or set up workflows, even if your data import is not yet complete.

Before purchasing, you should have received a quote from your sales representative detailing the charges on your first invoice, including your first monthly fees and the Implementation fee. If you need another copy of this quote for review, please let us know, and we will be happy to provide it.

For monthly invoices, we accept only credit card and auto-debit ACH payments. These payments will be automatically processed each month using the default payment method on file. We require autopay to ensure ease of use and to minimize any issues with timely payment.

We offer the following payment methods:

• Credit Card: For instructions on updating your credit card information, please refer to our Credit Card Update Instructions.
• ACH Direct Debit (US customers): For instructions on updating your ACH information, please refer to our ACH Update Instructions.
• Check: Accepted only for 12-month prepayment options; not available for monthly payments.
• Wire Transfer: Accepted only for 12-month prepayment options; not available for monthly payments

Another payment option is to make an annual prepayment. If you prepay annually, you will receive a 5% discount and you may choose to pay by check or wire transfer* in addition to credit card and bank payments.

*If you are making a prepayment via wire transfer, please be sure to include your company ID# or domain in the wire transfer memo for identification purposes.

Your billing contacts can update your payment information in BambooHR. You can also email our Billing team to receive a secure link for updating that information. We are happy to send that to any Account Owner, billing contact, or accounts payable contact.

If you update your information before your invoice date, the new method will be used on your next billing date. If your billing date is today or prior to today, you may add the new card information and process the outstanding balance from the same page in Settings.

BambooHR believes in earning your business every month. So, we have chosen a month-to-month business model with no fixed contracts. Each monthly invoice is due upon receipt. As part of our month-to-month model, BambooHR does not use net 30 terms. BambooHR does not negotiate net terms.

If there is no payment made upon receipt of the invoice, your account will be considered as past due, and you will have a small grace period to make a payment before suspension for non-payment.

We are committed to continuously evolving our offerings, from product updates to the talented team members we bring on board to innovate and support you. While our standard pricing is firm, we do offer several discounts to provide additional value to our customers:

Annual Prepayment Discount:

• 5% discount for a one-year prepayment
• 7.5% discount for a two-year prepayment
• 10% discount for a three-year prepayment

For more information about annual prepayment, click here.

Multiple Account Discount:

• An additional 5% discount per account for customers with multiple accounts.

Non-Profit Discount (NFP):

• A 15% discount for non-profit organizations. The non-profit discount offered by BambooHR is specifically intended for organizations that qualify as 501(c)(3) entities. These are organizations that operate for charitable, religious, educational, scientific, or literary purposes, among others.
• Exclusions: While 501(c)(6) organizations, such as business leagues, chambers of commerce, trade associations, and business advocacy groups, are also classified as non-profits, they are not eligible for this discount. 

Bundle Discount:

• Up to a 15% discount if you have the base product (Core, Pro, and Elite are eligible), Benefits Administration, and Payroll. This discount is automatically applied after you run your first payroll and adjusts based on the number of employees using payroll compared to the total number of employees in your HRIS.

Volume Discount:

• All of our subscriptions include a volume discount, which means the more employees you add, the higher the discount you receive. As your employee count increases, the price per employee decreases, allowing you to save as you grow. Typically, savings range from $0.00 to $0.02 per employee for each additional employee added. Please see the amendment date section for more details.

These discounts are designed to reward our customers for their commitment and to provide additional savings where possible. If you have any questions about eligibility or how to apply these discounts, please feel free to reach out to our billing team - [email protected].

If an account has an outstanding balance, our billing system will automatically notify the Account Owner and Accounts Payable Contacts.

Payment reminder emails are a way to help our customers avoid the suspension of their accounts due to non-payment. BambooHR has a system of automated emails to remind customers of an outstanding balance, but we also reach out via personal messages when the account is approaching suspension. If your account is past due, pending suspension, or suspended, please reach out to our Billing team.

Refer to Section 2.4 of BambooHR Terms of Service.

BambooHR collects your company's Tax ID when you first set up your billing details. If you need to change your Tax ID in the future, a Full Admin or Billing Contact can update it via the Billing tab in Settings.

You will receive various email notifications throughout the lifetime of your account. Here are some examples:

• Past Due: If your account becomes past due, your Account Owner will begin to receive past due notifications. As a reminder, we extend a 22-day grace period to allow for payments to be made before your account enters suspension.
• Card Failed: If your credit card on file has been declined, your Account Owner will receive an email with the relevant error information. Additionally, if your credit card is set to expire soon, the Account Owner will receive an email regarding that expiration date.
• Pending Suspension: When your account is 17 days past due, the accounts payable contact(s) will receive an email with information regarding the pending suspension of your account, including directions for updating your payment details.
• Pending Cancellation: After your account has been suspended, your accounts payable contact(s) will receive an email regarding the pending cancellation of your account. Per our Terms of Service, you own your data. Therefore, we will delete all of your company and employee data 30 days after the suspension of your account.
• Credit Card Expiration: If your primary payment method is a credit card, and it is close to expiring, the Account Owner and Accounts Payable Contacts will begin to receive expiration warning notifications. You will receive one 30 days before expiration, 15 days before expiration, and once it expires. The notification will have the option to Update Primary Payment Method. This will take you to Billing in your account where you can update that information. 

All monthly invoices are due upon receipt. For this reason, customers who pay monthly are required to pay via credit card or ACH direct debit (U.S. only). If there is no payment made on the invoice date, each account has a small grace period to make a payment before suspension.

BambooHR will guide you in the system on the steps to take for unlocking your account via credit card. Click Unlock BambooHR Account to open the BambooHR Payment Center.

In the BambooHR Payment center you can select which outstanding invoice you would like to make the payment for, and which payment method you would like to use. In the Payment Method dropdown you will see any non-expired credit cards you have saved in your account, or you can add a new card.

Clicking Continue will take you to a page where you can review and submit your payment. If successful, you will see a banner letting you know that your account is no longer suspended and has been unlocked.

You will also have the option to set the selected card as your primary payment method going forward.

If you need further assistance, please feel free to reach out to our Billing team.

Refer to Section 2.4 of BambooHR Terms of Service.

BambooHR offers the option of prepaying annually for your account. We create annual prepayment requests based on your current subscription. The total amount is a projection based on your current employee count for the next 12 months. As a bonus, we also include a discount for paying 12 months in advance.

We offer a 5% discount for a one-year prepayment, a 7.5% discount for a two-year prepayment, and a 10% discount for a three-year prepayment. The prepayment, when paid, is applied as credit on your account. BambooHR will continue to generate monthly invoices, but rather than processing to a credit card or bank account, it will deduct the invoice total from your prepayment credit. If you have additional employees or features added to your account, it is possible to run out of credit before the end of the estimated coverage period.

It is not uncommon for prepayment to last a little longer or have it used a little more quickly than the full twelve-month time frame, depending on company growth. We watch balances closely so that we can send new prepayment requests promptly. This allows time for your check payments and wire transfer payments to be issued and delivered to BambooHR.

When your prepayment credit is about a month away from running out, we will send you a new prepayment request for the next 12 months. It will take into account any remaining credit you have.

If you have a credit card or bank (ACH/SEPA) information saved on file, yes! The Account Owner and billing admins are able to keep track of the current prepayment credit balance by going to Settings > Account > Billing. Here, you will see a section titled "Prepay Plan."

If your balance is low or have a due balance, a member of our Billing team will reach out to help you refill your funds.

BambooHR is a month-to-month service, and we do not offer annual contracts. Therefore, we do not offer annual invoices. Instead, we provide a discount for customers who choose to make an annual prepayment.

To enroll in our annual prepayment plan, please contact our Billing team.

Refer to Section 5.2 of BambooHR Terms of Service.

BambooHR is only required to charge sales tax for states where BambooHR maintains a legal entity or as required by federal/state laws. Sales tax, if charged, will appear as a line item on your monthly invoice. If the sales tax does not appear on your invoice, BambooHR is not charging you tax for your subscription.

For our customers in the United States, we have integrated with Avalara, which automatically applies the appropriate taxes to all our invoices. Avalara determines these rates based on local authorities.

In alignment with our Terms of Service, Section 5.3 Fees and Taxes, all fees are exclusive of taxes or duties imposed by governing authorities. Other than sales taxes, which BambooHR may be required to collect and remit to appropriate taxing authorities, you are solely responsible for the payment of all such taxes or duties.

If you are a not-for-profit or tax-exempt company and not required to pay sales tax, please provide a state sales tax certificate to our billing team at [email protected].

Please note that any tax collected prior to receiving this form will not be refunded, as the tax collected was not retained as revenue but was passed on to the appropriate taxing authorities.

You may work with your state to retrieve those funds, if desired.

Non-Profit Discount (NFP):

• A 15% discount for non-profit organizations. The non-profit discount offered by BambooHR is specifically intended for organizations that qualify as 501(c)(3) entities. These are organizations that operate for charitable, religious, educational, scientific, or literary purposes, among others.
• Exclusions: While 501(c)(6) organizations, such as business leagues, chambers of commerce, trade associations, and business advocacy groups, are also classified as non-profits, they are not eligible for this discount.

These discounts are designed to reward our customers for their commitment and to provide additional savings where possible. If you have any questions about eligibility or how to apply these discounts, please feel free to reach out to our billing team at [email protected].

BambooHR can provide a full W-9 upon request. To initiate this, please reach out to our Billing team. The BambooHR Tax ID number is 263008157

Refer to Section 5.3 of BambooHR Terms of Service.

If you are located outside the United States and require a tax residency certificate, or if you have any further questions about taxes, please contact our billing team at [email protected].

As of February 2025, BambooHR offers multiple currency options to accommodate our international customers.

The available currencies are:

• USD (United States Dollar) ($)
• GBP (Great British Pound) (£)
• EUR (Euros) (€)
• AUD (Australian Dollar) (AU$)
• NZD (New Zealand Dollar) (NZ$)
• CAD (Canadian Dollar) (CA$)

Each currency has its own pricebook, meaning the rate for a set headcount remains consistent unless there is a price increase. It is important to note that billing in local currency is not based on real-time conversion rates. Instead, eligibility to be billed in a local currency is determined by the "Bill To" address within our billing system.

If you wish to switch the currency in which you are billed, please contact our billing team at [email protected] to determine eligibility and adjust your account settings.

We cannot accept American Express as a payment method for currencies other than USD.

You are solely responsible for the proper cancellation of your subscription. You may cancel your subscription at any time. This help guide will show you how: Account Cancellation. If you choose to cancel your subscription or if the agreement is terminated by either BambooHR or you, BambooHR will refund any prepaid fees covering the period remaining after the date of termination for all subscriptions, minus the discount you were receiving for making a prepayment. However, no refund will be granted for the then-current month.

For more details, please refer to our Terms of Service and Refund Policy.

While we do not currently fill out vendor forms for our customers, we have compiled the most commonly requested information below so that you may set us up in your vendor system; however, no matter what vendor system you use we do expect you to adhere to the accepted payment methods:

• Business Name: BambooHR
• Address: 42 Future Way, Draper, Utah 84020
• Phone Number: (801) 724-6600
• Website: www.bamboohr.com
• Payment Method: We require monthly payments to be completed via credit card or Auto-Debit ACH (for companies with a U.S. bank account only). We also offer an annual prepayment option that allows you to pay via wire or check.
• Payment Terms: All payments are due upon receipt; however, we allow a 22-day grace period before the account is suspended. You can learn more about our terms of service here.
• Discounts: We offer a 5% discount to customers who make a 12-month prepayment. Our billing specialists can provide a quote if you are interested in receiving this discount. Please contact us at [email protected].
• Tax ID: The BambooHR Tax ID number is 263008157. We can provide you with a full W-9 upon request.
• Contact at BambooHR: At this time, BambooHR does not have designated billing representatives. If you have billing-related questions, please contact us at [email protected]. Any member of our team will be able to help you.
• Currency: We primarily bill in United States Dollars (USD). We can also bill in GBP, EUR, AUD, NZD, and CAD. For these currencies, no conversion rate is needed. For any other currency, exchange rates would need to be handled on your end.
• Company Structure: LLC
• Supplier Type: SAAS
• IBAN and Other Bank Details: We will only provide these to customers making an annual prepayment. For monthly payments, you must use a credit card or auto-debit ACH (for customers with a U.S. bank account).

If you have any questions or need additional information, please reach out to [email protected].