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Microsoft business subscriptions and

billing documentation
Learn how to buy and manage business subscriptions, perform license management
tasks, and manage billing and payments for your Microsoft business accounts.

Manage bills and payments

ｃ HOW-TO GUIDE

View your invoice

Manage payment methods

Understand your invoice (MCA)

Understand your invoice (MOSA)

ｅ OVERVIEW

Introducing the new Microsoft billing experience

Payment options for your subscription

ｑ VIDEO

Understand your bill or invoice

Update your payment method

Manage licenses

ｃ HOW-TO GUIDE

Buy or remove licenses

Assign or unassign licenses for users

Download perpetual software and product license keys

ｅ OVERVIEW

Understand subscriptions and licenses

ｑ VIDEO

Buy new licenses

Manage subscriptions

ｃ HOW-TO GUIDE

Try or buy Microsoft 365

Buy a domain name

Turn recurring billing on or off

Cancel your subscription

Close your account

ｑ VIDEO

Sign up for Microsoft 365 for business

 Microsoft 365 admin center help
Explore resources for working in the Microsoft 365 admin center.

W H AT ' S N E W HOW-TO… HOW-TO…

What's new in Stay on top of Set up
the Microsoft Microsoft 365 multifactor
365 admin… changes authenticatio…

Get started
Set up your subscription and email, add users, and install apps.

Small business help & YouTube - Microsoft 365 Get started

learning help for small businesses Sign up and set up Microsoft
Explore all the Microsoft 365 Learn how to set up and 365.
help resources a small business manage Microsoft 365 for your
needs. business with short videos.

Install apps Migrate data

Install Microsoft 365 apps. Move your data from another
service to Microsoft 365.

Manage
Manage your subscription, services, and users, secure your business, and get help troubleshooting.
Overview of the Microsoft 365 admin Users and groups
center Manage passwords, add and remove users, set up
Learn about admin roles, how to stay on top of and manage groups, manage guest access, and
changes, and how to customize your subscription. assign user licenses.

Email and calendars Domains

Manage email settings, distribution groups, and Learn about domains, set up and manage domains,
security settings, and set up shared mailboxes. and update DNS records.

Your data and service Subscriptions and billing

Monitor the status of your service, back up data, Manage bills, subscriptions, and product licenses,
install add-ins, and upgrade to the latest apps. update payment methods, and purchase additional
services and storage.

Work with customers Troubleshoot

Share documents and use Teams to collaborate and Access resources to help you troubleshoot and fix
meet. problems with your Microsoft 365 products or
services.
Try or buy a Microsoft 365 for business
subscription
Article • 11/07/2023

Check out all of our small business content on Small business help & learning and our
Microsoft 365 small business help on YouTube.

Microsoft 365 for business is a subscription service that lets you run your organization in
the cloud while Microsoft takes care of the IT for you. We manage your devices, protect
against real-world threats, and provide your organization with the latest in business
software. You can sign up for a free trial subscription for Microsoft 365 Business Basic,
Microsoft 365 Business Standard, Microsoft 365 Business Premium, Microsoft Defender
for Business, or Microsoft 365 Apps for business and try it out for 30 days.

７ Note

You must use a credit or debit card when you sign up for a free trial. At the end of
your free trial period, your trial subscription is automatically converted to a paid
subscription. Your card isn't billed until the trial period ends.

Need help with choosing a plan?

Choosing a plan depends on your specific business needs. The Microsoft 365 plan
chooser helps you select a plan. The tool makes recommendations based on your
answers to questions about things like the size of your business, your field of work, the
devices that you use, and what kind of features, IT support, and security that you're
looking for.

Before you begin

You don't need an existing Microsoft account to sign up for a free trial.

For all other procedures in this article, the following items are required:

You must have a Microsoft account, and you must be a Global or Billing admin for
your organization. For more information, see About admin roles.
Find out what type of billing account you have.
If you have a Microsoft Customer Agreement (MCA) billing account type, you must
also be a billing account owner or contributor to do the tasks described in this
 article. For more information, see Understand billing accounts and Manage your
Microsoft business billing profiles.

Try a free trial subscription

To create an account and sign up for a free trial subscription of Microsoft 365 Business
Basic, Microsoft 365 Business Standard, Microsoft 365 Business Premium, Microsoft
Defender for Business, or Microsoft 365 Apps for business, use the following steps.

1. Go to the Microsoft 365 Products site.

2. Select the plan that you want, such as Microsoft 365 Business Standard, scroll
down the page, and select Try free for 1 month.
3. On the next page, follow the steps to set up your account.

The sign-up process might take several minutes to complete. After it's complete, you're
ready to start the setup wizard for your subscription. For more information about setting
up your subscription, see Next steps.

When you start a free trial, we automatically create a billing account for you. You use
your billing account to manage your account settings, invoices, payment methods, and
purchases. For more information about billing accounts, see Understand billing
accounts.

Extend your trial

Do you need more time to try out the features of Microsoft 365 for business before
buying? If your trial subscription is within 15 days of expiring and hasn't been extended
yet, you can extend your trial for another 30-day period. You can only do this one time.

Find out what type of billing account you have.

If you have an MCA billing account type:

1. Go to the Microsoft 365 admin center .

If you're using the Simplified view, select Billing, then select your trial
subscription.
If you're using the Dashboard view, go to the Billing > Your products page
and select the trial subscription that you want to extend.

2. On the subscription details page, in the Trial subscription section, select Extend
trial end date.
 3. In the Extend your trial's end date pane, review the extension information, and, if
necessary, select a payment method.
4. Select Extend trial.

If you have a MOSA billing account type:

1. Go to the Microsoft 365 admin center .

If you're using the Simplified view, select Billing, then select your trial
subscription.
If you're using the Dashboard view, go to the Billing > Your products page
and select the trial subscription that you want to extend.

2. On the subscription details page, in the Subscription and payment settings

section, select Extend end date.
3. In the Extend end date pane, select a payment method to use, or add a new one.
4. Select Extend trial.

Buy a subscription from your free trial

At the end of the free trial period, most trial subscriptions automatically convert to a
paid subscription. The paid subscription defaults to the plan that you currently have. You
can buy a different plan by following the steps in Buy a different subscription.

If you want to buy your subscription before your trial is over, use the following steps.

Find out what type of billing account you have.

If you have an MCA billing account type:

1. Go to the admin center .

If you're using the Simplified view, select Billing, then select your trial
subscription.
If you're using the Dashboard view, go to the Billing > Your products page
and select the trial subscription that you want to buy.

2. On the subscription details page, select Start a paid subscription now.

3. In the Start a paid subscription now pane, enter the number of licenses that you
want, select a subscription length and billing frequency, then select Change plan.

If you have a MOSA billing account type:

1. Go to the admin center .

 If you're using the Simplified view, select Billing, then select your trial
subscription.
If you're using the Dashboard view, go to the Billing > Your products page
and select the trial subscription that you want to buy.
2. On the subscription details page, in the License section, select Buy paid
subscription now.
3. In the Buy subscription pane, choose a monthly or annual commitment for your
subscription, then select Checkout.
4. On the Checkout page, verify the information, including Items in this order, then
select Place order.

Cancel your free trial subscription

If you decide to cancel your trial subscription before the free trial period ends, go to the
Microsoft 365 admin center and turn off recurring billing. The trial automatically expires
when your month ends, and your credit card isn't charged.

Try a different subscription

If you already have a Microsoft 365 for business subscription, you can use the Microsoft
365 admin center to try a different subscription.

When you add a subscription through the Microsoft 365 admin center , the new
subscription is associated with the same organization (domain namespace) as your
existing subscription. This association makes it easier to move users in your organization
between subscriptions, or to assign them a license for the other products they need.

Find out what type of billing account you have.

If you have an MCA billing account type:

1. Go to the admin center .

If you're using the Simplified view, select Billing, then select Add more
products.
If you're using the Dashboard view, go to the Billing > Purchase services
page.

2. On the Purchase services page, find the plan that you want to try, and select
Details.
3. In the Select a plan drop-down list, select the trial plan.
4. Enter the number of licenses that you want to buy when the trial ends.
 ７ Note

All trial subscriptions include 25 free licenses for the duration of the trial
period.

5. Select Start free trial.

6. In the Checkout pane, choose the billing profile that you want to use, or add a new
one.
7. The Product name section lists the cost, subscription term, number of licenses, and
renewal date for the trial subscription. To match the renewal date with another
subscription paid by the billing profile, select Select a different renewal date.
8. If necessary, change the number of licenses that you want to buy when the trial
ends.
9. When you're ready, select Place order.

If you have a MOSA billing account type:

1. Go to the admin center .

If you're using the Simplified view, select Billing, then select Add more
products.
If you're using the Dashboard view, go to the Billing > Purchase services
page.

2. On the Purchase services page, find the plan that you want to try, and select
Details.
3. On the next page, enter the number of licenses that you want to buy when the trail
ends, then select Start free trial.

７ Note

All trial subscriptions include 25 free licenses for the duration of the trial
period.

4. Choose to receive a text or a call, enter your phone number, then choose Text me
or Call me.
5. Enter the verification code, then select Start your free trial.
6. On the Check out page, select Try now.
7. On the order receipt page, select Continue.

Buy a different subscription

As your users change roles, they might need features that aren't available in their
current Microsoft 365 for business subscription. When this happens, you can add a new
subscription that includes those features and assign licenses to the people who need
them.

When you buy another subscription through the Microsoft 365 admin center, the new
subscription is associated with the same organization (domain namespace) as your
existing subscription. This association makes it easier to move users in your organization
between subscriptions, or to assign them a license for another subscription they need.

If you want to move all of your users to a different subscription, see Upgrade or change
to a different Microsoft 365 for business plan.

７ Note

You must move users from your free trial subscription to the new subscription
before your 90-day grace period ends after your trial subscription expires. By doing
this, you keep your data, accounts, and configuration. Otherwise, that information is
deleted at the end of 90 days.

Find out what type of billing account you have.

If you have an MCA billing account type:

1. Go to the admin center .

If you're using the Simplified view, select Billing, then select Add more
products.
If you're using the Dashboard view, go to the Billing > Purchase services
page.

2. On the Purchase services page, select the plan that you want to buy, then select
Details.
3. On the product details page, in the Select a plan drop-down list, select the plan,
and enter the number of licenses that you want to buy. Select a subscription length
and billing frequency, then select Buy.
4. In the Checkout pane, choose the billing profile that you want to use, or add a new
one.
5. The Product name section lists the cost, subscription term, number of licenses, and
renewal date for the subscription. To match the renewal date with another
subscription paid by the billing profile, select Select a different renewal date.
6. Select Place order.
If you have a MOSA billing account type:

Check out this video and others on our YouTube channel .

[Link]
autoplay=false&postJsllMsg=true

1. Go to the admin center .

If you're using the Simplified view, select Billing, then select Add more
products.
If you're using the Dashboard view, go to the Billing > Purchase services
page.

2. On the Purchase services page, select the plan that you want to buy, then select
Details.
3. On the product details page, enter the number of licenses that you need, select a
billing frequency, then select Buy.
4. On the Checkout page, verify the Sold to information. Select a payment method or
add a new one. Verify the number of licenses that you need, then select Place
order.

Next steps
If you have a new account and are setting up your first subscription, you can use the
guided setup articles to help you get started.

Set up Microsoft 365 Business Basic

Set up Microsoft 365 Business Standard
Set up Microsoft 365 Business Premium
Set up Microsoft Defender for Business
Set up Microsoft 365 Apps for business

If you already have a subscription and are adding a new subscription, you can move
users to it. To learn how, see Move users to a different subscription.

If you upgraded to Microsoft 365 Business Premium, use the steps in the Business
Premium library to set up your new security capabilities.

Visit the Microsoft 365 Business Premium library

Related content
Microsoft 365 for business training videos (video)
Add users and assign licenses at the same time (article)
Assign licenses to users (article)
Upgrade to a different plan (article)
Buy or edit an add-on for Microsoft 365 for business (article)
Add storage space for your subscription (article)

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Buy and manage add-ons in the
Microsoft 365 admin center
Article • 08/28/2023

Many Microsoft business plans have add-ons that you can buy for your subscriptions.
Add-ons provide more features to enhance your subscription's capabilities. You buy and
manage add-ons in the Microsoft 365 admin center .

This article only applies to customers with a Microsoft Online Subscription Agreement
(MOSA) billing account type. If you have a Microsoft Customer Agreement (MCA) billing
account type, you can buy add-ons the same as any other product on the Products and
services page. To learn how to do this, see Buy a different subscription. Find out what
type of billing account you have..

Before you begin

You must be a global or billing admin to do the steps described in this article. For more
information, see About admin roles.

７ Note

If you’re the person who signed up for the subscription, you’re automatically a
global admin.

Types of add-ons
There are two types of add-ons:

1. Traditional add-ons are linked to a specific subscription. If you cancel the

subscription, the associated add-on is also canceled.
2. Standalone add-on subscriptions appear as a separate subscription on the Your
products page and have their own expiration date. Unlike traditional add-ons,
standalone add-on subscriptions aren't linked to a specific subscription. You
manage a standalone add-on subscription the same way that you manage any
other subscription.

Buy an add-on
When you look for an add-on to buy, the list only includes add-ons that are available to
you. This list is based on your active subscriptions, and any other add-ons that you
already have. If an add-on isn't on the list, it's not available to buy.

1. Go to the Microsoft 365 admin center.

If you’re using the Simplified view, select Billing.

If you’re using the Dashboard view, go to the Billing > Your products page.

2. Select a subscription that you want to buy an add-on for.

3. On the subscription details page, in the Add-ons section, select Find more add-
ons in Purchase services.
4. Find the add-on that you want to buy, then select Details.
5. If the add-on must be connected with one of your subscriptions, select a
subscription from the drop-down list, then select Connect to subscription, and go
to step 7.
6. Enter the quantity that you want to buy, select a billing frequency, and then select
Buy.
7. On the Checkout page, review your order. You can select a payment method or
add a new one.
8. Select Place order.

Manage an add-on
You manage a standalone add-on subscription the same way that you manage any
other subscription – on the Your products page. For example, you can buy or remove
licenses, manage recurring billing, and edit or replace payment methods for standalone
add-on subscriptions.

To manage a traditional add-on, you go to the subscription that contains it and make
your changes there. Use the following steps to manage a traditional add-on.

1. Go to the Microsoft 365 admin center.

If you’re using the Simplified view, select Billing.

If you’re using the Dashboard view, go to the Billing > Your products page.

2. Select the subscription that contains the add-on that you want to update.
3. On the subscription details page, the Add-ons section lists the add-ons that you
bought. Select Manage add-ons.
4. In the Manage add-ons pane, from the Add-on drop-down list, select the add-on
that you want to change.
5. Make the changes that you want for the add-on, then select Save.
Remove an add-on
To remove a standalone add-on, you cancel the subscription, just like any other
subscription, or you can turn off Recurring billing.

You can't remove a traditional add-on. If you want to remove a traditional add-on,
contact support.

Related content
Add more SharePoint storage to your subscription (article)
Buy or remove subscription licenses (article)
Manage recurring billing in the Microsoft 365 admin center (article)
Manage payment methods for Microsoft business accounts (article)
Add more SharePoint storage to your
subscription
Article • 08/28/2023

If you start to run out of storage for your SharePoint sites, you can use the Office 365
Extra File Storage add-on to add more storage in 1 GB increments. You buy the add-on
in the Microsoft 365 admin center . If you don't see the Office 365 Extra File Storage
in the list of available add-ons, it means that your plan isn't eligible to buy it. For more
information, see Is my plan eligible?

７ Note

If you bought your subscription through Volume Licensing or a Cloud Solution

Provider (CSP), you can't buy Office 365 Extra File Storage directly from Microsoft.
Contact your representative or partner for help. For information about OneDrive
storage, see Set the default storage space for OneDrive users.

 Tip

If you need help with the steps in this topic, consider working with a Microsoft
small business specialist . With Business Assist, you and your employees get
around-the-clock access to small business specialists as you grow your business,
from onboarding to everyday use.

Before you begin

Find out what type of billing account you have..
If you have a Microsoft Customer Agreement (MCA) billing account type, you must
be a billing account owner or contributor, or a billing profile owner or contributor
to do the tasks in this article. For information about billing account and billing
profile roles, see Understand your Microsoft business billing account and Manage
your Microsoft business billing profiles.
If you have a Microsoft Online Subscription Agreement (MOSA), you must be a
global or billing admin to do the tasks in this article. For more information, see
About admin roles.

７ Note
 If you're the person who signed up for the subscription, you're automatically a
billing account owner or global admin.

View available storage

1. In the SharePoint admin center , go to Active sites , and sign in with an account
that has admin permissions for your organization.

2. The upper right side of the page shows the amount of storage used across all sites,
and the total storage for your subscription. If your organization has configured
Multi-Geo in Microsoft 365, the bar also shows the amount of storage used across
all geo locations.

７ Note

The storage used doesn't include changes made within the last 24-48 hours.

After you determine how much storage you're using, you can add or remove storage
space for your subscription. To find out how much it costs to add storage space, follow
the steps in this article, and review the pricing information before you buy more.

For information about setting site collection storage limits, see Manage site collection
storage limits.

Buy the Office 365 Extra File Storage add-on

You can buy the Office 365 Extra File Storage add-on in the Microsoft 365 admin center.
However, the steps to buy the add-on depend on the type of billing account that you
have. Find out what type of billing account you have..

If you have an MCA billing account type:

1. Go to the Microsoft 365 admin center.

If you’re using the Simplified view, select Billing, then select Add more
products.
If you’re using the Dashboard view, go to the Billing > Purchase services
page.

2. On the Purchase services page, under View by category, select Office 365.
3. Find Office 365 Extra File Storage, then select Details.
 4. Enter the number of gigabytes of storage that you want, select a subscription
length and billing frequency, then select Buy.
5. In the Checkout pane, choose the billing profile that you want to use, or add a new
one.
6. The Product name section lists the cost, subscription term, and the renewal date
for the subscription. To match the renewal date with another subscription paid by
the billing profile, select Select a different renewal date.
7. Review your order, then select Place order.

If you have an MOSA billing account type:

1. Go to the Microsoft 365 admin center.

If you’re using the Simplified view, select Billing.

If you’re using the Dashboard view, go to the Billing > Your products page.

2. Select the subscription that you want to buy an add-on for.

3. On the subscription details page, in the Add-ons section, select Find more add-
ons in Purchase services.
4. Find the Office 365 Extra File Storage add-on, then select Details.
5. From the drop-down list, select the subscription to connect with the add-on, then
select Connect to subscription.
6. On the Checkout page, enter the quantity that you want to buy, then select Place
order.

Increase or decrease your extra file storage

If you've already bought extra file storage via the Office 365 Extra File Storage add-on,
use the following steps to increase or decrease the extra storage space for your
subscription. You can reduce the storage to as low as 1 GB. To remove all of the extra
storage space, contact support. The steps to change the amount of storage you have
depend on the type of billing account that you have. Find out what type of billing
account you have..

If you have an MCA billing account type:

1. Go to the admin center.

If you’re using the Simplified view, select Billing.

If you’re using the Dashboard view, go to the Billing > Your products page.

2. Select Office 365 Extra File Storage.

3. On the product details page, select Buy licenses or Remove licenses.
 4. In the Buy licenses or Remove licenses pane, choose whether you want the
change to happen now or when the subscription renews.
5. In the New quantity section, enter the number of GBs of storage space that you
want for the subscription.
6. Select Save.

If you have an MOSA billing account type:

1. Go to the admin center.

If you’re using the Simplified view, select Billing.

If you’re using the Dashboard view, go to the Billing > Your products page.

2. Select the subscription that contains the Office 365 Extra File Storage add-on.
3. On the product details page, in the Add-ons section, select Manage add-ons.
4. In the Manage add-ons pane, from the Add-on list, choose Office 365 Extra File
Storage.
5. In the Quantity text box, enter the number of GBs of storage space that you want
for the subscription.
6. Select Save.

Is my plan eligible for Office 365 Extra File

Storage?
Office 365 Extra File Storage is available for the following subscriptions:

Microsoft 365 Business Basic

Microsoft 365 Business Premium
Microsoft 365 Business Standard
Microsoft 365 E3
Microsoft 365 E5
Microsoft 365 F1
Microsoft 365 F3
Microsoft 365 for the web with SharePoint Plan 1
Microsoft 365 for the web with SharePoint Plan 2
Office 365 Enterprise E1
Office 365 Enterprise E2
Office 365 Enterprise E3
Office 365 Enterprise E5
Office 365 A3 (faculty)
Office 365 A5 (faculty)
SharePoint Online Plan 1
 SharePoint Online Plan 2

７ Note

Office 365 Extra File Storage is also available for GCC, GCC High, and DOD plans.

Related content
Manage site storage limits in SharePoint in Microsoft 365 (article)

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Upgrade or change to a different
Microsoft 365 for business plan
Article • 02/23/2024

When your business needs change, or you want more features, you can change to a
different Microsoft 365 for business plan. Most of the time, you can change plans
automatically. An automatic change walks you through the entire process from
beginning to end. After you buy a new plan, all users are automatically assigned licenses
in the new plan, and your old plan is canceled for you. In some cases, you can't
automatically change to a new plan, and instead must change plans manually.

Before you begin

Find out what type of billing account you have.
If you have a Microsoft Customer Agreement (MCA) billing account type, you must
be a billing account owner or contributor, or a billing profile owner or contributor
to do the tasks in this article. For information about billing account and billing
profile roles, see Understand your Microsoft business billing account and Manage
your Microsoft business billing profiles.
If you have a Microsoft Online Services Agreement (MOSA) billing account type,
you must be a Global or Billing admin to do the tasks in this article. For more
information, see About admin roles in the Microsoft 365 admin center.

７ Note

If you’re the person who signed up for the subscription, you’re automatically a
billing account owner or global admin.

When should I change plans?

Changing plans is the right choice when you want to move all users assigned to a single
plan. When you change plans, all users in the current plan are assigned licenses for the
new plan at the same time. If you only want to move some users to a new plan, buy a
new plan with the number of licenses you need, and assign those licenses to the users
that you want to move. For more information, see Move users to a different
subscription.
Automatically change your subscription to a
new plan

If you have an MCA billing account type

1. Go to the Microsoft 365 admin center .

If you’re using the Simplified view, select Subscriptions.

If you’re using the Dashboard view, go to the Billing > Your products page.

2. Select the subscription that you want to manage.

3. On the subscription details page, in the Other subscription options section, select
Change to a different subscription option.
4. On the Compare products and select another option page, select a different plan
to compare with your current plan. When you find the one that you want to buy,
select Next.
5. Choose when to schedule the change, enter the number of licenses that you want,
select a subscription length and a billing frequency, then select Next.
6. Review your selections, then select Save changes.

If you have an MOSA billing account type

1. Go to the Microsoft 365 admin center .

If you’re using the Simplified view, select Subscriptions.

If you’re using the Dashboard view, go to the Billing > Your products page.

2. Select the subscription that you want to manage.

3. On the subscription details page, in the Product details and upgrades section,
select View upgrades recommended for your org.

７ Note

If the View upgrades recommended for your org link is grayed out, see Why
can't I change plans?

4. On the Available upgrades page, find a new product, then select Upgrade.
5. On the Checkout page, select or add a payment method, then select Place order.

After you place the order, it might take a few minutes to finalize the change. You can
start using your new subscription right away.
Why can't I change plans?

７ Note

The information in this section only applies if you have an MOSA billing account
type.

If you can't select the View upgrades recommended for your org link, it means that you
can't automatically change your plan right now. In some cases, you can resolve the issue
so that you can view available plans. In other cases, you can change plans manually,
instead. The following table lists issues you might encounter when you try to change
your plan, and tells how to resolve them.

ﾉ Expand table

Issue Resolution

You have more users To change plans automatically, all users must have valid licenses.
than licenses. Unassign licenses from users until you have the same or fewer users as
your number of licenses.

The current subscription For example, if a service in your existing plan has an incident, you can't
isn't fully set up or the change plans until all services are healthy. To see if there are
service isn't available. provisioning or service health issues, in the admin center, go to the
Health > Service health page.

If you find that a service isn't fully provisioned, or there's a service

health issue, wait a few hours for the service to become available and
try again. If you still have a problem, contact support.

Another plan is in the Wait until the credit check is complete before you change plans. Credit
process of being checks can take up to two working days.
changed or a credit
check is pending.

The subscription isn't You can change plans manually.

currently eligible to
change plans.

You have two or more You can only change plans automatically if all users have licenses to
plans for the same the same plan. For example, if you have two Microsoft 365 Business
product. Standard plans, you can't automatically change one of them to a
different plan. In this case, move all users into a single plan, cancel the
unused plan, then try changing plans again.

You have a government If you have a government or non-profit plan, you can change plans
 Issue Resolution

or non-profit plan. manually.

The plan that you want The plans that are available to change to are displayed based on the
to change to isn't a services in your current plan. You can only automatically change to a
supported option. plan that has the same data-related services, or to a higher version.
This ensures that users don't lose data related to those services during
the change.

If you want to change to a plan with fewer services, you can change
plans manually.

Your subscription has an If you start to change plans and your subscription has an add-on that
add-on. prevents you from continuing, remove the add-on. You can add it back
later if you still need it. You can also change plans manually.

Your invoice has an This only applies if you pay for your subscription by invoice. To resolve
unpaid balance. this issue, find the subscription on the Your products page, and select
the Pay now or Settle balance link in the Billing section. After the
payment is made, try changing plans again.

I have a different You can change plans manually or contact support.

problem than what's
listed here.

What does automatically changing plans do to

my service and billing?
When you change plans automatically, your services and billing are affected in the
following ways.

Access to services
Admins: Admins can't make changes to the subscription details page while the
change is in process, but you can use the rest of the admin center. The change
between plans can take up to an hour.
Users: Users experience no interruption of service during the plan change. They
continue to have the existing service until the change is finished.

Users and licenses

Users: Users on the old subscription are automatically moved to the new
subscription.
 Services: If your old subscription includes multiple services, and if you changed
which of these services your users are assigned to, make note of these changes
before you change plans. Your notes can help you can recreate these changes
afterwards. All users are given access to all services in the new subscription. For
example, if you previously bought Microsoft 365 Business Premium for all 10 of
your users, but you unassigned the SharePoint Online service from five of them,
this change isn't kept after you change plans.
License assignments: If you have more than one subscription before you change
plans, and users have licenses to more than one subscription, this assignment
pattern is kept as much as possible in the new subscription.
Data: All user data is retained during the change, including Exchange mailboxes
and SharePoint Online documents, lists, and other information.

Billing
The day your plan change is complete, the billing on your old subscription is turned off
and the billing on your new subscription is turned on. Depending on the new plan you
selected, you might receive a prorated credit. You receive a new invoice that includes the
credit for your old subscription within 30 days of changing to the new subscription.

７ Note

The length of time it takes to receive your prorated credit depends on the payment
method used for the old subscription.

Change plans manually

Most of the time, you can change plans automatically. However, sometimes this isn't
possible. You can change plans manually if:

You can't select the View upgrades recommended for your org link.
When you select the View upgrades recommended for your org link, the plan you
want isn't listed.
You don't want to move all your users to the same plan. Some businesses need
different users licensed for different plans.

） Important

If you're changing to a plan with fewer data-related services than your current plan,
you must manually back up any data that you want to keep. For more information,
 see Back up data before changing Microsoft 365 for business plans.

Step 1: Buy a new subscription

Already bought a new subscription? If you already have the subscription that you want
to move users to, skip this step and go to Step 2: Check your new subscription and
licenses.

Need to buy a new subscription and licenses? Follow the steps in Buy a different
subscription.

Make sure that you buy a subscription for the same organization that the users are in
now. For example, check the email addresses for the users that you want to move. If
their email addresses include @[Link], you must buy a new subscription for
[Link]. Buy a license for each user that you want to move.

Step 2: Check your new subscription and licenses

In the Microsoft 365 admin center , go to the Billing > Your products page, then do
the following:

Verify that both the old and new subscriptions are listed and active. The
subscription that you're moving users from and the subscription that you're
moving users to must be listed together. If the new subscription isn't there when
you first check, try again later. Verify that both subscriptions are listed as Active.
Check that you have enough licenses for each user. Each user needs a license that
matches their subscription. If you want to move 10 users to Microsoft 365 Business
Premium, make sure 10 unassigned licenses are available in that subscription.
Need more licenses for the new subscription? Go to the Your products page,
select the subscription, and buy more licenses.

The new subscription isn't listed, or isn't active

If you bought two subscriptions and they aren't both listed on the Your products
page, you might have bought them for different organizations (for different domains).
Subscriptions can't cross organization boundaries.

If you know you have another subscription, and it isn't listed here, or isn't active, contact
support.

What about old licenses?

The licenses for the current subscription are removed in Step 4: Cancel subscriptions or
remove licenses that you no longer need (Optional). After that, you only pay for the new
licenses.

Step 3: Move users to the new subscription

After you confirm the number of licenses in your new subscription, you can move users
from the old subscription to the new one.

Step 4: Cancel subscriptions or remove licenses that you

no longer need (Optional)
If you moved all users from one subscription to another, and you don't need the original
subscription anymore, just cancel the subscription.

） Important

If you have an MCA billing account type, you can only cancel and receive a
prorated credit or refund if you cancel within seven days after the start or renewal
of your subscription. If you cancel during this limited time window, the prorated
amount is either credited towards your next invoice or returned to you in the next
billing cycle. For details, see Determine your cancellation option.

If you moved only some users to a different subscription, remove licenses that you no
longer need.

Next steps
If you upgraded to Microsoft 365 Business Premium, use the steps in the Business
Premium library to set up your new security capabilities.

Visit the Microsoft 365 Business Premium library

Related content
Move users to a different subscription (article)
Try or buy a Microsoft 365 for business subscription (article)
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Manage recurring billing in the
Microsoft 365 admin center
Article • 08/24/2023

If you pay for your Microsoft business subscription by using a credit or debit card, or a
billing profile, recurring billing is turned on by default. When recurring billing is on, we
continue to bill your subscription at the end of the subscription term period. If your
subscription is active, you can turn recurring billing off or back on again in the Microsoft
365 admin center.

If you have a prepaid subscription for Microsoft 365 Business Standard that you bought
from a retail store or Microsoft partner, you can use a new product key to renew your
subscription. For more information, see Enter your product key for Microsoft 365
Business Standard.

Before you begin

Find out what type of billing account you have.
If you have a Microsoft Customer Agreement (MCA) billing account type, you must
be a billing account owner or contributor, or a billing profile owner or contributor
to do the tasks in this article. For information about billing account and billing
profile roles, see Understand your Microsoft business billing account and Manage
your Microsoft business billing profiles.
If you have a Microsoft Online Services Agreement (MOSA), you must be a global
or billing admin to do the tasks in this article. For more information, see About
admin roles in the Microsoft 365 admin center.

７ Note

If you're the person who signed up for the subscription, you're automatically a
billing account owner or global admin.

What if I have a prepaid subscription?

If you prepaid for your subscription with a product key, your subscription expires at the
end of the subscription term. You can turn on recurring billing and provide credit or
debit card information so that your subscription is billed every year on the day that you
subscribed. You can also choose to pay every month, or to pay for the entire year up
front. Your credit or debit card isn’t charged until your initial subscription term expires.

What happens when I turn off recurring billing?

When you turn off recurring billing for a subscription, it isn’t canceled. The subscription
remains active until it expires. You can view the expiration date on the Your products
page in the admin center. If you want to keep the subscription active, you must pay the
bill manually.

To learn how to cancel a subscription immediately, see Cancel your Microsoft business
subscription.

Change the recurring billing setting

You can only change the recurring billing setting for an active subscription. If your
subscription has already expired, you must reactivate it before you can turn recurring
billing on or off. For more information, see Reactivate your subscription in the Microsoft
365 admin center.

1. Go to the Microsoft 365 admin center .

If you’re using the Simplified view, select Billing.

If you’re using the Dashboard view, go to the Billing > Your products page.

2. Select the subscription that you want to manage.

3. On the subscription details page, select Edit recurring billing.
4. In the Edit recurring billing pane, select On or Off, then select Save.

Related content
Reactivate your subscription in the Microsoft 365 admin center (article)
What happens to my data and access when my subscription ends? (article)
Enter your product key for Microsoft 365 Business Standard (article)
Try or buy a Microsoft 365 for business subscription (article)

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Reactivate your subscription in the
Microsoft 365 admin center
Article • 02/16/2024

If your subscription expired, or if you canceled it within the cancellation policy window,
you can reactivate it in the Microsoft 365 admin center.

Before you begin

Find out what type of billing account you have.
If you have a Microsoft Customer Agreement (MCA) billing account type, you must
be a billing account owner or contributor, or a billing profile owner or contributor
to do the tasks in this article. For information about billing account and billing
profile roles, see Understand your Microsoft business billing account and Manage
your Microsoft business billing profiles.
If you have a Microsoft Online Services Agreement (MOSA), you must be a global
or billing admin to do the tasks in this article. For more information, see About
admin roles in the Microsoft 365 admin center.

７ Note

If you're the person who signed up for the subscription, you're automatically a
billing account owner or global admin.

Reactivate a subscription
You can reactivate a subscription in the Microsoft 365 admin center. However, the steps
to reactivate a subscription depend on the type of billing account that you have. Find
out what type of billing account you have.

If you have an MCA billing account type:

If you have an MCA billing account type, after you select Reactivate this subscription,
we create a new subscription with the same commitment term as the previous
subscription. The new subscription starts on the day of reactivation. If you have
questions or need help with reactivating your subscription, contact support.

1. Go to the Microsoft 365 admin center .

 If you’re using the Simplified view, select Billing.
If you’re using the Dashboard view, go to the Billing > Your products page.
2. Select the subscription that you want to reactivate.
3. In the Billing settings section, under Subscription status, select Reactivate.
4. In the Reactivate this subscription pane, select Reactivate.

If you have an MOSA billing account type:

1. Go to the Microsoft 365 admin center .

If you’re using the Simplified view, select Billing.

If you’re using the Dashboard view, go to the Billing > Your products page.

2. Select the subscription that you want to reactivate.

3. In the Subscription and payment settings section, under Subscription status,
select Reactivate subscription.
4. In the Reactivate this subscription pane, select a payment method from the drop-
down list, or select Add payment method.
5. Select Reactivate.

Related content
Try or buy a Microsoft 365 for business subscription (article)
Manage recurring billing for your subscription in the Microsoft 365 admin center
(article)
Cancel your Microsoft business subscription (article)

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Cancel your subscription in the
Microsoft 365 admin center
Article • 10/13/2023

Check out all of our small business content on Small business help & learning .

This article only applies to canceling Dynamics 365, Intune, Power Platform, Windows
365, Microsoft Defender for Business, and Microsoft 365 for business subscriptions. If
you have an Azure subscription, see Cancel your Azure subscription. If you have
Microsoft 365 Family or Personal, see Cancel a Microsoft 365 subscription .

２ Warning

Before you cancel a subscription, make sure your users save their data.

Before you begin

Find out what type of billing account you have.
If you have a Microsoft Customer Agreement (MCA) billing account type, you must
be a Billing account owner or contributor, or a Billing profile owner or contributor
to do the tasks in this article. For information about Billing account roles and
Billing profile roles, see Understand your Microsoft business billing account and
Understand your Microsoft business billing profile.
If you have a Microsoft Online Subscription Agreement (MOSA), you must be a
Global or Billing admin to do the tasks in this article. For more information, see
About admin roles in the Microsoft 365 admin center.
If you added your own domain name to use with your subscription, you must
remove the domain before you cancel your subscription.
If you have a domain subscription, to prevent any other charges for that
subscription, turn off recurring billing.

７ Note

If you're the person who signed up for the subscription, you're automatically a
Billing account owner or Global admin.

What's the easiest way to cancel?

The easiest way to cancel your subscription is to turn off recurring billing. When you
turn off recurring billing, you can continue to use your subscription until it expires at the
end of the subscription term. If you want to cancel immediately, use the information and
steps in this article to do that.

How do I cancel my free trial?

You can cancel your free trial at any time to stop future charges. To cancel a free trial,
turn off recurring billing. If you don't turn off recurring billing, after your one month free
trial ends, you're charged the applicable subscription fee. If your trial subscription
doesn't have a payment method associated with it, you can just let it expire at the end
of the trial period, and you won't be charged.

What if I bought my subscription through a

partner?
If you have an MCA billing account type and bought your subscription through a
Microsoft representative or a reseller partner, you have seven days to cancel and receive
a pro-rated refund. Contact your seller or partner to help you cancel your subscription.
Learn more about partners.

If your organization is in Chile, and you bought your subscription through a partner in
Chile, you have 10 days to cancel for a prorated refund.

Determine your cancellation option

Your cancellation option depends on the type of billing account that you have. Find out
what type of billing account you have.

If you have an MCA billing account type

You can only cancel and receive a prorated credit or refund if you cancel within seven
days after the start or renewal of your subscription. If you cancel during this limited time
window, the prorated amount is either credited towards your next invoice or returned to
you in the next billing cycle.

If you need to cancel within seven days after the start or renewal of your subscription,
go to Steps to cancel your subscription later in this article.
If more than seven days have passed since your subscription started or renewed, turn off
recurring billing. Turning off recurring billing prevents your subscription from renewing
at the end of its term. You keep access to your products and services for the remainder
of your subscription.

７ Note

If you have an annual subscription and are paying monthly, you're charged each
month for the remainder of your subscription term.

If you have an MOSA billing account type

If you cancel after you start or renew your subscription, you receive a prorated credit or
refund. The amount is either credited towards your next invoice or returned to you in
the next billing cycle.

The steps to cancel your trial or paid subscription depend on the number of licenses in
your subscription. The following table explains what steps you can take, based on the
number of licenses in your subscription.

If your You can

subscription has

25 or fewer licenses Use the steps later in this article to cancel your trial or paid subscription
online in the Microsoft 365 admin center .

More than 25 Reduce the number of licenses to 25 or fewer and then use the steps later
licenses in this article to cancel.

If you can't reduce the number of licenses, turn off recurring billing. Turning off
recurring billing prevents you from being charged again for your subscription, and lets
you keep your access to your products and services for the remainder of your
subscription.

If you're unable to cancel your subscription, contact support for help.

Steps to cancel your subscription

You can cancel your subscription in the Microsoft 365 admin center. However, the steps
to cancel your subscription depend on the type of billing account that you have. Find
out what type of billing account you have.
 ７ Note

If you have multiple subscriptions for the same product or service, like Microsoft
365 Business Premium, canceling one subscription doesn't affect the licenses,
products, or services that you bought for the other subscriptions.

Cancel your subscription when you have an MCA billing

account type
1. Go to the Microsoft 365 admin center .

If you're using the Simplified view, select Subscriptions.

If you're using the Dashboard view, go to the Billing > Your products .

2. Select the subscription that you want to cancel.

3. On the subscription details page, in the Billing settings section, under
Subscription status, select Cancel subscription.
4. If you’re within the grace period during which you can cancel your subscription,
select a reason for why you’re canceling, provide optional feedback, then select
Cancel subscription.
5. If you’re outside the grace period, you can only turn off recurring billing. In the
Canceling your subscription pane, review the information about how canceling
works for your subscription, then select edit the recurring billing settings.
6. In the Edit recurring billing pane, select Off, then select Save.
7. Repeat steps 1 through 6 to cancel all active subscriptions.

Cancel your subscription when you have an MOSA billing

account type
1. Go to the Microsoft 365 admin center .

If you're using the Simplified view, select Subscriptions.

If you're using the Dashboard view, go to the Billing > Your products page.

2. Select the subscription that you want to cancel.

3. On the subscription details page, in the Subscription and payment settings
section, select Cancel subscription.
4. In the Options for canceling your subscription pane, select Cancel now or Cancel
before the next renewal date, then select Next.
 5. Select a reason for why you’re canceling, provide optional feedback, then select
Cancel now.
6. Repeat steps 1 through 4 to cancel all active subscriptions.

Your subscription status now shows as Disabled, and has reduced functionality until it's
deleted. For information about what to expect when you cancel a paid Microsoft 365 for
business subscription, see What happens to my data and access when my Microsoft 365
for business subscription ends?

７ Note

If you're a partner who's an admin on behalf of (AOBO) a customer, and you've

canceled a subscription, it can take up to 90 days for the admin center to reflect the
status change.

２ Warning

If you explicitly delete a subscription, it skips the Expired and Disabled states and
the SharePoint Online data and content, including OneDrive content, is deleted
immediately.

Save your data

When the cancellation becomes effective, your users lose access to their data. Before
you cancel the subscription, have users save their OneDrive for Business or SharePoint
Online files to another location. Any customer data that you leave behind might be
deleted after 30 days, and is deleted no later than 180 days after cancellation.

To move email, contacts, tasks, and calendar information to another account, see
Export or backup email, contacts, and calendar to an Outlook .pst file .
To save a document library or list content (such as contacts) from a SharePoint
Online environment (OneDrive for Business or team sites) to file shares or to a local
computer, see Information about manual migration of SharePoint Online content.

For more information, see What happens to my data and access when my Microsoft 365
for business subscription ends?

Next steps
Uninstall Microsoft 365 (optional)
If you canceled your subscription and didn't move users to a different subscription that
includes Microsoft 365, Microsoft 365 runs in reduced functionality mode. When this
happens, users can only read and print documents, and Microsoft 365 apps display
Unlicensed Product notifications . To avoid any confusion, have your users uninstall
Microsoft 365 from their computers.

Offboard devices from Microsoft Defender for Business

(optional)
If you canceled your subscription, you can offboard devices, such as computers, phones,
and tablets, that were onboarded to Microsoft Defender for Business or Microsoft 365
Business Premium. For more information, see Offboard a device from Microsoft
Defender for Business.

Close your account (optional)

If you want to completely close your account with Microsoft, see Close your account.

Related content
Manage recurring billing in the Microsoft 365 admin center (article)
Reactivate your subscription in the Microsoft 365 admin center (article)
Move users to a different subscription (article)
What happens to my data and access
when my Microsoft 365 for business
subscription ends?
Article • 03/28/2023

If your subscription ends—either because it expires, or because you decide to upgrade

or cancel it—your access to Microsoft 365 services, applications, and customer data go
through multiple stages before the subscription is fully turned off, or deleted. If you're
aware of this progression, you're better equipped to return your subscription to an
active stage before it's too late, or, if you're leaving Microsoft 365, back up your data
before it's ultimately deleted.

Read through this important information before you contact Microsoft 365 support.

） Important

For some subscriptions, you can only cancel during a limited window of time after
you buy or renew your subscription. If the cancellation window has passed, turn off
recurring billing to cancel the subscription at the end of its term.

What happens to data when a subscription

expires?
When your subscription expires, it goes through the following stages: Expired >
Disabled > Deleted. The Expired stage starts immediately after the subscription has
reached its end date.

Annual subscriptions. If you turn off recurring billing on an annual subscription, it

goes through the same stages as an expired subscription. The first stage starts on
the anniversary of the annual subscription, not the date that you turned off the
subscription's recurring billing setting.
Monthly subscriptions. If you cancel a monthly subscription, it immediately moves
to the Disabled stage on the date you cancel it. This means that your users
immediately lose access to the Microsoft 365 assets, and only admins have access
to the data for the next 90 days.

The following table explains what you can expect when a paid Microsoft 365 for
business subscription expires.
 Active Expired Disabled Deleted
(30 days*) (90 days*)

Data accessible to all Data accessible to all Data accessible to Data deleted
admins only Microsoft Entra ID is
removed, if not in use
by other services

Users have normal Users have normal Users can't access Users can't access
access to Microsoft access to Microsoft Microsoft 365 apps Microsoft 365, files, or
365, files, and 365, files, and Microsoft 365 apps
Microsoft 365 apps Microsoft 365 apps

Admins have normal Admins can access the Admins can access the Admins can access the
access to Microsoft admin center admin center, but admin center to buy
365, data, and can't assign licenses to and manage other
Microsoft 365 apps users subscriptions

Global or billing Global or billing

admins can reactivate admins can reactivate
the subscription in the the subscription in the
admin center admin center

*For most offers, in most countries and regions.

７ Note

What is "customer data"? Customer data, as defined in the Microsoft Online

Service Terms , refers to all data, including all text, sound, or image files that are
provided to Microsoft by, or on behalf of, the customer through the customer's use
of Microsoft 365 services. To learn more about the protection of customer data, see
the Get started with the Microsoft Service Trust Portal.

What happens if I cancel a subscription?

If you cancel your subscription before its term end date, the subscription skips the
Expired stage and moves directly into the Disabled stage, which is 90 days for most
subscriptions, in most countries and regions. We recommend that you back up your
data before canceling. As an admin, you can still access and back up data for your
organization while it is in the Disabled stage. Any customer data that you leave behind
might be deleted after 90 days and will be deleted no later than 180 days after
cancellation.
If you're a partner who's an admin on behalf of (AOBO) a customer, and you've canceled
a subscription, it can take up to 90 days for the admin center to reflect the status
change.

７ Note

If you want your subscription data to be deleted before the typical Disabled stage
is over, you can close your account.

Here's what to expect for you and your users if you cancel a subscription.

Admin access Admins can still sign in and access the admin center, and buy other
subscriptions as needed. As a global or billing admin, you have 90 days to
reactivate the subscription with all data intact.

User access Your users can't use services like OneDrive for Business, or access
customer data like email or documents on team sites. Office applications, like
Word and Excel, are eventually moved into a read-only, reduced functionality
mode and display Unlicensed Product notifications .

To learn how to cancel, see Cancel your subscription.

） Important

If you explicitly delete a subscription, it skips the Expired and Disabled stages and
the SharePoint Online data and content, including OneDrive, is immediately
deleted.

What are my options if my subscription is

about to expire?
While a subscription is active, you and your users have normal access to your data,
services like email and OneDrive for Business, and Microsoft 365 apps. As the admin,
you'll receive a series of notifications via email and in the admin center as your
subscription nears its expiration date.

Before the subscription actually reaches its expiration date, you have a few options:

Enable recurring billing for the subscription.

If Recurring billing is already turned on, you don't have to take any action. Your
subscription is automatically billed, and you're charged for another year or
 month, depending on your current payment frequency. If for any reason you've
turned Recurring billing off, you can always turn Recurring billing back on.
If you bought Microsoft 365 Apps for business with a prepaid card, you can turn
on Recurring billing for your subscription.
If you're an Open Volume Licensing customer with a prepaid, one-year
subscription, contact your partner to buy a new product key. You'll receive
instructions via email to activate your key in the Volume Licensing Service
Center . To learn how to find a new partner, or the partner you've worked with
in the past, see Find your partner or reseller.
If you have Microsoft 365 Apps for business, see Manage recurring billing for
your subscription.
Let the subscription expire.
If you're paying by credit card or invoice and you don't want to continue your
subscription, turn off Recurring billing. Your subscription ends on its expiration
date, and you can ignore all related email notifications.
If you're an Open Volume Licensing customer working with a partner, you can
let your subscription expire by taking no action.
If you're a Microsoft 365 Business Standard customer, and you prepaid for your
subscription and activated it with a product key, you can let your subscription
expire by taking no action.
Cancel before the subscription expires. For details, see Cancel your subscription.

What happens after my subscription expires?

If you let your subscription expire, it goes through multiple stages before it's ultimately
deleted. This gives you, as the admin, time to reactivate if you want to continue the
service, or to back up your data if you decide you no longer want the subscription.

Here's what you can expect when your subscription is in each stage.

Stage: Expired
What to expect: The Expired stage lasts for 30 days for most subscriptions, including
subscriptions bought through Microsoft Open , in most countries and regions. For
Volume Licensing products, except for Microsoft Open, the Expired stage lasts 90 days.

In this stage, users have normal access to the Microsoft 365 portal, Microsoft 365 apps,
and services such as email and SharePoint Online.

As an admin, you still have access to the admin center. Don't worry—global or billing
admins can reactivate the subscription and continue using Microsoft 365. If you don't
reactivate, back up your data.

Stage: Disabled
What to expect: If you don't reactivate your subscription while it is in the Expired stage,
it moves into a Disabled stage, which lasts for 90 days for most subscriptions, in most
countries and regions. For Volume Licensing products, the Disabled stage lasts 30 days.

In this stage, your access decreases significantly. Users can't access Microsoft 365 apps.
Microsoft 365 apps eventually move into a read-only, reduced functionality mode and
display Unlicensed Product notifications . You can still sign in and get to the admin
center, but can't assign licenses to users. Your customer data, including all user data,
email, and files on team sites, is available only to you and other admins.

As a global or billing admin, you can reactivate the subscription and continue using
Microsoft 365 with all of your customer data intact. If you choose not to reactivate, back
up your data.

Stage: Deleted
What to expect: If you don't reactivate your subscription while it's expired or disabled,
the subscription is deleted.

Admins and users no longer have access to the services or Microsoft 365 apps that
came with the subscription. All customer data—from user data to documents and email
—is permanently deleted and is unrecoverable.

At this point, you can't reactivate the subscription. However, as a global or billing admin,
you can still access the admin center to manage other subscriptions, or to buy new
subscriptions to meet your business needs.

７ Note

Adding a new subscription of the same type that was deleted doesn't restore
the data that was associated with the deleted subscription.
If a Cloud Solution Provider (CSP) license is suspended, there's no 30-day
Expired stage, and services are disabled immediately. Data is deleted after 90
days if the tenant isn't reactivated by adding a new license.

What happens when my trial ends?

When your trial ends, you can't continue using Microsoft 365 for free. You have a few
options:

Buy Microsoft 365. When your trial expires, it moves into the Expired stage, which
gives you another 30 days (for most trials, in most countries and regions) to buy a
Microsoft 365 subscription. To learn how to convert your trial into a paid
subscription, see Buy a subscription from your free trial.
Extend your trial. Need more time to evaluate Microsoft 365? In certain cases, you
can extend your trial.
Cancel the trial or let it expire. If you decide not to buy Microsoft 365, you can let
your trial expire or cancel it. Back up any data that you want to keep. After the 30-
day Expired stage ends, your trial account information and data are permanently
deleted.

７ Note

The information on this page is subject to the Microsoft Policy Disclaimer and
Change Notice . Return to this site periodically to review any changes.

Related content
Cancel your subscription (article)
Renew Microsoft 365 for business (article)
Reactivate your subscription (article)
Manage third-party app subscriptions in
the Microsoft 365 admin center
Article • 10/13/2023

You can manage licenses and billing for third-party apps in the Microsoft 365 admin
center .

） Important

As of April 1, 2023, we no longer accept checks as a payment method for

subscriptions paid by invoice.

Before you begin

Find out what type of billing account you have.
If you have a Microsoft Online Services Agreement (MOSA) billing account type,
you must be a Global or Billing admin to do the tasks in this article. For more
information, see About admin roles in the Microsoft 365 admin center.
If you have a Microsoft Customer Agreement (MCA) billing account type, you must
be a Billing account owner or contributor to do the tasks in this article. For more
information about billing account and billing profile roles, see Understand your
Microsoft business billing account and Manage your Microsoft business billing
profiles.

７ Note

If you're the person who signed up for the subscription, you're automatically a
Global admin or Billing account owner.

How to get software-as-a-service apps

There are a few ways to buy third-party apps.

Direct purchase – Customers can directly buy subscriptions from Azure

Marketplace , or AppSource .
Partner purchase – Work with a partner through Partner Center to buy
subscriptions.
 Microsoft proposal – Respond to a proposal from Microsoft Sales that includes
third-party apps.

After you buy the apps and accept the Microsoft Customer Agreement, you can manage
them in Microsoft 365 admin center.

App providers sell their apps either at a flat rate, or by buying licenses for users.

Flat rate – Also called site-based pricing, apps are priced with a monthly or annual
price. On the app page, license quantity is listed at Unlimited.
Licenses – Apps are priced by license. Customers assign licenses to each user in
their organization.

Activate third-party apps

As an admin, you must activate third-party apps before you can assign them to users.
These apps are activated in the third-party publisher's portal.

1. In the Microsoft 365 admin center , go to the Billing > Your products > Apps
page.
2. Find and select the app that you want to manage.
3. Under Settings & actions, select Manage in publisher's portal.

You're directed to the app publisher's site where you can activate the app.

Manage third-party apps

Admins can manage third-party apps in two locations: the Microsoft 365 admin center,
and the third-party app provider's portal.

The tasks that you can do depend on which portal you use. The following table lists the
tasks available in each portal.

ﾉ Expand table

Microsoft 365 admin center App publisher portal

Change license quantity Set up app (once for each app)

Manage how you pay your bill Assign licenses to users

Change payment method (credit card) Technical support

View invoice
 Microsoft 365 admin center App publisher portal

Cancel app subscription

After you activate an app, it remains active until it's canceled, expires, or if payment isn't
kept current. These events change the app status to disabled. After an app is disabled, it
can't be reactivated. To continue using the app, buy another copy of it.

Assign licenses for a third-party app

You must activate third-party apps before you can assign them to users. The apps are
activated in the third-party publisher's portal.

1. In the admin center, go to the Billing > Your products > Apps page.
2. Find and select the app that you want to manage.
3. Under Settings & actions, select the link to Manage in publisher's portal.

Change the license quantity for a third-party

app
You can change the number of licenses owned by your organization.

７ Note

Changing the number of licenses that you own only applies to apps bought with
seat-based pricing.

1. In the admin center, go to the Billing > Your products > Apps page.
2. Find and select the app you want to manage.
3. Select Change license quantity.

Manage payment methods for a third-party

app
Third-party apps each have a billing profile assigned to them. Billing profiles let you
customize what products are included on your invoice, and how you pay your invoices.
They include:

Payment methods – Credit cards or wire transfer

 Contact information – Billing address and a contact name
Roles – Roles that allow you to change the billing profile, pay bills, or use the
payment method on the billing profile to make purchase.

For more information about billing profiles, see Manage your Microsoft business billing
profiles.

Edit the billing profile on a third-party app subscription

1. In the admin center, go to the Billing > Your products > Apps page.
2. Find and select the app you want to manage.
3. Next to Billing profile, select Edit.

For more information about invoices, see Understand your invoice for your Microsoft
MCA billing account.

Cancel a third-party app subscription

You can cancel a software-as-a-service app from the app page.

1. In the admin center, go to the Billing > Your products > Apps page.
2. Find and select the app you want to manage.
3. Under Settings & actions, select Cancel subscription.

Supported geographic locations

Customers can buy commercial marketplace offerings in 141 geographies as defined by
the customer's billing address. Transactions can be completed in 17 currencies. The
following table lists each supported geographic location, its ISO 3166 two-digit alpha
code , and the assigned currency.

A CSP can buy an offer in the Partner Center in their customer's currency so that they
can bill them in that same currency. For additional information on this, refer to these
FAQs .

ﾉ Expand table

Country/Region Name ISO-2 Currency Currency

(All offer types) (Consulting service offers only)

Afghanistan AF USD AFN, EUR, USD

Country/Region Name ISO-2 Currency Currency
(All offer types) (Consulting service offers only)

Albania AL USD ALL, EUR, USD

Algeria DZ USD DZD, EUR, USD

Andorra AD EUR EUR, USD

Angola AO USD AOA, EUR, USD

Argentina AR USD ARS, EUR, USD

Armenia AM USD AMD, EUR, USD

Australia AU AUD AUD, EUR, USD

Austria AT EUR EUR, USD

Azerbaijan AZ USD AZN, EUR, USD

Bahrain BH USD BHD, EUR, USD

Bangladesh BD USD BDT, EUR, USD

Barbados BB USD BBD, EUR, USD

Belarus BY USD BYN, EUR, USD

Belgium BE EUR EUR, USD

Belize BZ USD BZD, EUR, USD

Bermuda BM USD BMD, EUR, USD

Bolivia BO USD BOB, EUR, USD

Bosnia and Herzegovina BA USD BAM, EUR, USD

Botswana BW USD BWP, EUR, USD

Brazil BR BRL* BRL, EUR, USD

Brunei BN USD BND, EUR, SGD, USD

Bulgaria BG EUR BGN, EUR, USD

Cabo Verde CV USD CVE, EUR, USD

Cameroon CM USD EUR, USD, XAF

Canada CA CAD CAD, EUR, USD

Cayman Islands KY USD EUR, KYD, USD

Country/Region Name ISO-2 Currency Currency
(All offer types) (Consulting service offers only)

Chile CL USD CLP, EUR, USD

China** CN N/A N/A

Colombia CO USD COP, EUR, USD

Costa Rica CR USD CRC, EUR, USD

Côte d'Ivoire CI USD EUR, USD, XOF

Croatia HR EUR EUR, HRK, USD

Curaçao CW USD ANG, EUR, USD

Cyprus CY EUR EUR, USD

Czechia CZ EUR CZK, EUR, USD

Denmark DK DKK DKK, EUR, USD

Dominican Republic DO USD DOP, EUR, USD

Ecuador EC USD EUR, USD

Egypt EG USD EGP, EUR, USD

El Salvador SV USD EUR, USD

Estonia EE EUR EUR, USD

Ethiopia ET USD ETB, EUR, USD

Faroe Islands FO DKK DKK, EUR, USD

Fiji FJ AUD AUD, EUR, FJD, USD

Finland FI EUR EUR, USD

France FR EUR EUR, USD

Georgia GE USD EUR, GEL, USD

Germany DE EUR EUR, USD

Ghana GH USD EUR, GHS, USD

Greece GR EUR EUR, USD

Guatemala GT USD EUR, GTQ, USD

Honduras HN USD EUR, HNL, USD

Country/Region Name ISO-2 Currency Currency
(All offer types) (Consulting service offers only)

Hong Kong SAR HK USD EUR, HKD, USD

Hungary HU EUR EUR, HUF, USD

Iceland IS EUR EUR, ISK, USD

India IN INR EUR, INR, USD

Indonesia ID USD EUR, IDR, USD

Iraq IQ USD EUR, IQD, USD

Ireland IE EUR EUR, USD

Israel IL USD EUR, ILS, USD

Italy IT EUR EUR, USD

Jamaica JM USD EUR, JMD, USD

Japan JP JPY EUR, JPY, USD

Jordan JO USD EUR, JOD, USD

Kazakhstan KZ USD EUR, KZT, USD

Kenya KE USD EUR, KES, USD

Korea (South) KR KRW EUR, KRW, USD

Kuwait KW USD EUR, KWD, USD

Kyrgyzstan KG USD EUR, KGS, USD

Latvia LV EUR EUR, USD

Lebanon LB USD EUR, LBP, USD

Libya LY USD EUR, LYD, USD

Liechtenstein LI EUR CHF, EUR, USD

Lithuania LT EUR EUR, USD

Luxembourg LU EUR EUR, USD

Macao SAR MO USD EUR, MOP, USD

Malaysia MY USD EUR, MYR, USD

Malta MT EUR EUR, USD

Country/Region Name ISO-2 Currency Currency
(All offer types) (Consulting service offers only)

Mauritius MU USD EUR, MUR, USD

Mexico MX USD EUR, MXN, USD

Moldova MD USD EUR, MDL, USD

Monaco MC EUR EUR, USD

Mongolia MN USD EUR, MNT, USD

Montenegro ME USD EUR, USD

Morocco MA USD EUR, MAD, USD

Namibia NA USD EUR, NAD, USD, ZAR

Nepal NP USD EUR, NPR, USD

Netherlands NL EUR EUR, USD

New Zealand NZ NZD EUR, NZD, USD

Nicaragua NI USD EUR, NIO, USD

Nigeria NG USD EUR, NGN, USD

North Macedonia MK USD EUR, MKD, USD

Norway NO NOK EUR, NOK, USD

Oman OM USD EUR, OMR, USD

Pakistan PK USD EUR, PKR, USD

Palestinian Authority PS USD EUR, ILS, JOD, USD

Panama PA USD EUR, PAB, USD

Paraguay PY USD EUR, PYG, USD

Peru PE USD EUR, PEN, USD

Philippines PH USD EUR, PHP, USD

Poland PL EUR EUR, PLN, USD

Portugal PT EUR EUR, USD

Puerto Rico PR USD EUR, USD

Qatar QA USD EUR, QAR, USD

Country/Region Name ISO-2 Currency Currency
(All offer types) (Consulting service offers only)

Romania RO EUR EUR, RON, USD

Russia RU RUB EUR, RUB, USD

Rwanda RW USD EUR, RWF, USD

Saint Kitts and Nevis KN USD EUR, USD, XCD

Saudi Arabia SA USD EUR, SAR, USD

Senegal SN USD EUR, USD, XOF

Serbia RS USD EUR, RSD, USD

Singapore SG USD BND, EUR, SGD, USD

Slovakia SK EUR EUR, USD

Slovenia SI EUR EUR, USD

South Africa ZA USD EUR, USD, ZAR

Spain ES EUR EUR, USD

Sri Lanka LK USD EUR, LKR, USD

Sweden SE SEK EUR, SEK, USD

Switzerland CH CHF CHF, EUR, USD

Taiwan TW TWD EUR, TWD, USD

Tajikistan TJ USD EUR, TJS, USD

Tanzania TZ USD EUR, TZS, USD

Thailand TH USD EUR, THB, USD

Trinidad and Tobago TT USD EUR, TTD, USD

Tunisia TN USD EUR, TND, USD

Türkiye TR USD EUR, TRY, USD

Turkmenistan TM USD EUR, TMT, USD

Uganda UG USD EUR, UGX, USD

Ukraine UA USD EUR, RUB, UAH, USD

United Arab Emirates AE USD AED, EUR, USD

 Country/Region Name ISO-2 Currency Currency
(All offer types) (Consulting service offers only)

United Kingdom GB GBP EUR, GBP, USD

United States US USD EUR, USD

U.S. Virgin Islands VI USD EUR, USD

Uruguay UY USD EUR, USD, UYU

Uzbekistan UZ USD EUR, USD, UZS

Vatican City (Holy See) VA EUR EUR, USD

Venezuela VE USD EUR, USD, VES

Vietnam VN USD EUR, USD, VND

Yemen YE USD EUR, USD, YER

Zambia ZM USD EUR, USD, ZMW

Zimbabwe ZW USD EUR, USD

* For customers in Brazil, the commercial marketplace through Cloud Solution Providers
(CSP) uses USD.

** Free and BYOL VM images only.

Related content
Manage your Microsoft business billing profiles (article)\

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Manage self-service purchases (Users)
Article • 12/19/2023

As a user, you can buy subscriptions to certain products and assign licenses for those
subscriptions to people in your team. You're responsible for paying for any self-service
purchases you make. You can manage your subscriptions in the Microsoft 365 admin
center .

Your admin has a read-only view into any subscriptions that you buy. They can see the
product, purchaser name, subscriptions purchased, expiry date, purchase price, and
assigned users for each subscription that you buy.

View your subscriptions

You can view a list of all self-service purchased subscriptions that you bought.

1. In the admin center, go to the Billing > Your products page.

2. On the Products tab, select the filter icon, then select Self-service.

How to buy more or reduce licenses

1. In the admin center, go to the Billing > Your products page.
2. Select the subscription for which you want to buy more license or reduce the
number of licenses.
3. Select Buy licenses or Remove licenses.
4. In the details pane, in the Total licenses box, enter the total number of licenses
that you want for this subscription, then select Save. For example, if you have 100
licenses and you want to add 5 more, enter 105.

Assign or unassign licenses

To assign licenses
1. In the admin center, go to the Billing > Licenses page.
2. Select the subscription for which you want to assign licenses.
3. Select Assign licenses.
4. In the Assign licenses to users pane, begin typing a name, and then select it from
the results to add it to the list. You can add up to 20 users at a time.
 ７ Note

You can only assign licenses to people in your organization.

5. Select Assign, then select Close.

To unassign licenses
1. In the admin center, go to the Billing > Licenses page.
2. Select the product for which you want to unassign licenses.
3. Select the users from whom you want to unassign licenses.
4. Select Unassign licenses.
5. In the Unassign licenses box, select Unassign.

Cancel a subscription
1. In the admin center, go to the Billing > Your products page.
2. On the Products tab, find the subscription that you want to cancel. Select the three
dots (more actions), then select Cancel subscription.
3. In the Cancel subscription pane, select a reason why you're canceling. Optionally,
provide any feedback you have.
4. Select Save.

Manage your payment details

1. In the admin center, go to the Billing > Bills & payments > Billing profiles page.
2. Select a billing profile from the list.
3. On the billing profile details page, under Payment method, choose one of the
following options:

If you want to update an existing payment method, select Edit.

If you want to add a new payment method, select Replace.

4. In the right pane, enter the card details, then select Save.

Update an existing payment method

1. In the admin center, go to the Billing > Bills & payments page.
2. On the Payment methods tab, select an existing payment method from the list.
 3. In the details pane, select Edit. You can change the security code, expiration date,
name on the card, and address.
4. Make any needed changes, then select Save.

Add a new payment method

1. In the admin center, go to the Billing > Bills & payments page.
2. On the Payment methods tab, select Add a payment method.
3. In the Add a payment method pane, enter the information for the new payment
method, then select Add.

View your invoices

1. In the admin center, go to Billing > Bills & payments page.
2. On the Invoices tab, select the invoice that you want to view. If no invoices are
visible, change Past 3 months to either Past 6 months or Specify a date range.

Need help? Contact us

For common questions about self-service purchases, see Self-service purchases FAQ.

If you have questions or need help with self-service purchases, contact support.

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Manage self-service purchases and trials
(for admins)
Article • 02/22/2024

As an admin, you can use the Microsoft 365 admin center to see self-service purchases
and trials (referred to in this article as purchases and trials) made by people in your
organization. You have the same data management and access policies over products
bought through self-service purchase or centrally in the Microsoft 365 admin center
marketplace.

For each purchase or trial subscription, you can see the following details:

product name
purchaser name
subscriptions purchased
expiration date
purchase price
assigned users

You can also control whether users in your organization can make purchases or sign up
for trials. To learn how to manage these settings, see Use AllowSelfServicePurchase for
the MSCommerce PowerShell module.

Before you begin

Find out what type of billing account you have.
If you have a Microsoft Customer Agreement (MCA) billing account type, you must
be a Billing account owner or contributor or a Billing profile owner or contributor
to do the tasks in this article. For more information about billing account roles, see
Understand your Microsoft business billing account and Manage your Microsoft
business billing profiles.
If you have a Microsoft Online Services Agreement (MOSA) billing account type,
you must be a Global or Billing admin to do the tasks in this article. For more
information, see About admin roles in the Microsoft 365 admin center.

７ Note

If you're the person who signed up for the subscription, you're automatically a
Billing account owner or Global admin.
Payment methods for self-service purchases
and trials
Self-service purchases require a payment method at sign-up, and automatically renew at
the end of the subscription term.

Some self-service trials require a payment method at sign-up, and automatically convert
to a paid version when the trial ends.

Other self-service trials don't require a payment method at sign-up, and don't
automatically renew. Trials without a payment method are only available to select
customers with an existing subscription agreement.

How we use directory data

When you enable the AllowSelfServicePurchase policy, you allow Microsoft's
Commerce service to process a user's directory data, which is outside the boundaries of
the Microsoft 365 tenant. Specifically, Microsoft Commerce collects a Microsoft Entra ID
v1.0 access token, which contains the user's first and last name, email address, IP
address, and tenant and user GUID. For a full list of attributes included in the access
token, see Microsoft identity platform access tokens.

We use the directory data to provide the user with a license and to send email about the
subscription to that user. The directory data processed by Microsoft Commerce is
governed by the Microsoft Privacy Statement . To learn more about the terms that
apply to self-service trials, see Organizational trial – Terms of service. Like other
Microsoft products used by your organization, the use of a self-service purchase or trial
product is governed by the Microsoft Product Terms . Before a user makes a purchase
or starts a trial, we notify the user of the personal data that we process and the terms
that apply.

View self-service subscriptions

1. In the Microsoft 365 admin center , go to the Billing > Your products page.
2. On the Products tab, select the filter icon, then select Self-service.
3. To view more details about a subscription, select one from the list.

View who has licenses for a self-service

purchase or trial subscription
As an admin, you can't assign or unassign licenses for a purchase or trial subscription
bought by a user in your organization. However, you can Take over a self-service
purchase or trial subscription, and then assign or unassign licenses.

1. In the admin center , go to the Billing > Your products page.

2. On the Products tab, select the filter icon, then select Self-service.
3. Select a product to see licenses assigned to people.

７ Note

If there are multiple purchases or trials for a product, that product is only
listed once, and the Available quantity column shows the total of all
subscriptions acquired for that product.

4. The Users list is grouped by the names of people who made purchases or started
trials.
5. To export a list of users with licenses for these subscriptions, select the
subscriptions that you want to export, then select Export users.

Enable or disable self-service purchases and

trials
You can enable or disable self-service purchases and trials for users in your organization.
The MSCommerce PowerShell module includes a PolicyID parameter value for
AllowSelfServicePurchase that lets you control whether users in your organization can
make purchases or start trials, and for which products.

You can use the MSCommerce PowerShell module to do the following actions:

View the default state of the AllowSelfServicePurchase parameter value—whether

it's enabled or disabled by product
View a list of applicable products and whether purchases or trials are enabled or
disabled for those products
View or modify the current setting for a specific product to either enable or disable
it

） Important

When you use the AllowSelfServicePurchase policy, it controls both purchases and
trials. For a list of the products available, see View a list of self-service purchase
products and their status.
For more information, see Use AllowSelfServicePurchase for the MSCommerce
PowerShell module.

Centralize licenses under a single subscription

You can assign existing licenses or buy extra subscriptions through existing agreements
for users assigned to self-service purchases or trials. After you assign these centrally
purchased licenses, you can request that users cancel their existing subscriptions.
Alternatively, you can take over the subscription and cancel it yourself in the admin
center. For steps to do that, see Take over a self-service purchase or trial subscription.

1. In the admin center , go to the Billing > Purchase services page.

2. Find and select the product that you want to buy, then select Buy.
3. Complete the remaining steps to complete your purchase.
4. To export a list of users to reference in the next step, follow the steps in View who
has licenses for a self-service purchase or trial subscription.
5. Assign licenses to everyone who has a license in the other subscription. For
instructions on how to do this, see Assign licenses to users.
6. Contact the person who bought the original subscription and ask them to cancel it.

Take over a self-service purchase or trial

subscription
You can take over a self-service purchase or trial subscription made by a user in your
organization. When you take over a purchase or trial subscription, you have two options:

1. Move the users to a different subscription and cancel the original subscription.
2. Cancel the subscription and remove licenses from assigned users.

Move users to a different subscription

When you move users to a different subscription, the old subscription is automatically
canceled. The user who originally bought the self-service purchase or trial subscription
receives an email that says the subscription was canceled.

７ Note

You must have an available license for each user you're moving in the subscription
that you're moving users to.
 1. In the admin center , go to the Billing > Your products page.
2. On the Products tab, select the filter icon, then select Self-service.
3. Select the subscription that you want to take over.
4. On the subscription details page, in the Subscriptions and settings section, select
Take control of this subscription.
5. In the details pane, select Move users.
6. Select the product that you want to move the users to, then select Move users.
7. In the Move users to box, select Move users. The move process might take several
minutes. Don't close your browser while the process runs.
8. When the move process is finished, close the Move completed pane.
9. On the subscription details page, the Subscription status for the purchase or trial
subscription shows as Deleted.

Cancel a self-service purchase or trial subscription

When you choose to cancel a self-service purchase or trial subscription, users with
licenses lose access to the product. The user who originally signed up for the
subscription receives an email that says the subscription was canceled.

1. In the admin center , go to the Billing > Your products page.

2. On the Products tab, select the filter icon, then select Self-service.
3. Select the subscription that you want to cancel.
4. On the subscription details page, in the Subscriptions and settings section, select
Take control of this subscription.
5. In the details pane, select Cancel subscription.
6. Select a reason for your cancellation from the drop-down list, then select Cancel
subscription.
7. In the Are you sure you want to cancel? box, select Cancel subscription.
8. Close the details pane.
9. On the subscription details page, the Subscription status shows as Deleted.

Need help? Contact us

For common questions about self-service purchases and trials, see Self-service
purchases FAQ.

If you have questions or need help with self-service purchases and trials, contact
support.
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Buy or remove licenses for a Microsoft
business subscription
Article • 02/22/2024

Check out Microsoft 365 small business help on YouTube.

As an admin, you can add or remove licenses for your business subscriptions in the
Microsoft 365 admin center.

Before you begin

Find out what type of billing account you have.
If you have a Microsoft Customer Agreement (MCA) billing account type, you must
be a Billing account owner or contributor, or a Billing profile owner or contributor
to do the tasks in this article.
If you have a Microsoft Online Subscription Agreement (MOSA) billing account
type, you must be a Global or Billing admin to complete the tasks in this article. For
more information, see About admin roles.
You can add users and assign licenses at the same time.
If you bought your subscription through a Microsoft representative, contact them
directly to increase or reduce your license count.
You can't reduce the number of licenses for your subscription if all licenses are
currently assigned to users. To reduce the number of licenses, first unassign one or
more licenses from users, then remove the licenses from the subscription.

７ Note

If you're the person who signed up for the subscription, you're automatically a
Billing account owner or Global admin.

Buy or remove licenses if you have an MCA

billing account type
Find out what type of billing account you have.

If you have an MCA billing account type, you can buy more licenses for your
subscription at any time. However, you can only remove licenses from your subscription
if it’s within seven days of buying or renewing your subscription. For more information,
see Remove licenses from your subscription.

Buy more licenses for your subscription

If you buy licenses in the middle of your billing period, you have seven days from when
you buy them to reduce the number of licenses you bought.

1. Go to the Microsoft 365 admin center .

If you’re using the Simplified view, select Subscriptions.

If you’re using the Dashboard view, go to the Billing > Your products page.

2. Select the subscription that you want to change.

3. On the subscription details page, select Buy licenses. What if I can't select the Buy
licenses or Remove licenses buttons?
4. Choose when to schedule the license change to happen.

If recurring billing is turned on, you can choose to make the change now, or
when the subscription renews.
If recurring billing is turned off, you can only make the change now.

5. To change the number of licenses, under New quantity in the Total licenses box,
enter the total number of licenses that you want for this subscription. For example,
if you have 100 licenses and you want to add five more, enter 105.
6. Select Save.

Remove licenses from your subscription

You can only remove licenses from your subscription during a limited time window after
you buy or renew your subscription, or if you recently bought more licenses. If the
window is closed, the subscription details page lists the date when your plan changes
take effect.

７ Note

You can only remove licenses when recurring billing is turned on.

1. Go to the Microsoft 365 admin center .

If you’re using the Simplified view, select Subscriptions.

If you’re using the Dashboard view, go to the Billing > Your products page.
 2. Select the subscription that you want to change.
3. On the subscription details page, select Remove licenses. What if I can't select the
Buy licenses or Remove licenses buttons?
4. Under New quantity in the Total licenses box, enter the total number of licenses
that you want for this subscription. For example, if you have 100 licenses and you
want to remove 25 licenses, enter 75.
5. Select Save.

Buy or remove licenses if you have an MOSA

billing account type
1. Go to the Microsoft 365 admin center .

If you’re using the Simplified view, select Subscriptions.

If you’re using the Dashboard view, go to the Billing > Your products page.

2. Select the subscription that you want to change.

3. On the subscription details page, select Buy licenses or Remove licenses. What if I
can't select the Buy licenses or Remove licenses buttons?
4. To change the number of licenses, under New quantity in the Total licenses box,
enter the total number of licenses that you want for this subscription. For example,
if you have 100 licenses and you want to add five more, enter 105. If you want to
remove five of them, enter 95.
5. Select Save.

Add or reduce licenses for a prepaid

subscription
Prepaid product licenses are issued to you as a 25-character alphanumeric code, called a
product key. After you buy the licenses you need, you can add them to your
subscription by using the following steps. You can also use a product key to extend the
expiration date of your subscription.

７ Note

If you don't want to buy a new product key, you can always choose to add a credit
card or debit card to your subscription to pay for more licenses. For more
information, see What if I have a prepaid subscription?.
Add licenses to a prepaid subscription by using a product
key
1. Go to the Microsoft 365 admin center .

If you’re using the Simplified view, select Subscriptions.

If you’re using the Dashboard view, go to the Billing > Your products page.

2. Select the subscription to which you want to add licenses.

3. On the subscription details page, in the Licenses section, select Add more licenses.
4. In the Add more licenses pane, select Use a new and unused product key, then
select Next.
5. Enter the product key, then select Next.

７ Note

If you have more than one product key, you can select Add another product
key to enter them.

6. Review your order details, then select Redeem.

Reduce licenses for a prepaid subscription by using a

product key
If you used a product key to add licenses and you want to reduce the number of
licenses in your subscription, you must renew your subscription with a product key that
has fewer licenses.

1. Buy a prepaid product key that has the desired number of licenses. For example, if
you currently have 50 licenses, but you only need 30, buy a prepaid product key
with 30 licenses.
2. Reduce the total number of licenses that are currently assigned.
3. Extend the subscription by using the new prepaid product key.

What if I can't select the Buy licenses or

Remove licenses buttons?
This table describes the reasons why the Buy licenses or Remove licenses buttons aren't
available, and possible solutions.
 ﾉ Expand table

Reason Description Solution

A credit check is If a credit check is pending, you can't buy Check back later to see if the
pending. or remove licenses until the credit check credit check is complete. Credit
is complete. checks typically take up to two
working days to complete.

After the credit check is

complete, you can select the
Buy licenses and Remove
licenses buttons.

You activated the If the subscription was bought and See Add licenses to a prepaid
subscription by activated by using a 25-character product subscription by using a
using a product key, you see the word "Prepaid" in the product key.
key. Purchase channel column of the Your
products page.

You bought your You see the word "Reseller" in the If you bought the subscription
subscription Purchase information section under through a Cloud Solution
through a reseller. Purchase channel on the subscription Provider (CSP) partner, contact
details page, and in the Purchase channel your CSP partner to buy more
column of the Your products page. licenses.

You have a trial To view your trial subscriptions, select the First buy your trial subscription,
subscription. filter button, then choose Trial. then you can buy more
licenses.

The product has On the subscription details page, you see You can buy a different
reached end of the following message: "This product is subscription. In some cases,
sale no longer available to buy, so some you might be able to convert
actions below are turned off." your subscription.

For more information, see

Understand end-of-sale
products in the Microsoft 365
admin center

When are the new licenses available to assign?

The payment method associated with your subscription or billing profile is charged as
soon as you buy more licenses for a subscription. The licenses are immediately available
for you to assign to users.

If you prepaid for your subscription with a product key, you can add more licenses by
using another product key, or by adding a credit card or debit card to cover the extra
cost of the new licenses. If your subscription is prepaid, you can't remove licenses.

How does buying or removing licenses affect

my invoice?
Licenses added in the middle of your billing period appear on your next invoice. If you
pay annually, you're invoiced within a month for these changes.

If you have an MCA billing account type, you have seven days to reduce the number of
licenses. If you reduce the number of licenses after that seven day period, the change
appears on the first invoice you receive after the subscription renewal date.

If you have an MOSA billing account type, the previous charge for the original number
of licenses is deducted on your next invoice. We add a prorated charge for the time
period with the original number of licenses and add a charge for the new license count.
There's also a charge for the current license count for the remainder of your billing
period.

Next steps
If you bought more licenses for your subscription, the next thing you should do is assign
those licenses to users in your organization.

If you reduced the number of licenses for your subscription because someone left your
organization, you might want to remove that user's account. To learn more, see Remove
a former employee.

Related content
Assign Microsoft 365 licenses to users (article)
Understand subscriptions and licenses in Microsoft 365 for business (article)
Try or buy a Microsoft 365 subscription (article)

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Assign or unassign licenses for users in
the Microsoft 365 admin center
Article • 10/20/2023

Check out all of our small business content on Small business help & learning .

You can assign or unassign licenses for users in the Microsoft 365 admin center on
either the Active users page, or on the Licenses page. The method you use depends on
whether you want to assign or unassign licenses for specific users, or assign or unassign
users for a specific product.

７ Note

As an admin, you can't assign or unassign licenses for a self-service purchase

subscription bought by a user in your organization. You can take over a
purchase or trial subscription, and then assign or unassign licenses.
For some subscriptions, you can only cancel during a limited window of time
after you buy or renew your subscription. If the cancellation window has
passed, turn off recurring billing to cancel the subscription at the end of its
term.

Learn how to add a user and assign a license at the same time.

 Tip

If you need help with the steps in this topic, consider working with a Microsoft
small business specialist . With Business Assist, you and your employees get
around-the-clock access to small business specialists as you grow your business,
from onboarding to everyday use.

Before you begin

You must be a Global, License, or User admin to assign licenses. For more
information, see About Microsoft 365 admin roles.
In addition to the steps described in this article, you can also use the Microsoft
Graph PowerShell SDK to assign Microsoft 365 licenses to user accounts with
PowerShell or remove Microsoft 365 licenses from user accounts with PowerShell.
 To use group-based licensing, see Assign licenses to users by group membership
in Microsoft Entra ID
Some services, like Sway, are automatically assigned to users, and don't need to be
assigned individually.
You can also delete user accounts that were assigned a license to make their
license available to other users. When you delete a user account, their license is
immediately available to assign to someone else.
If you're a Cloud Solution Provider (CSP) and you bought products on behalf of a
customer, you can't use the Your products page to assign or unassign licenses for
certain products, like perpetual software. To assign or unassign licenses for those
products, use the Licenses page.

Use the Licenses page to assign or unassign

licenses
The Licenses page lets you assign or unassign licenses for up to 20 users at a time. The
page shows the products you own, the number of available licenses for each product,
and the number of assigned licenses out of the total licenses available.

The Licenses page shows an aggregate total of licenses for all subscriptions for the
same product name. For example, you might have one subscription for Microsoft 365
Business Premium that has five licenses, and another subscription that has eight licenses
for the same product. The Licenses page shows that you have a total of 13 licenses for
Microsoft 365 Business Premium across all your subscriptions. This number is different
from what you see on the Your products page, which displays a row for each
subscription you own, even if they are for the same product.

Assign licenses by using the Licenses page

1. In the admin center, go to the Billing > Licenses page.
2. Select a product.
3. On the product details page, select Assign licenses.
4. In the Assign licenses to users pane, begin typing a name, and then choose it from
the results to add it to the list. You can add up to 20 users at a time.
5. Select Turn apps and services on or off to assign or remove access to specific
items.
6. When you're finished, select Assign, then close the right pane.

If there's a conflict, you see a message that tells you what the problem is, and how to fix
it. For example, if you select licenses that contain conflicting services, the error message
says to review the services included with each license and try again.

Change the apps and services a user has access to

1. In the admin center, go to the Billing > Licenses page.
2. On the Licenses page, select the row for a specific user.
3. In the details pane, select or deselect the apps and services that you want to give
access to or remove access from.
4. When you're finished, select Save, then select Close.

Unassign licenses by using the Licenses page

1. In the admin center, go to the Billing > Licenses page.
2. Select a product.
3. Select the check boxes of the users for whom you want to unassign licenses.
4. Select Unassign licenses.
5. In the Unassign licenses box, select Unassign.

Use the Active users page to assign or unassign

licenses
When you use the Active users page to assign or unassign licenses, you assign or
unassign users licenses to products.

Assign licenses to one user

1. In the admin center, go to the Users > Active users page.
2. Select the row of the user that you want to assign a license to.
3. In the right pane, select Licenses and Apps.
4. Expand the Licenses section, select the boxes for the licenses that you want to
assign, then select Save changes.

Assign licenses to multiple users

1. In the admin center, go to the Users > Active users page.
2. Select the circles next to the names of the users that you want to assign licenses to.
3. At the top, select Manage product licenses.
4. In the Manage product licenses pane, select Assign more: Keep the existing
licenses and assign more > Next.
 5. Under Licenses, select the box for the license(s) that you want the selected users to
have.
By default, all services associated with those licenses are automatically assigned to
the users. You can limit which services are available to the users. Deselect the
boxes for the services that you don't want the users to have.
6. At the bottom of the pane, select Save changes.
You might have to buy more licenses if you don't have enough licenses for
everyone.

７ Note

If you want to assign licenses for a large number of users, use Assign licenses to
users by group membership in Microsoft Entra ID.

Assign a license to a guest user

You can invite guest users to collaborate with your organization in the Microsoft Entra
admin center. To learn about guest users, see B2B collaboration overview. If you don't
have any guest users, see Quickstart: Add a guest user and send an invitation.

） Important

You must be a Global admin to do these steps.

1. Go to the Microsoft Entra admin center .

2. In the navigation pane, select Users > All Users.
3. On the Users page, next to the search box, select Add filters.
4. In the Add filter drop-down list, select User type.
5. Select the Value drop-down list, select Guest, then select Apply.
6. In the list of results, select the name of the user who needs a license.
7. In the navigation pane, under Manage, select Licenses.
8. Select Assignments.
9. Under Select licenses, select the products you want to assign licenses for.
10. Under Review license options, clear the check boxes for any services you don't
want the guest user to have access to.
11. At the bottom of the page, select Save.

Use the Active users page to unassign licenses

When you use the Active users page to unassign licenses, you remove product licenses
from users.

Unassign licenses from one user

1. In the admin center, go to the Users > Active users page.
2. Select the row of the user that you want to unassign a license for.
3. In the right pane, select Licenses and Apps.
4. Expand the Licenses section, clear the boxes for the licenses that you want to
unassign, then select Save changes.

Unassign licenses from multiple users

1. In the admin center, go to the Users > Active users page.
2. Select the circles next to the names of the users who you want to unassign licenses
for.
3. At the top, select Manage product licenses.
4. In the Manage product licenses pane, select Unassign all > Save changes.
5. At the bottom of the pane, select Done.

What happens to a user's data when you

remove their license?
When a license is removed from a user, Exchange Online data that is associated
with that account is held for 30 days. After the 30-day grace period, the data is
deleted and can't be recovered. However, it's linked to the retention policy, and
the content that matches retention labels is retained for discovery.
Files saved in OneDrive for Business aren't deleted unless the user is deleted from
the Microsoft 365 admin center or is removed through Active Directory
synchronization. For more information, see OneDrive retention and deletion.
When the license is removed, the user's mailbox is no longer searchable by using
an eDiscovery tool such as Content Search or eDiscovery (Premium).
If you have an Enterprise subscription, like Office 365 Enterprise E3, Exchange
Online lets you preserve the mailbox data of a deleted user account by using
inactive mailboxes. For more information, see Create and manage inactive
mailboxes in Exchange Online.
To learn how to block a user's access to Microsoft 365 data after their license is
removed, and how to get access to the data afterwards, see Overview: Remove a
former employee and secure data.
 If you remove a user's license and they still have Microsoft 365 apps installed, they
see Unlicensed Product and activation errors in Office when they use Microsoft
365 apps.

Next steps
If you assigned licenses and your users don't have Microsoft 365 apps installed, you can
share the Employee quick setup in Microsoft 365 for business with your users to set
up things like Download and install or reinstall Microsoft 365 or Office 2021 on a PC or
Mac and Set up Microsoft 365 apps and email on a mobile device .

If you unassigned licenses and you don't plan to reassign the unused licenses to other
users, consider removing the licenses from your subscription so that you're not paying
for more licenses than you need.

Related content
Understand subscriptions and licenses in Microsoft 365 for business (article)
Buy or remove licenses for a Microsoft business subscription (article)

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Move users to a different subscription
Article • 06/09/2023

If you have more than one product, have users with a license for one product, but want
to move them to another product, you can replace their existing license with a different
one.

Before you begin

You must be a Global, License, or User admin to assign licenses. For more information,
see About Microsoft 365 admin roles.

Move users to a different subscription

1. In the admin center, go to the Users > Active users page.

2. Select the checkboxes next to the names of the users that you want to replace
existing licenses for.

3. At the top, select Manage product licenses.

4. In the Manage product licenses pane, select Replace and select the licenses that
you would like to assign to the users.

5. At the bottom, select Save Changes > Close.

Back up data before changing Microsoft 365

for business plans
If you plan to move a user to another subscription that has fewer data-related services,
or a user leaves the organization, you can download a copy of their data stored in
Microsoft 365 before they are switched to the new subscription.

If you're moving a user to a subscription that has the same or more services, you don't
need to back up user data.

Save a copy of Outlook information

If users have Outlook, they can export or backup email, contacts, and calendar to an
Outlook .pst file before their plan is switched.
After the switch to the new plan is finished, users can Import email, contacts, and
calendar from an Outlook .pst file .

Save files stored in OneDrive for Business

Before being switched to a different subscription, users can download files and folders
from OneDrive or SharePoint to a different location, such as a folder on their
computer's hard drive, or a file share on the organization's network.

Save Viva Engage information

Admins can export all messages, notes, files, topics, users, and groups to a .zip file. For
more information, see Manage data in the Viva Engage admin center.

How to save SharePoint information

If a user is switched from a subscription that has SharePoint Online to one that doesn't
have it, the SharePoint tile no longer appears in their Microsoft 365 menu.

However, as long as the new subscription is within the same organization as the one
they are switched from, users can still access the SharePoint team site. They can view
and update notebooks, documents, tasks, and calendars by using the direct URL to the
team site.

 Tip

We recommend that users go to the team site before their subscription is switched
and save the URL as a favorite or bookmark in their browser.

By default, the URL of the team website is in this form:

HTML

[Link]

where <orgDomain> is the organization's URL.

For example, if the domain of the organization is [Link], then the

direct URL to the team site would be
[Link] .
Of course, users can also download SharePoint Online documents from the SharePoint
team site to their local computer or to another location at any time.

Next steps
If you're not going to reassign the unused licenses to other users, consider removing the
licenses from your subscription so that you're not paying for more licenses than you
need.

Related content
Assign licenses to users (article)
Remove licenses from your subscription (article)
Change plans manually (article)
Understand subscriptions and licenses in Microsoft 365 for business (article)
Buy another Microsoft 365 for business subscription (article)
Manage ISV app licenses in the
Microsoft 365 admin center
Article • 10/20/2023

An independent software vendor (ISV) app is an app that you buy from a software
vendor other than Microsoft.

Before you begin

You must be a Global, License, or User admin to assign licenses. For more information,
see About admin roles.

Assign ISV app licenses to users or groups

1. In the Microsoft 365 admin center, go to the Billing > Licenses page.
2. Select the app that you want to assign licenses for.
3. On the license details page, select Assign licenses.
4. In the Assign licenses pane, begin typing the name of a user or group, and then
choose it from the results to add it to the list.
5. When you're finished, select Assign, then select Close.

Unassign ISV app licenses from users or groups

1. In the admin center, Billing > Licenses page.
2. Select the app that you want to unassign licenses for.
3. On the license details page, select the users and groups to remove licenses from,
then select Unassign licenses.
4. In the dialog box, confirm that you want to remove the licenses, then select
Unassign.

Add or remove ISV app licenses for your

account
If you bought your app through Microsoft at [Link] , you
can add or remove licenses in the Microsoft 365 admin center.
If you bought an ISV app through an app vendor, contact the vendor to add or remove
licenses from your account.

Next steps
Depending on the ISV app that you bought, your next step might be to install the app
into your organization's environment. Installing the app makes it available for your
users. Use the following steps to install an ISV app to your environment.

1. In the admin center, Billing > Licenses page.

2. Select the app that you want to install into your account.
3. On the license details page, select Install this product. You are redirected to a
different platform site where you install the app into your environment.

Related content
Assign or unassign licenses for users in the Microsoft 365 admin center (article)
Manage auto-claim policies in the
Microsoft 365 admin center
Article • 10/13/2023

As an admin, you typically assign licenses to users either manually, or by using group-
based licensing. For some products and services, you can use an auto-claim policy to let
users automatically claim a license without requiring you to assign them. With an auto-
claim policy in place, users can automatically claim a license for a product the first time
that they sign in to an app that requires a license. By using auto-claim policies, you
manage the products for which users can automatically claim licenses. You can also
control which products those licenses come from. You manage auto-claim policies in the
Microsoft 365 admin center .

） Important

Auto-claim policies are currently only available on a product-by-product basis.

Before you begin

You must be a Global admin to create and manage auto-claim policies. For more
information, see About Microsoft 365 admin roles.

７ Note

If you're the person who signed up for the subscription, you're automatically a
Global admin.

Turn the auto-claim policy feature on or off

By default, the auto-claim policy feature is turned off. Before you can use the feature,
you must first turn it on in the Microsoft 365 admin center. After you turn on the
feature, you can create an auto-claim policy.

７ Note
 In some cases, the auto-claim feature is turned on by default, and the auto-claim
policies for certain apps and services are preconfigured.

Turn on auto-claim policies

1. Go to the Microsoft 365 admin center .
2. In the Navigation menu, go to the Billing > Licenses page, then select the Auto-
claim policy tab.
3. In the center of the page, select the Turn on setting button.

Turn off auto-claim policies

1. In the admin center, go to the Settings > Org settings page.
2. Near the bottom of the table, select User owned apps and services.
3. In the User owned apps and services pane, clear the box for Let users auto-claim
licenses the first time they sign in.
4. Select Save.

If you already have an active policy, but you don't want any more users to claim licenses,
turn off the policy. When you turn off an auto-claim policy, no more users can claim a
license from that point on. However, users who already claimed a license don't lose their
license.

Create an auto-claim policy

The Auto-claim policy tab lists the policies that you create. On this tab, you can see
the following items: the name of the policy, the app that is associated with the policy,
the product that's assigned to the policy, the number of available licenses, and the
status of the policy.

When you create an auto-claim policy, you can add a backup product to it. If the
primary product is out of licenses, the backup product is used to assign licenses to
users. You can add up to four backup products and change the order in which they're
used. To learn more, see Add or remove backup products.

７ Note

Currently, you can only create one auto-claim policy. The number of policies you
can create will increase as more products are able to use this feature.
 1. In the admin center, go to the Billing > Licenses page, then select the Auto-claim
policy tab.
2. Select Add a policy.
3. On the Name this auto-claim policy page, enter a name for the policy, then select
Next.
4. On the Set an auto-claim app and product page, select an app and the
subscription to assign licenses from.
5. If you want to add a backup product, select Add a backup product to this policy,
then select the product from the list.
6. Select Next.
7. On the Select apps page, select or clear the boxes for the apps to include or
exclude with the license, then select Next.
8. If you added one or more backup products, repeat step 7 for each product.
Otherwise, go to step 9.
9. On the Review and finish page, verify the new policy information, make any
necessary changes, then select Create policy.
10. Select Close.

Turn a policy on or off

When you turn off a policy, no more users can claim licenses under that policy. The
change doesn't affect users who already claimed licenses under that policy.

1. In the admin center, go to the Billing > Licenses page, then select the Auto-claim
policy tab.
2. Select the policy that you want to edit.
3. In the details pane, under Turn this policy on or off, select or clear the check box.
4. Select Save to close the details pane.

Edit the policy friendly name

1. In the admin center, go to the Billing > Licenses page, then select the Auto-claim
policy tab.
2. Select the policy that you want to edit.
3. In the details pane, in the Policy name section, select Edit.
4. Enter a new policy name, then select Save.
5. Select Save to close the details pane.

Add or remove backup products

When you create an auto-claim policy, you add a product to it. Licenses are then
automatically assigned to users from that pool of licenses. You can add or remove
products for an auto-claim policy at any time. If you already have one product
associated with the policy, any products that you add are considered backup products.
When the available number of licenses from the first product are used up, the policy
assigns licenses from the next backup product on the list. You can reorder the list of
products as you like.

When you remove a backup product, it's no longer used to assign licenses. Users with
an existing license still have that license, but no new users can receive licenses for that
product.

７ Note

An auto-claim policy must contain at least one product. You can't remove all
products from a policy. If you don't want to assign licenses from a specific auto-
claim policy anymore, turn off the policy.

Add a backup product

1. In the admin center, go to the Billing > Licenses page, then select the Auto-claim
policy tab.
2. Select the policy that you want to edit.
3. In the details pane, at the bottom, select Add a backup product to this policy.

７ Note

If you don't see this link, it's because you only have one product associated
with your account.

4. In the Add a product pane, use the drop-down to choose a product to add to the
policy, then select Add.
5. Select Save to close the details pane.

Remove a backup product

1. In the admin center, go to the Billing > Licenses page, then select the Auto-claim
policy tab.
2. Select the policy that you want to edit.
3. In the details pane, at the bottom, select Remove a product.
 4. In the Remove a product from the policy pane, select the box for the policy that
you want to remove, then select Save.
5. Close the details pane.

Change the assigning apps and services

Each product has a collection of apps and services associated with it. For each product
in your auto-claim policy, you can specify which apps and services to include when a
user is automatically assigned a license to that product.

1. In the admin center, go to the Billing > Licenses page, then select the Auto-claim
policy tab.
2. Select the policy that you want to edit.
3. In the details pane, under Apps and services, select Edit.
4. In the Apps and services pane, from the Product drop-down, select a single
product, or select All products.
5. Check or clear the boxes for apps and services that you want users to have or not
have access to.
6. When you're finished, select Save, then close the details pane.

Change the assigning order for backup

products
If you have backup products assigned to the policy, you can change the order in which
they're used to assign licenses when users sign in to the app.

1. In the admin center, go to the Billing > Licenses page, then select the Auto-claim
policy tab.
2. Select the policy that you want to edit.
3. In the details pane, in the Product licenses section, select the box next to the
product that you want to move, then select Move up or Move down.
4. Repeat step 3 for each product that you want to reorder.
5. When you're finished reordering the products, select Save to close the details
pane.

View an auto-claim policy report

1. In the admin center, go to the Billing > Licenses page, then select the Auto-claim
policy tab.
 2. Select View report. The Auto-claim policy report page lists all licenses assigned
from each policy in the last 90 days. By default, the page shows the past 90 days.
3. To change the time period shown, select the Past 30 days drop-down list. You can
view reports for the past 1, 7, 30, and 90 days.

Auto-claim policies for Microsoft Power Apps

Admins can now create auto-claim policies for Power Apps per user licenses in the
Microsoft 365 admin center, similar to how they can create auto-claim policies for other
Microsoft products and services. After the policy is set, any user in the organization who
requests an individual Power Apps license is automatically granted one.

If a user lacks a standalone Power Apps license and launches an app that requires a
premium license, the system automatically grants a Power Apps per user license to the
user.

If a user without a standalone Power Apps license launches an app within a Managed
environment, they're automatically granted a Power Apps per user license.

Next steps
You can periodically return to the Auto-claim policy tab to see a list of users who have
claimed licenses under the policies you created.

Related content
Assign licenses to users (article)
Buy or remove subscription licenses (article)
uUnderstand subscriptions and licenses in Microsoft 365 for business (article)

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Understand the Microsoft 365 E3 and E5
Extra Features license
Article • 01/25/2024

） Important

This article only applies if you bought a Microsoft 365 E3 or E5 Original

subscription through an Enterprise Agreement (EA). If this applies to you, you now
see the Microsoft 365 E3 Extra Features or Microsoft 365 E5 Extra Features product
on the Licenses page in the Microsoft 365 admin center.

If you have a Microsoft 365 E3 or E5 Original subscription that you bought through an
Enterprise Agreement (EA), you now also have a subscription for Microsoft 365 E3 Extra
Features or Microsoft 365 E5 Extra Features. The Microsoft 365 E3 or E5 Original
package includes the following products and services at no additional cost.

Office 365 E3 or Office 365 E5

Enterprise Mobility and Security E3 or Enterprise Mobility and Security E5
Windows E3 or Windows E5
Microsoft Defender for Endpoint Plan 1

The new Microsoft 365 E3 or E5 Extra Features product is now included in this list. To
provide the features for your users, assign them licenses for Microsoft 365 E3 and/or E5
Extra Features.

What’s provided by Microsoft 365 E3 or E5

Extra Features?
Microsoft 365 E3 or E5 Extra Features provides additional features for your users. Some
features are only available for E5 subscriptions. The following table indicates which
features are available in Microsoft 365 E3 Extra Features and Microsoft 365 E5 Extra
Features subscriptions.

ﾉ Expand table

Feature Microsoft 365 E3 Extra Microsoft 365 E5 Extra

Features Features

Avatars for Teams Yes Yes

 Feature Microsoft 365 E3 Extra Microsoft 365 E5 Extra
Features Features

Microsoft Copilot Yes Yes

Microsoft Clipchamp Yes Yes

Microsoft Loop Yes Yes

Windows Autopatch Yes Yes

Windows Update for Business deployment Yes Yes

service

Customer Lockbox No Yes

Defender for IoT - Enterprise IoT Security No Yes

Immersive spaces for Teams No Yes

Information Protection and Governance No Yes

Analytics - Premium

Microsoft Defender Application Guard for No Yes

Office

Machine Learning-Based Classification No Yes

Microsoft Endpoint DLP No Yes

Microsoft Insider Risk Management No Yes

Safe Documents No Yes

Universal Print Yes Yes

Assign the Microsoft 365 E3 or E5 Extra

Features license to users
To use any of the features provided by Microsoft 365 E3 or E5 Extra Features, you must
assign a license for it to your Microsoft 365 E3 or E5 users. We recommend that you
assign the license to your users as soon as possible, so that they can use the features
and improve their Microsoft 365 experience.

You can use any of the following ways to assign the licenses.

Assign licenses to users in the Microsoft 365 admin center

Assign Microsoft 365 licenses to user accounts with PowerShell
 Assign licenses to users by group membership in Microsoft Entra ID

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Understand subscriptions and licenses
in Microsoft 365 for business
Article • 10/20/2023

When you buy a subscription to Microsoft 365 for business, you sign up for a set of
apps and services that you pay for on a recurring basis. The applications and services
that you receive as part of your subscription depend on which product you purchased,
such as Microsoft 365 Apps for business or Microsoft 365 Business Standard. You can
see what comes with each product on the Microsoft 365 for small and medium-sized
businesses page.

When you buy a subscription, you specify the number of licenses that you need, based
on how many people you have in your organization. After you buy a subscription, you
create accounts for people in your organization, and then assign a license to each
person. As your organizational needs change, you can buy more licenses to
accommodate new people, or reassign licenses to other users when someone leaves
your organization.

If you have more than one subscription, you can assign licenses to different people for
each subscription. For example, you can assign all of your users to all Microsoft 365
apps and services as part of a Microsoft 365 Business Standard subscription. You can
also assign a subset of users to Visio Online through a separate Visio subscription.

How many devices can people install Microsoft

365 on?
If your subscription includes any of the following products, each person can install
Microsoft 365 on up to five PCs or Mac, five tablets, and five phones.

Microsoft 365 Apps for business

Microsoft 365 Apps for enterprise
Microsoft 365 Business Standard
Microsoft 365 Business Premium
Microsoft 365 A3
Microsoft 365 A5
Microsoft 365 E3
Microsoft 365 E5
Office 365 A1 Plus
Office 365 A3
 Office 365 A5
Office 365 E3
Office 365 E5

What happens when you assign a license to

someone?
The following table lists what automatically happens when you assign a license to
someone:

If the subscription has this service This automatically happens

Exchange Online A mailbox is created for that person.

To learn about the SLA for this task to be completed, see
"Setting up..." messages in the Microsoft 365 admin
center .

SharePoint Online Edit permissions to the default SharePoint Online team

site are assigned to that person.

Microsoft Teams The person has access to the features associated with the
license.

Microsoft 365 Apps for enterprise The person can download Microsoft 365 apps on up to
and Microsoft 365 Apps for business five Macs or PCs, five tablets, and five smartphones.

Understand licenses for nonuser mailboxes

You don't need to assign licenses to resource mailboxes, room mailboxes, and shared
mailboxes, except when they are over their storage quota of 50 gigabytes (GB). For more
about nonuser mailboxes, see the following articles:

Create a shared mailbox

Remove a license from a shared mailbox
Shared Mailboxes in Exchange Online for all other Microsoft 365 plans.

Who can assign licenses?

Different types of admins can work with licenses in different ways, depending on their
roles. The following table lists the most common options. For a complete list of admin
roles and privileges, see About admin roles.
 Admin role Assign a Unassign a Buy more Delete an
license license licenses account

Billing admin No No Yes No

Global admin Yes Yes Yes Yes

License admin Yes Yes No No

Service Support No No No No
admin

User admin Yes Yes No Yes

Related content
Buy or remove licenses for your business subscription (article)
Assign or unassign licenses for users in the Microsoft 365 admin center (article)
Remove a license from a shared mailbox (article)
Contracts Frequently Asked
Questions
FAQ

General
Why can I see the Contracts list?
You can see the Contracts list if you're a valid Volume Licensing (VL) user. You're a VL
user if you meet one of the following requirements:

You're listed as a contact for the agreements in a legal Volume Licensing Program
form. Contact types include Primary Contact, Notices Correspondent, Online
Access Contact, Software Assurance Manager, Online Services Manager, or
Subscriptions Manager.
You're an Administrator with access to the agreements.

What is a Licensing ID?

A Licensing ID identifies the program level at which orders can be placed by an
organization. It can represent any of the following:

Enrollment (Enterprise or Select programs)

Agreement (Open Value program)
License (Open License program)
Public Customer Number (PCN) (Select Plus program)

Entitlements and site permissions are determined by the Licensing IDs available to your
organization.

Where are my MPSA contracts?

Microsoft Products and Services Agreement (MPSA) license information is managed in
the Microsoft Business Center or Microsoft Store for Business . No MPSA
information is displayed in this contracts list. To learn more about the MPSA, see Volume
licensing .
Why are some Licensing IDs for my organization
not displayed in the list?
A Licensing ID is displayed only if the user who is signed in has permission to view the
Licensing ID details. Permission to view a specific Licensing ID on behalf of your
organization is granted if you meet one of the following criteria:

You're listed as a contact for the agreements in a legal Volume Licensing Program
form. Contact types include Primary Contact, Notices Correspondent, Online
Access Contact, Software Assurance Manager, Online Services Manager, or
Subscriptions Manager.
You're Administrator with access to the agreements.

For more information about Volume Licensing permission roles and their allowable
actions, see the Permissions FAQ.

How long does it take for new license orders to

appear in the contracts list?
Recently purchased licenses are typically displayed in the list within 10 hours of
Microsoft receiving your order from the Microsoft partner. Delays of a few days to a few
weeks can occur if your partner delays forwarding the purchase order to Microsoft.
Licenses display in the summary when the Coverage Start period for the order is met for
all programs except Open License.

The following data is available in the contacts list:

ﾉ Expand table

Name of the Description

Column

Licensing ID Key contacts and related licenses of your organization by specific

Licensing ID

Parent Program Key contacts and related Licensing IDs for your organization by
Details licensing program

MBSA Details Key contacts and related Licensing IDs for your organization as
associated with a Microsoft Business and Services Agreement (MBSA)
 Name of the Description
Column

Organization The License Organization

Location The combination of city and county of the License Organization

End date The End date of the License

Status The status of the License

Roles Your permissions on the Contracts

What is the License Summary?

The License Summary displays real-time Volume License entitlements per Microsoft
product family and version for all active and inactive Licensing IDs in your permission
set. The License Summary displays purchase information related to traditional Microsoft
Volume License programs beginning in 1994. These programs include, but are not
limited to, Open, Open Value, Select, Select Plus, and Enterprise. Licenses purchased
under the MPSA program are not included in the VLSC Relationship Summary and can
be viewed separately in the Microsoft Business Center .

Access and create the License Summary

1. Sign into the Microsoft 365 admin center.

2. Go to Billing > Your products > Volume licensing > Contracts.

Filter the Licensing IDs for display in the License Summary

1. Use the check boxes to select the License IDs to be included in this summary.
2. Select Create License Summary. The License Summary is generated only for the
selected Licensing IDs.

Understanding the License Summary

What is a License Entitlement?
A License Entitlement represents your right to install and use software products as
detailed in the license agreement.
What is the Effective Quantity?
The Effective Quantity is the number of license entitlements per product and version
with upgrades. It's used to determine whether your organization has license shortfalls or
surpluses by product and version.

What is the Active SA (Software Assurance)

Quantity?
The Active SA Quantity is displayed in the License Summary. It represents the number of
licenses covered by Software Assurance (version upgrade protection) across all
Microsoft Volume License programs. The Active SA Quantity includes all types of
Software Assurance, including:

License and Software Assurance (L&SA)

Software Assurance (SA)
SA Step-Up

Why am I seeing Effective Quantity and/or

Active SA Quantity as zero (0)?
The license summary is intended to show the licenses your organization is entitled to
deploy and use. If the Effective Quantity in the generated license statement is shown as
zero, it means that your organization isn't entitled to use the license under the terms of
the set of licensing IDs selected for that statement. If the Active SA Quantity is shown as
zero, it means that the licenses under the set of licensing IDs used to generate the
statement don't have any valid or active Software Assurance coverage.

NOTE

For Online Services licenses, the Active SA Quantity is always zero, because Online
Services don't have SAs associated with them.

Does the License Summary include Original

Equipment Manufacturer (OEM) or retail license
information?
No. The License Summary only displays licenses acquired by your organization through
Volume Licensing programs.
Does the License Summary display what
software is deployed in my organization?
No. It's not possible for Microsoft to provide a list of product deployment details in the
License Summary. The License Summary shows you the software your organization is
entitled to install and use, but not what is currently deployed.

What is a Product Pool?

A License Pool groups licenses by product type. Microsoft Volume Licensing organizes
products into three pools:

Applications (for example, editions of Microsoft 365)

Systems (for example, versions of the Windows operating system)
Servers (for example, Exchange Server, SQL Server, and Windows Server)

What is a License Grant?

Occasionally, Microsoft Volume Licensing offers a promotion where purchase of a
specific product entitles the customer to the use of another product. Promotions are
typically conditional on active Software Assurance or Upgrade Advantage coverage on
the purchased product. For example:

A customer purchases one license for Exchange Server 2016.

The transaction has active Software Assurance or Upgrade Advantage coverage
during the offer.
Microsoft offers a promotion for one license of Skype for Business Server with a
purchase of Exchange Server 2016.

The License Grant is what entitles, or "grants," the customer to use the promotional
product. In the example above, the customer is granted the use of Skype for Business
Server.

For more information about License Grants, see the Microsoft Product Terms .

How can I see my License Grants?

License Grants are reflected in the Contracts list and in Downloads & Keys. In the
products list, products received from License Grants are shown with an asterisk (*) to
indicate that they weren't part of the original purchase.
How can I contact Microsoft Support?
To contact support by phone or by Web Form, see Contact Us. Microsoft responds to
Web Form submissions within 24 hours.

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Manage volume licensing user
roles Frequently Asked Questions
FAQ

General
How are new volume licensing (VL) users
notified about registration?
Newly added VL users receive an invitation email from microsoft-
noreply@[Link] instructing them to complete their registration. The email has
the subject "Action required: Sign in to manage your volume licensing assets" and is
sent to the business email address provided by the VL admin when they add a new user.

Who has permissions to manage VL user roles?

Every VL contract has at least one designated VL admin responsible for registering the
licenses and managing VL roles. This includes viewing, adding, editing, and removing VL
user roles, including for other VL admins.

Who is the VL admin?

By default, the VL admin role is assigned to the Notices Correspondent, or the Primary
Contact provided by the License Solutions Partner (LSP), or reseller, when setting up the
VL contract.

） Important

If you're the sole VL admin, your absence might hinder your organization's ability
to access and manage its VL entitlements. We recommend that you assign at least
one alternate admin per license ID.

What if I don't want to be a VL admin?

Primary or Notice contacts on the VL contract can choose to forward the invitation to
register a license ID to someone else who can then register as the VL admin, instead.
The admin should forward the invitation for each license ID that they don’t want to
administer.

VL admins who have already registered must assign other VL users as admins.

７ Note

There can be more than one VL admin. Assigning another person to be a VL admin
for a license ID doesn't remove you from the VL admin role for that license ID.

Who is my organization's VL admin?

For privacy reasons, we can't provide names of VL admins associated with your
organization. Ask your organization's LSP what contact information they provided for
your VL contract.

If necessary, your organization's purchasing, finance or IT departments might be able to

identity your Microsoft Reseller from your organization's purchasing records.

Do Global admins or Billing admins manage VL

roles?
Global and Billing admins don't have permissions to view or manage VL user roles in the
Microsoft 365 admin center unless a VL admin has assigned them a role.

Do VL admins manage Microsoft services?

VL admin permissions don't include permissions to manage Microsoft services like
Microsoft 365, or to add or remove users from the organization's tenant.

If a Global or Billing admin assigns non-VL admin roles to the VL admin, the VL admin
must use the same credentials that they use to sign in to the Volume Licensing Service
Center (VLSC).

For information about non-VL admin roles in the Microsoft 365 admin center, see About
admin roles in the Microsoft 365 admin center.

Do users retain access to VLs after they leave the

organization?
Access to VL information in the Microsoft 365 admin center is removed as soon as a
user's work or school account is removed from their organization's domain in Microsoft
Entra ID. However, the user is displayed on the Manage Assignments page until a VL
admin removes the user from all license IDs. For more information, see How do I edit or
remove permissions of existing VL users?

A VL admin can also manually remove VL permissions from a VL user who no longer
needs access but who remains in the organization.

How do I change Primary or Notice

correspondent contact information?
Primary or Notice Correspondents are formal contacts on the Microsoft VL contract
submitted to Microsoft by LSPs. To change these contacts for a license ID, contact your
Microsoft Reseller to process the change of contact request on your behalf.

Why can't VL admins view some license IDs for

their organization?
Microsoft assigns access at the level of the license ID (the program level at which orders
can be placed). Only license IDs for which you're assigned the VL admin role are
displayed on admin pages in the Microsoft 365 admin center.

How do I manage VL users and roles?

How do I manage users and roles?
VL admins can use the Microsoft 365 admin center to view, edit, or remove VL users for
license IDs that they administer.

1. Go to the Microsoft 365 admin center .

2. In the Navigation menu, select Billing > Your products, then select the Volume
Licensing tab.
3. In the Role assignments section, select Assign users to contracts or Manage VL
role assignments.

７ Note

There currently isn't a public facing API to manage VL user management tasks.
How do I know which VL role to assign?
There are seven distinct VL user roles that you can assign for each license ID. Each role
permits specific actions to manage VL.

The following table shows the relationships between VLSC user roles and Microsoft 365
admin center VL user roles and lists the actions those roles can take.

ﾉ Expand table

VLSC role Microsoft 365 Allowable actions

admin center
role

Administrator Administrator Can assign, edit, and remove VL user

permissions. Can perform all actions granted to
other VL roles.

Licensing Info Licensing Info Can view contract details, orders, and contract
Viewer Viewer keys, and create license summaries.

Download Product Can view contracts and download licensed

download Microsoft software products.
manager

Product Keys Product keys Can view contracts and contract keys, manage
reader activation and redemption of online services,
and view keys on the Products and services
page.

Software Benefits reader Can view contracts and manage Home Use
Assurance Program Software Assurance entitlements.
Manager

Online Services Online services Can view contracts and orders, reserve services,
Manager manager manage activation and redemption of online
services (also requires the Global admin role),
and manage subscriptions on the Billing >
Licenses page (also requires the Global admin
role).

N/A Invoice Reader Can view contracts, the list of invoices, and can
download invoices. Only users with the Bill to
 VLSC role Microsoft 365 Allowable actions
admin center
role

Contact role at the agreement level can see the

Invoice Reader role.

View existing VL users

1. Go to the Microsoft 365 admin center .
2. In the Navigation menu, select Billing > Your products, then select the Volume
Licensing tab.
3. In the Role assignments section, select Manage VL role assignments. The Manage
Assignments page opens and contains a list of VL users for the license IDs that you
administer.
4. Select View access for a user to view the license IDs for which they have
permissions.

） Important

Users assigned a VL role in the Volume Licensing Service Center (VLSC) prior to
September 15, 2023, and who didn't complete their registration by that date, aren't
included in the Manage Assignments list in the Microsoft 365 admin center. If
necessary, VL admins can use Assign users to contracts to add them back.

Understand the Manage Assignments page

The Manage Assignments page contains a list of all the VL users that you invited and
includes information like their status and the VL roles that you assigned to them. The
following table explains each column in the list.

ﾉ Expand table

Column Descripton
name

Display The user's full name. This is automatically populated for users who belong
name to the tenant. If you add external users who belong to the tenant, make sure
that you enter the full name of the user.
 Column Descripton
name

Status Indicates the status of the user. For a list of explanations for the possible
status, see the table in the "Understand VL user statuses" section.

Actions Indicates the action you can take for the user. For example, View access,
Resend invite, and Reset invite.

Sign-in The email address used to sign in to Microsoft 365 admin center. In most
email cases, this is the user's work email, but formats like
user@[Link] are also possible. This is useful for
organizations that haven't enabled Microsoft Entra.

Business The email address listed on the VL contract – typically the Primary Contact
email or Notices Correspondent.

When you add new VL users, the invitation is sent to the Business email
address so that the admin can then forward it to the new user.

Volume Lists the VL roles assigned to the user.

licensing
roles

Understand VL user statuses

The following table lists the statuses that you might see in the Status column on the
Manage Assignments page.

ﾉ Expand table

Status Description

Active The user already has registered permissions to one or more license IDs.

Assignment in A VL admin has assigned permissions, and no further edits can be made
Progress until the status is active. This might take up to two hours during peak
processing periods.

Failed Permissions assignment has failed. VL admins should assign

permissions to the user again. If role assignment continues to fail,
 Status Description

contact support to help investigate the problem.

Invitation sent The user has yet to register their assigned permissions by accepting the
invitation email.

Invitation The user failed to register their assigned permissions by accepting the
expired invitation email. The VL admin can reset the invitation.

User not found The user isn't in the organization's tenant.

Manage VL admin inheritance

If you're the Primary Contact, Notices Correspondent, or Online Access Contact named
on a Microsoft Business and Services Agreement (MBSA), you can opt in to inherit VL
admin permissions on every license ID added under that MBSA.

To view your opt-in preferences, use the following steps.

1. Go to the Microsoft 365 admin center .

2. In the Navigation menu, select Billing > Your products, then select the Volume
Licensing tab.
3. In the Preferences section, select Edit preferences.

The Preferences details pane displays your name, login email, business email, list of
assigned roles, and whether you've chosen to inherit an Administrator role for all future
enrollments added under the MBSA.

７ Note

The VL admin can't edit or remove permissions on a license ID where permissions

are inherited from the higher-level agreement (the MBSA).

How do I assign roles to VL users?

Step 1. Add new VL users
Add new users who don't already have VL permissions.
 1. Go to the Microsoft 365 admin center .
2. In the Navigation menu, select Billing > Your products, then select the Volume
Licensing tab.
3. In the Role assignments section, select Assign users to contracts.
4. Select Add or edit users.
5. Search for and select the users whom you want to add.
6. If a user's business email is different from their sign-in email, enter the alternate
email address.
7. Select Review + Apply.
8. Continue to "Step 2. Assign contract IDs to VL users."

Step 2. Assign contract IDs to VL users

1. On the Assign users to contracts page, select the expand button next to a user,
then select Add contracts. You see a list of all the license IDs for which you're an
administrator.
2. Select the contracts that you want to assign to the selected user, then select Add.
3. When you return to the Assign users to contracts page, expand the user details
again. You now see the list of license IDs that you assigned to that user.
4. Continue to "Step 3. Assign VL roles to users."

Step 3. Assign VL roles to users.

After a license ID is assigned to a VL user, you can assign VL roles. A user might have
different VL roles for different license IDs.

1. On the Assign users to contracts page, select the expand button next to a user,
then select Assign roles. You see a list of all the license IDs that are assigned in the
previous step.
2. In the Assign roles to selected contracts pane, select one or more roles from the
Volume licensing roles drop-down list.

To assign the same roles for other license IDs, select Copy role properties.
Select other license IDs that you want to assign the same roles for, then select
Paste role properties.

3. Select Apply.
4. When you return to the Assign users to contracts page, you see the user's details
now include the new VL roles.

To save the updates, select Verify and save user assignments. When you save updates
to VL users, they receive a welcome email inviting them to register their permissions.
The email comes from microsoft-noreply@[Link] with the subject line "Action
required: Sign in to manage your volume licensing assets."

New users can access and manage the license ID based on the VL roles that you
assigned to them approximately two hours after registration is complete.

A notification email is also sent to users if their permissions for a license ID change. This
email also comes from microsoft-noreply@[Link], with the subject line
"Permission changes for Microsoft Volume Licensing contracts."

How do I edit or remove permissions of

existing VL users?
When you delete a VL user, the permissions assigned to that user are removed for all
the license IDs to which they were assigned, and the user is removed from the Manage
Assignments list.

1. Go to the Microsoft 365 admin center .

2. In the Navigation menu, select Billing > Your products, then select the Volume
Licensing tab.
3. In the Role assignments section, select Manage CL role assignments.
4. Find the user you want to manage roles for, and select View access.

In the details pane, select the Volume licensing roles drop-down list for the
license ID that you want to change, then either select or clear the check boxes
for the roles you want to add or remove.

5. Select Verify and save changes.

An email is sent to notify the user of the changes.

７ Note

Updated permissions can take up to two hours for the role change to be reflected
on the Manage assignments page. For new agreements, it can take up to 10 hours
for contract changes to take effect.

How do I provide feedback about VL features

in the Microsoft 365 admin center?
Microsoft welcomes feedback about existing VL functionality and suggestions for new
features. You can use the Give feedback button on the bottom right of any page in the
Microsoft 365 admin center to submit your feedback directly to our product engineering
team. Providing screenshots and details helps the team investigate and incorporate your
feedback.

How do I contact support?

1. In the Microsoft 365 admin center , select the Help & support button.
2. Type a description of your issue into the text box.
3. If none of the offered solutions match your needs, you can submit a support ticket
to the VL support team. Be sure to provide your VL license ID and a phone number
where our team can use to reach you.
4. Choose email method to reach out to support team.
5. You can also Contact Us by phone or by web form for VL support.

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Downloads Frequently Asked
Questions
FAQ

What are the requirements for

downloading software from the
Microsoft 365 admin center?
You must purchase a license for the products you plan to download and have access to
a valid product key for each license to complete the installation. Verify your license
agreement before you download products.

You can find the system requirements for each product by signing into the admin center
and going to Your products > Downloads page > Product description.

７ Note

Not all products require a product key.

What products can I download from the

admin center?
If your download rights are associated with the Open License, Open Value, or Open
Value Subscription program, you can download only those products you've already
purchased. The admin center displays downloads only for licenses you’ve purchased.

Other licensing programs (Select Plus, Enterprise, Campus, or School) allow you to
download any product from the catalog before you purchase licenses.

If your profile is linked to both Open and other licensing programs, you can view the
entire catalog.

To determine if a product is eligible for download:

1. Select Volume Licensing, and then select the product or View downloads.
 2. Under Download, if the product isn't available, you see “This product is not
available for download.”

What is a Client Access License (CAL)?

A Client Access License (CAL) is a license that gives a user the right to access the services
of the server.

You don't need a software download file or product key to activate a CAL. Instead, the
product is activated and installed through the activation wizard directly from your
computer.

Examples of CALs include:

Windows Server
SQL Server
Exchange Server
Skype for Business Server
SharePoint Server
System Center
Project Server

How do I download Microsoft 365 for

Mac?
To run a volume licensing version of Microsoft 365 for Mac, you must download and
install the following files:

The Volume License (VL) Serializer package located in the Microsoft 365 for Mac
download file.
The Microsoft 365 for Mac installation package. Installer package files for
individual applications are also available on the Microsoft 365 admin center.
Microsoft 365 for Mac doesn’t require a product key because the VL Serializer is
used to activate a volume licensed version of Microsoft 365 for Mac.

How do I download products in the

admin center?
To download products in the admin center:
 1. Select Volume Licensing, and then select the product or View downloads.
2. Under Download, select a component and select a download action or the
download icon.

To access downloads in the admin center, a VLSC administrator in your organization can
provide access by assigning you to one of these roles:

Administrator
Download
Software Assurance Manager

How do I change my download

settings?
To access download settings in the admin center:

1. Select Volume Licensing, and then select the product or View downloads.
2. Under Download, select the Language and Operating System Type.

７ Note

Pop-up blockers can block downloads. Make sure pop-up blockers are disabled
when you download software from the admin center.

What are EXE and ISO files?

You can select two file types when you download products from the admin center:

Executable (EXE) files can be downloaded and installed on the same system, but
you can’t create separate boot disks for installation on other computers.
ISO (International Standards Organization) image files are exact representations
of the content and the logical format. You can install these on the computer used
to download the package or write the files to disks for distribution and installation
on other computers.

７ Note

Not all products are available in all languages and in all formats.
How do I use ISO image file software to
download and save ISO image file to a
CD-R or a DVD-R disk?
If you're using a PC with the Windows operating system, you don't need additional
software to burn a CD-R or DVD-R. Double-click the ISO file you downloaded, and then
follow the steps in the Image Burner Wizard.

If you're using any operating system other than Windows, you might need additional
software. If your computer is equipped with a CD/DVD burner, the software is probably
loaded on your PC. Most CD-R/DVD-R writing software allows you to create a disk from
an image file. Select a menu item such Copy Image to CD or Burn Image to access to
access this feature.

How do I mount and access ISO files as

a virtual device?
If you don't have a CD/DVD burner installed on your computer or media isn't available,
you can mount the ISO file as a virtual drive. With this method, your computer believes
that the file is a real disk drive, and you can read files from this virtual disk.

７ Note

This approach is advisable only for installing applications such as Microsoft 365 or
minor system upgrades. You can't install an operating system using this approach
because the virtual drive disappears during the installation.

How do I get support for downloaded

products?
For a list of support options, see Microsoft Support . Some Volume Licensing
customers can use Problem Resolution Support, a Software Assurance Benefit. Review
your Software Assurance Benefits to verify your eligibility.
Where can I find support for the topics
covered in this FAQ?
For more training resources, including videos, see Microsoft Volume Licensing Service
Center training and resources .

How can I contact Microsoft Support?

For VLSC customer phone or web form support, see Contact Us. Microsoft responds to
web form submissions within 24 hours.

Additional resources
Product keys FAQ

Online services activation for Open programs FAQ

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Product keys Frequently Asked
Questions
FAQ

General
What are product keys?
A product key allows you to use a software product you have licensed under a specific
volume licensing program. The product keys listed in the Microsoft 365 admin center
should be used only with volume license products and are intended for use only by your
organization.

An Online Service Activation (OSA) key is a single-use product key used to activate
Microsoft Online Services subscriptions.

For more information, see Online Service Activation for Open programs FAQ.

How to find product keys in the Microsoft 365

admin center
1. Sign into the Microsoft 365 admin center.
2. Go to Billing > Your products > Volume licensing > Downloads & keys > hover
on product and select View keys.

You find product key information for each product, the type of licensing (Volume
Licensing Key, Key Management Service (KMS), and Multiple Activation Key (MAK)) and
the number of used and available MAK activations.

Select Download all product keys to download the keys displayed for a license to a
local drive.

How to find SQL Server product keys

The SQL license key is embedded in the software's activation wizard rather than
displayed in the admin center and is detected automatically during installation. For
more information, see The SQL Server Installation Guide.
You can also find the key by downloading the SQL ISO file from the admin center >
..\x64 folder > [Link] file. Make sure to back up any existing version before
installing or upgrading SQL editions. If you need help with troubleshooting technical
issues during product installation or online service activation, contact Microsoft
Technical Support by submitting a Technical Support request .

How to find a product key for Volume Licensing

purchase
If your agreement authorizes access to a product that requires a key, you can find those
keys by going to Billing > Your products > Volume licensing > Downloads & keys.

However, some products don't require a product key. This information is listed in the
product description in the Downloads and Keys catalog.

To determine if your product requires a key, go to Product activation and key

information . Under Find Products, choose a product or search for your product name.

What is a setup key?

A setup key is used for each product/version combination to unlock the product by
bypassing activation. You can get a setup key in one of two ways:

Physical fulfillment For products acquired through physical fulfillment, the setup
key is printed on the media sleeve.
Download fulfillment For products acquired by download from the admin center,
the setup key is displayed on the download screen and could be accompanied by
the following text: Some products available for download require setup keys. Note
the setup key as it's needed during product installation. For more on setup keys,
see KMS client setup keys.

What determines which product keys are

associated with my agreements?
Volume License product keys are provided for each Licensing ID listed in your Microsoft
Relationship Summary. This Relationship Summary is on the Volume Licensing Service
Center. For more information, see What is a Licensing ID. You could have several
Licensing IDs:

Enterprise Agreement (EA) and Select Plus customers receive product keys per
product pool (Systems, Servers, and Applications).
 Select Agreement customers receive product keys per product pool (Systems,
Servers, and Applications) based on their purchasing forecasts.
Open License customers and Open Value customers receive applicable product
keys based on their license purchases.

For more information, see the License Summary FAQ.

７ Note

All customers have the right to use product keys for re-imaging and downgrade
purposes. Select Plus, Enterprise Agreement (EA), and Select customers have limited
evaluation rights for training and back-up. For more information, see Product
licensing briefs .

Volume activation
What is volume activation?
Volume activation is a configurable solution that helps automate and manage the
product activation process on computers running Windows operating systems licensed
under a volume licensing program. Volume activation is also used with other software
from Microsoft, including Microsoft 365, sold under volume licensing agreements and
that support volume activation. For more information, see:

Tools to manage volume activation of Office

Volume Activation for Windows 10

Volume activation applies only to systems covered under a Volume Licensing program
and is used strictly as a tool for activation. It's not tied to license invoicing or billing.

Volume activation provides two ways to complete volume activations. Either or both key
types can be used by customers to activate systems in their organization:

Key Management Service (KMS) allows organizations to activate systems within

their own network.
Multiple Activation Key (MAK) activates systems on a one-time basis, using
Microsoft hosted activation services.

What is the Key Management Service (KMS)?

KMS is an activation service that allows organizations to activate systems within their
own network by eliminating the need for individual computers to connect to Microsoft
for product activation. It doesn't require a dedicated system and can be co-hosted on a
system that provides other services.

KMS requires a minimum number of either physical or virtual computers in a network

environment. These minimums, called activation thresholds, are set so that they're easily
met by Enterprise customers.

Activation thresholds for Windows

Your organization must have at least five computers to activate servers running
Windows Server.
Your organization must have at least 25 computers to activate client systems
running Windows.
Activation thresholds for Microsoft 365
Your organization must have at least five computers running an edition of
Microsoft 365 to activate installed Microsoft 365 products using KMS.

For more information about activation thresholds, see the Volume Activation Planning
Guide.

What is a KMS host key?

A KMS key is used to activate the KMS host computer with a Microsoft activation server
and can activate up to six KMS hosts with 10 activations per host. Each KMS host can
activate an unlimited number of computers.

Why is no KMS key displayed on Microsoft 365

admin center for Open License customers?
KMS keys are no longer pre-assigned to Open agreements as use of Multiple Activation
Key (MAK) is the preferred method for activation.

KSM keys can be assigned, by exception, to Open customers who meet the minimum
KMS activation threshold for Windows Server, OS, and Microsoft 365. To request an
exception, submit a web form request to Microsoft Support.

To request an exception, you must have VLSC Administrator, Key Administrator, or Key
Viewer permissions and provide the following information:

Agreement / Enrollment Number or License ID and Authorization.

Product Name (including version and edition).
 Last 5 characters of the product key.
The number of host activations required.
Business justification or reason for deployment.

What if I need additional KMS hosts?

If you require additional KMS activations for activating more than six KMS hosts, submit
a web form request to Microsoft 365 admin center support.

To request an exception, you must have VLSC Administrator, Key Administrator, or Key
Viewer permissions and provide the following information:

Agreement / Enrollment Number or License ID and Authorization.

Product Name (including version and edition).
Last 5 characters of the product key.
The number of host activations required.
Business justification or reason for deployment.

What is a Multiple Activation Key (MAK)?

A Multiple Activation Key (MAK) activates systems on a one-time basis, using Microsoft
hosted activation services that require connection with a Microsoft activation server.
Once computers are activated, no further communication with Microsoft is required.

Important The number of allowed MAK activations is based on your Volume Licensing
agreement.

Why doesn't the number of MAK activations

provided match the number of licenses we
purchased?
We recommend customers use KMS to activate Multiple Activation Keys (MAK). KMS is
the preferred activation method for large scale deployments. Many factors determine
the number of activations associated with each MAK, including licenses purchased, the
customer purchase pricing level, and their Volume Licensing program.

The number of activations available for a product won't always match the number of
licenses purchased. Usually, you receive more activations in case you need to reinstall
and activate some of your products. Check the Licensing Summary section of your
agreement to view the number of licenses.
How to request an increase to MAK activation
limits
Increases to MAK activation quantity can be requested via web form and are granted by
exception. For Canada and the United States, submit Volume Licensing Support
Requests . For all other countries/regions, submit a Support Web Form.

To request a MAK activation limit, you must have VLSC Administrator, Key Administrator,
or Key Viewer permissions and provide the following information:

Agreement/Enrollment Number or License ID and Authorization.

Product Name (including version and edition).
Last 5 characters of the product key.
The number of host activations required.
Business justification or reason for deployment.

How to activate licenses using a Multiple

Activation Key (MAK)
You can activate licenses in one of two ways using MAK:

MAK Independent Activation Each computer individually connects to Microsoft by

using the web or telephone to complete activation.
MAK Proxy Activation One centralized activation request is made on behalf of
multiple computers with a single connection to Microsoft online or by telephone.
This method uses the Volume Activation Management Tool (VAMT), which is a part
of the Windows Automated Installation Kit (WAIK). VAMT enables IT Professionals
to automate and centrally manage the Volume Activation process using MAK and
includes a check on the number of activations on the MAK.

What is the Volume Activation Management Tool

(VAMT)?
The Volume Activation Management Tool (VAMT) is a tool that allows network
administrators and other IT professionals to automate and centrally manage the
volume- and retail-activation process for Windows, Microsoft 365, and select other
Microsoft products. VAMT can manage volume activation using Multiple Activation Keys
(MAKs) or the Windows Key Management Service (KMS). VAMT is a standard Microsoft
Management Console (MMC) snap-in that requires the Microsoft Management Console
(MMC) 3.0.
For information on VAMT, see:

Volume Activation Management Tool (VAMT) Technical Reference

Managing Activation Using the Volume Activation Management Tool (VAMT)
Download Volume Activation Management Tool (VAMT)

What should I know about using Windows

Server as the KMS host to activate Windows
clients?
If you deploy Windows using Key Management Service (KMS) as the activation method,
note that:

Windows Server isn't supported as a KMS host to activate Windows.

A Windows Server KMS key is required to get a patch to allow activation of
Windows client machines. For the latest patch, see Configure a KMS host computer
to activate volume licensed versions of Microsoft 365.

If you're using Windows Server as a KMS host, you can:

Upgrade the KMS host machine to Windows Server.

Downgrade the machine to Windows Server 2003.
Run the KMS host on a Windows volume edition machine.
Run a Windows Server virtual machine.

What should I know about Volume Activation for

Microsoft 365, Project, and Visio?
The following Volume Activation changes are related to Microsoft 365, Project and Visio:

Office KMS Host activates any Office suite or application.

Only one Office KMS key should be installed and used for activation.

If you deploy Microsoft 365 using Key Management Service (KMS) as the activation
method, note that:

You can't activate Microsoft 365 using KMS if you use Windows Server as the KMS
host.
A patch isn't available to allow activation of Microsoft 365 apps.

If you're using Windows Server 2008 as a KMS host, you can:

Upgrade the KMS host machine to Windows Server.

 Downgrade the machine to an older version of Windows Server.
Run the KMS host on a Windows PC.
Run a Windows Server virtual machine on a newer version of Windows Server.

How to activate Windows Terminal Server and

Remote Desktop Service (RDS)
After you download your server media from the VLSC you can activate it by using the
product activation wizard. You don't need to locate a volume license key or product set
up key in the VLSC. Completing all the activation wizard steps prompts the Server to
connect with the Microsoft Clearing House via the internet to validate the data.
Alternatively, for offline servers the activation wizard offers phone or web activation.

To begin, assign a Remote Desktop Licensing role for the server, (Start > Administrative
Tools > Server Manager) and then activate the RDS Service from your Remote Desktop
License Manager. Select Start > Administrative Tools > Remote Desktop Services, and
then select Remote Desktop/Terminal License Manager.

During activation, you're asked to select the License Program and Agreement Number.
For Open License customers, enter your Authorization Number. For MPSA, enter your
Purchase Account Number (not the MPSA Agreement number). If you're unsure of the
program type for the License ID used to purchase your CAL licenses, go to the VLSC
Relationship Summary and refer to the Parent Program column.

For information about licensing Terminal Server, see Terminal Server licensing. For
information on how to install the remote desktop licensing role and activate the license
server, see Activate the Remote Desktop Services license server and Cannot connect to
RDS because no RD Licensing servers are available.

Can organizations within the same ownership

structure use the same key to deploy a product?
License compliance and asset management are independent of key activation.
Customers don't have to use the keys provided under a specific Licensing ID
(agreement, enrollment, affiliate, or license). If a parent organization has an individual
agreement, it can use the same key to deploy a product across parent and child
organizations. This flexibility allows customers to centrally manage their deployment
image by using either keys specific to agreements/licenses or one set of keys for all.
Can I use my Volume License Keys to exercise my
re-imaging rights?
Yes. Re-imaging rights are granted to all Microsoft Volume Licensing customers. Under
these rights, customers can re-image Original Equipment Manufacturer (OEM) or Full
Packaged Product (FPP) licensed copies by using media provided under their agreement
if the copies made from the Volume Licensing media are identical to the original
licensed product. As a Volume Licensing customer, you can find the Volume License
Keys on the product key page or request your keys through a Microsoft Activation
Center .

７ Note

If you're an Open License customer, you must purchase at least one unit of the
product that you want to re-image to obtain access to the product media and
receive a product key.

For more information on re-imaging rights, see Product licensing briefs .

How to download my keys to a local file

The Microsoft 365 admin center offers an option to download product keys to a local
file for later use. When you download product keys from the Downloads and Keys page,
the file contains all Volume License Keys associated with agreements in your admin
center profile. However, if you download keys from the Licensing ID view on the
Relationship Summary page, the file contains only the keys associated with the Licensing
ID you're viewing.

A downloadable product key file is in a tab-delimited format and can be opened in Excel
or a text editor to sort and view keys. These are the columns included in the file: License
ID, Parent Program, Organization, Product, Product Key, Type, and MAK Activations-
Used/Available, Seats and OSA Status.

To open a downloaded file in Excel, complete these steps:

1. Open Microsoft Excel.

2. Select File > Open, and then select the downloaded CSV file.
3. Select Delimited (the default), and then select Tab-separated (to prevent the
display of all data in a single column).
4. Select Finish.
The .CSV file opens in Excel and the data is displayed in separate columns.

Support
How to contact support
Microsoft 365 admin center customers can contact support by phone or by web form.
Microsoft responds to web form submissions within 24 hours. To contact support, see
Contact Us.

Additional resources
Downloads FAQ

Online service activation for Open programs FAQ

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License Reservation Frequently
Asked Questions
FAQ

Make a license reservation

７ Note

Online reservation orders apply only to customers with Enterprise Agreements,

Enterprise Agreement Subscriptions and Enterprise Agreements for Government
Partners.

A License Reservation allows a customer to place a License Reservation order to migrate

on-premises assets to the Cloud without a Purchase Order.

Only Online Services are eligible for License Reservation orders.

Reservation orders are a financial obligation that is realized during the true-Up or
annual order process. This is based on the Usage Date of the reservation and the
quantity reserved.
You can place Reservation orders for the current date or a future usage that is no
more than six months in the future.
You can cancel Reservation orders up to 72 hours from the start the usage date
(weekends and holidays included).
Reservations can't be made if the enrollment has expired or in the last 30 days of
agreement anniversary. Consult your Microsoft Reseller about ordering options
instead.

Who is eligible to place Reservation

orders?
You must have one of the following volume licensing roles to be able to place on online
Reservation: Administrator or Online Service Manager.

７ Note
 A Microsoft Licensing Solution Partner can place a reservation on behalf of their
customer if granted permission by the customer.

How do I make a License Reservation

order?
1. Go to the Microsoft 365 admin center and sign in with your credentials.

2. In the Navigation menu, select Billing > Your products, then select the Volume
licensing tab.

3. Select Make reservations.

4. From your list of Enterprise Agreements for License Reservation, select the active
agreement to proceed with the online reservation.

5. Select the Usage Date for the online reservation and then select View services. The
Usage Date is the date that the online reservation can start to be used.

７ Note

Selecting a usage date within 60 days of your anniversary date may impact
your ability to step-up licenses.

Reservation is not possible within 30 days of the agreement's anniversary

date.

After you place a reservation, you can't change it. However, you may cancel a
submitted reservation up to 72 hours from the start of the usage date
(weekends and holidays included).

6. Select Add services to see a list of eligible Online Services available for reserving
online.

7. Select the online services that you want to reserve. Select Add services.

8. For each service, add usage details: usage country and the number of licenses to
be reserved.

9. Review the reservation for accuracy, then select Reserve services to continue.
10. The Reservation Confirmation pop-up window displays. After reading and
agreeing to the terms of services, select Place Reservation.

11. Your online reservation is complete.

How do I cancel Reservation order?

1. In the admin center, go to the Billing > Your products page, select the Volume
licensing tab, then select View Reservation.

2. Search for the reservation order that you want to view details of or cancel through
the search bar on the top right: by Reservation ID, Licensing Contract ID, or
organization.

７ Note

A message appears if you don't have any previous reservations.

3. Copy the reservation ID and then select the Cancel button under the Action
column.

4. Paste the reservation ID and enter the reason for cancellation.

5. Select OK to cancel the reservation.

７ Note

You can cancel a submitted reservation within 72 hours of the usage date.

How can I view my Reservation History?

1. In the admin center, go to the Billing > Your products page, select the Volume
licensing tab, then select View Reservation.

2. Search for the reservation order that you want to view details of or cancel through
the search bar on the top right: by Reservation ID, Licensing Contract ID, or
organization.

3. Select the Details button under the Action column to the view details.

７ Note
 A message appears if you don't have any previous reservations.

At anniversary time, can I pay only for

the licenses I have used?
No, you must pay for all the licenses you committed to when you reserved them.

What services are available for

Reservation orders?
Availability of services is based on customer eligibility and whether Microsoft products
are available through reservation orders. Services that are eligible for reservation are
listed on the Online Services pop-up.

Microsoft volume licensing has three categories of Online Services Reservations.

Standard Reservations: Products configured for this type of reservation are

available to customers with a valid Enterprise Agreement and Microsoft 365 admin
center sign-in credentials.
License Reservation Only: Products configured for this type of reservation require
that customers have either a prior purchase (Order history) or Price fixed (Special
Pricing) to see the offer on Microsoft 365 Admin center for reservation. This
category includes some of our more complex product configurations such as Add
On services that require a base license. Microsoft uses this categorization to reduce
the risk that customers unintentionally order incorrect services. Your Microsoft
Licensing Solution Partner should be able to assist you in placing the necessary
orders.
A third category of Services isn't configured for online reservation, so your
Microsoft Licensing Solution Partner needs to always place a manual order.

７ Note

For reservations to be available, you must have already signed the Updated
Enterprise Agreement (uEA) Amendment or have an agreement from 2011 or later.
The product must have been ordered previously or be price locked in the Customer
Price Sheet (CPS).
What if I don't have the authority to
accept the Reservation Commitment
required for submitting a Reservation
order?
A Reservation order is a financial commitment to purchase reserved items. If you don't
have the authority to accept this commitment, work with the person in your
organization who is authorized to do so.

Who can I contact with other questions

regarding Reservation orders?
Contact your Partner or Microsoft Representative with any questions.

Contact Assisted Support

1. Microsoft 365 admin center Volume Licensing customers may also Contact Us by
phone or by web form. Microsoft responds to web form submissions within 24
hours. In the Microsoft 365 admin center, select the Help & support button.
2. Type a description of your issue into the text box.
3. If none of the resolutions offered match your needs, you have the option to submit
a support ticket to the VL support team. Be sure to provide your VL contract ID,
Reservation ID and the phone number our team can use to reach you.

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Online service activation for Open
program Frequently Asked
Questions
FAQ

How do I activate online services

purchased through the Open programs
(Open, Open Value, and Open Value
Subscription)?
Open customers can activate online services in two ways:

1. After you order your online services through the Open program family, you'll
receive an email with a link and instructions to activate your services. OR
2. Go to the Microsoft 365 admin center and sign in with your credentials.

In the Navigation menu, select Billing > Your products, then select the Volume
licensing tab.
Go to Product & Services or Contracts modules and under the Keys section, select
the license ID to manage.
Select the Manage activation link, then select Start Activation. A product
activation window opens and prepopulates the key.
Continue the remaining activation steps to complete product activation.

Successful activation is completed within 48 hours on the Microsoft 365 admin center.

I don't see my Azure order. What should

I do?
Azure orders are activated through keys located in the Product & Services module in
Microsoft 365 Admin Center. For information about activating Microsoft Azure, see Get
Started with Azure in Open Licensing page .
What is a work or school account and
why do I need one to activate online
services?
A work or school account is intended for users to sign in to the organization Microsoft
services. The sign-in typically uses the form username@[Link] or
username@[Link], where orgname is their organization email
domain name.

How do I know if my organization

already has an account?
The organization name associated with your work or school account is taken from the
License ID of the service you're activating. If an account exists, the organization name is
prepopulated in the Organizational Account set-up and already linked to your
organization from the original online service order. The registration process validates
whether your organization has an account.

If the field for Company is available, finish the registration process to sign in and
activate the service. If this field isn't available, you must register the organization. You
must be a Global administrator to register an organization for an account.

When you request a work or school account, your request is sent to your organization
Tenant administrator who grants or denies your registration request. Use this work or
school account when you sign in to Microsoft 365 admin center

Why does the activation portal log me

out after I activate an online service?
When you activate Online Services under the Open License program, each agreement is
activated separately. To ensure that licenses aren't activated on the wrong tenant, each
activation is handled in a separate session.

How does Online Service Activation

work for Open License purchases?
Microsoft Online Services for Open Agreements has moved to a keyless handling
activation model. After you order Open online services, you receive an email with a link
and instructions to activate your services.

What if I want to assign my purchase to

a different organization?
To assign products to a new organization, go through the sign-up steps to create a new
organization. Next, you can assign any seats or products you purchased.

I just activated my online service. Why

does it still say I need to activate my
service on the Manage Activations page
on the Volume Licensing Service
Center?
It can take up to 24 hours for the service you activated to appear as status Activated.

How do I contact support?

For phone or web for support, see Contact Us. Microsoft responds to web form
submissions within 24 hours.

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Microsoft volume licensing invoices
Article • 02/21/2024

） Important

This article applies only to non-Azure volume licensing (VL) invoices and explains
the format of the invoice PDF and invoice recon file that are available to VL
customers.

Volume licensing (VL) customers with non-Azure products bought under a direct VL
agreement can access their invoice in the Microsoft 365 admin center. This invoice
applies to all types of VL programs except Microsoft Products & Services Agreements
(MPSA), Federal Government, Special agreements, and Select Plus agreements.

Before you begin

To access VL invoices in the Microsoft 365 admin center, you must satisfy the following
conditions:

1. You must be the Bill To contact for the corresponding contracts.

2. You must be a Volume Licensing Service Center (VLSC) user.

View or download your bill

1. In the Microsoft 365 admin center, go to the Billing > Your products page.
2. Select the Volume licensing tab, then select Contracts.
3. Find the contract you want to see invoices for, select the three dots (more actions),
then select View Invoices.
4. On the Invoices page, you see the list of invoices generated for that contract, and
you can download the invoice PDF and invoice recon file. For information about
the invoice recon file, see Overview of the invoice recon file later in this article.

Overview of the invoice PDF

Your invoice is a PDF that contains at least two pages.

Page one is the billing summary, and contains general information about the invoice,
amount due, and payment instructions, if applicable. It also contains address
information for your organization and high-level details about your order.
Page two and beyond lists the individual products in your order. The last page contains
the Net Amount, Sales Tax, and Total, which correspond with the amounts shown in the
Summary section on page 1.

Understanding your invoice

At the top of page one of your invoice is the Summary section.

The following table explains the terms in the Summary section of your invoice.

ﾉ Expand table

Term Description

Invoice A unique number generated by Microsoft that identifies your spending for the
Number corresponding billing period.

Invoice Date The date Microsoft generated the invoice.

PO Number The purchase order (PO) number that you specify. The PO number can't be
updated on an invoice that is already paid.

PO Date Generally, the date when the order was entered into Microsoft systems.

Billing Period The date range covered by the invoice.

Due Date The date when the invoice payment is due to Microsoft.

Payment Explains the arrangement for when the invoice payment is due.
 Term Description

Terms

Total Amount The total amount of all charges for the specified billing period.
Due

Addresses
The addresses shown on your invoice might be different, depending on the size and
configuration of your organization.

The following table explains the terms for the addresses section of your invoice.

ﾉ Expand table

Term Description

Sold To The name and address of the organization that bought the subscription.

Bill To The address of your billing department.

Ship To Contains details of the location where the products are shipped or used for tax
exemption, if applicable.

End The address where the service is used.

Customer

Billing Summary
The Billing Summary section gives the breakdown of the total amount due.

Total=Charges-Commitment Usage (if applicable)+Sales Tax

Payment Instructions
The PAYMENT INSTRUCTIONS section contains the account information you need to
send your wire transfer payment.

Billing Details By Product

Page two lists billing details by product, including unit price, quantity, commitment
usage (if applicable), net charge, tax rate, tax amount, and total corresponding to each
usage charge.
Overview of the invoice recon file
The invoice recon file is a CSV file that includes the same information as the Invoice in a
format that facilitates quicker reconciliation. The following table explains the line-item
details in the invoice recon file.

ﾉ Expand table

Line item Definition

Invoice Number A unique number generated by Microsoft generated that identifies

your spending for the corresponding billing period.

Invoice Date The date Microsoft created the invoice.

Document Type Determines whether it's an invoice or credit note.

Agreement Number The contract number.

Bill To Customer Number, Bill To Customer Name, and Bill To Customer

Country are details of the billing department.

Sold To Customer Number, Sold To Customer Name and Sold To Customer

Country are details of the organization that bought the subscription.

Ship To Customer Number, Ship To Customer Name, and Ship To Customer

Country are details of the location to which the products are shipped
or used for tax exemption, if applicable.

End Customer Name and Details of the final consumer where the service is used.
End Customer Country

Purchase Order Number The purchase order (PO) number that you specify.
Line item Definition

Billing Currency Shows the currency chosen by the end customer in terms of payment.

Transaction Type Reflects whether it's a debit invoice or a credit memo.

Line Item Number The line ID for internal reference.

Usage Country The location where the product is used.

Delivery Tells how the invoice is delivered.

MS Part Number A reference number for the product.

Item Name The description of the purchased product.

Product Family The logical categorization of products.

License Type Reflects the terms of buying the product.

Price Level The price categorization of product.

Billing Option How frequently the customer is billed. The frequency options are
upfront, monthly, every three months, every six months, or yearly.

Taxable Indicates whether the product is taxable.

Pool The classification of the product into a system, server, or application.

Service Period Start Date, Indicates the eligible service period.

Service Period End Date

Reason Code A code used to indicate a credit or return of a product.

Description The explanation of the reason code.

Quantity The number of units bought or used.

Unit Price The price per unit product.

Extended Amount The quantity multiplied by the unit price.

Commitment Usage The amount of monetary commitment that was used.

Net Amount The extended amount minus the commitment usage.

Tax Rate The tax rate applicable to the product based on the country/region of
billing.

Tax Amount The net amount multiplied by tax rate.

Total The sum of the net amount and tax amount.

 Line item Definition

Is Third Party Indicates whether the product or service is a third-party product.

What type of invoices can I see?

You can see two types of invoices: debit invoice and credit memo.

Who receives VL invoices by email?

The Bill To contact for the contract receives invoices by email from microsoft-
noreply@[Link] .

Be sure to add microsoft-noreply@[Link] to your safe senders list or modify any

existing email rules to avoid emails landing in your junk folder.

How do I become a Volume Licensing Service

Center (VLSC) user?
To register on VLSC, follow the steps in Frequently Asked Questions for sign-in.

What is the difference between invoice PDF

and the invoice recon file?
The invoice PDF is a tax compliant document that provides a detailed bill for the
selected billing period. The invoice recon file provides line-item level details for better
reconciliation and analysis for the selected billing period.

What type of programs can I see invoices for?

For now, we support all types of VL programs except MPSA, Federal Government,
Special agreements, and Select Plus agreements.

Why can't I see VL invoices in the Microsoft 365

admin center?
There are several reasons that you might not see an invoice:
 The invoice isn't ready yet.
You don't have the correct role permissions to view invoices for the account you
used to sign in to the admin center.
The Invoice created date must be November 18, 2022, or later.
Invoices created before November 18, 2022 aren't displayed.
The invoice you're looking for relates to licenses purchased via a License Solution
Partner, not directly from Microsoft.
Only invoices where you're the Bill To contact are visible.

Why can I only see invoices for a few

agreements?
You only have access to invoices for which you have the Bill To contact role on the
corresponding contract.

Why can't I see old invoices?

You can only see invoices posted in the Microsoft 365 admin center starting on
November 18, 2022.

How do I request permission to view the

invoices?
Only the Bill To contact participant on the agreement can view the corresponding
invoices. If you want to change anything, it must be changed at the agreement
participant level. Contact your Microsoft partner for further information.

How often and when am I billed?

Depending on the billing frequency you choose when you bought your subscription,
you receive an invoice either upfront, monthly, every three months, every six months, or
yearly. The amount of time since the last invoice date is the Billing Period and is on
page one of the invoice. This time represents the date range during which charges
accrue for the current invoice. If you made a change to your subscription outside of this
date range, like adding or removing licenses, the associated charges appear on the
invoice for the next billing period.
Why is my total due different from last billing
period?
If the amount billed is different than expected, that can happen for a few reasons:

You added or removed licenses from your subscription. Licenses changed mid-
term are shown on the next invoice. You might see a credit and rebill for the
previous service period to account for this change. For details about what this
looks like in your invoice, see page two of the invoice and the recon file.
You opted for a ramped pricing model.
Your subscription renewed for a new term and the license price changed.

What is the tax rate applied to my invoice?

The tax rate applied to the invoice depends on the country/region of billing. You can
check the invoice recon file for the tax rate applied to each item. For more information,
contact your Microsoft partner.

Who can I contact for questions related to

pricing and the coverage period?
Contact your Microsoft partner for invoice support.

How do I report an error in the invoice data?

Contact your Microsoft partner for invoice support.

How can I make a request for the invoice PDF

and recon file to be sent by mail?
This functionality isn't currently available.

How can I get help for reconciling credit for

multiple invoices?
Contact your Microsoft partner for invoice support.
How do I contact support?
In the left navigation pane in the Microsoft 365 admin center, customers can create a
support request by selecting Support > New Service request.

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View your invoice in the Microsoft 365
admin center
Article • 11/07/2023

Check out all of our small business content on Small business help & learning .

Check out Microsoft 365 small business help on YouTube.

You can view your invoice for your Microsoft business subscription in the Microsoft 365
admin center. If you need help with interpreting the charges that you see on your
invoice, find out what type of billing account you have, then see either Understand your
invoice for your Microsoft MCA billing account or Understand your invoice for your
Microsoft MOSA billing account for a detailed walkthrough of the billing statement.

） Important

Microsoft 365 services doesn’t provide payment receipts. For credit or debit card
payments, use the invoice and your credit or debit card billing statement to match
your payment.

Have a problem with your bill? Contact support for business products.

Before you begin

You must be a Global or Billing admin to do the steps described in this article. For more
information, see About admin roles in the Microsoft 365 admin center.

View your bill or invoice

1. Go to the Microsoft 365 admin center.

If you're using the Simplified view, select Billing, then select View invoices.
If you're using the Dashboard view, go to the Billing > Bills & payments
page.

2. Select an invoice from the list to view the details online. If you don’t see any
invoices, change the date range.
3. To download the .PDF version of your invoice, select Download PDF.
 ７ Note

The online version of your invoice looks different from the .PDF version that you
download.

If you want to receive a copy of your invoice in email, see Manage billing notifications
and invoice attachments.

Run the Unknown Charge Diagnostic

If you're a Microsoft 365 global admin and you have a Microsoft Online Services
Agreement (MOSA) billing account type, you can use a diagnostic tool to research
unexpected charges in your invoice. The tool runs within the Microsoft 365 admin
center, and lets you investigate charges from Microsoft that appear on your credit or
debit card statement. Find out what type of billing account you have.

７ Note

The Unknown Charge Diagnostic is only available for customers who bought their
products and services from [Link], including Microsoft 365 Enterprise,
Education, and Non-profit.

Select the following Run Tests: Unknown Charge link to open the diagnostic tool in the
Microsoft 365 admin center.

Run Tests: Unknown Charge

Related content
Understand your invoice for your Microsoft MCA billing account (article)
Understand your invoice for your Microsoft MOSA billing account (article)
Payment options for your Microsoft business subscription (article)
Manage payment methods (article)
Billing information for Microsoft 365 for business in Mexico (article)
Minecraft: Education Edition payment options (article)
Understand your invoice for your
Microsoft MOSA billing account
Article • 02/21/2024

Check out all of our small business content on Small business help & learning .

This article only applies to customers with a Microsoft Online Services Agreement
(MOSA) billing account type. If you have a Microsoft Customer Agreement (MCA) billing
account type, see Understand your invoice for your MCA account. Find out what type of
billing account you have.

The invoice for your Microsoft business subscription provides a summary of the charges
and instructions for how to pay your bill. You can view your online invoice in the
Microsoft 365 admin center. You can also download a copy of your invoice in the
Portable Document Format (.PDF) to send via email. If you want to receive the invoice
.PDF as an attachment in the email notification, see Receive your organization's invoices
as email attachments.

） Important

As of April 1, 2023, we no longer accept checks as a payment method for

subscriptions paid by invoice. Pay by check is no longer available as a payment
option, and check payment instructions have been removed from invoices. You can
still pay for your invoice by wire transfer. See your invoice for wire transfer payment
information. If you're an existing customer who currently pays by check, you have
until September 30, 2023 to change to paying by wire transfer, and avoid possible
service disruption.

Before you begin

You must be a Global or Billing admin to do the steps described in this article. For more
information, see About admin roles in the Microsoft 365 admin center.

Watch: Understand your invoice

Check out this video and others on our YouTube channel .
[Link]
autoplay=false&postJsllMsg=true
How often and when am I billed?
Depending on the billing frequency that you chose when you bought your subscription,
you receive an invoice either monthly or yearly. The amount of time since the last
invoice date is called the Billing Period and shown on page one of the invoice. This time
period represents the date range during which charges accrue for the current invoice. If
you made a change to your subscription outside of this date range, like adding or
removing licenses, the associated charges appear on the invoice for the next billing
period.

７ Note

You can change the billing frequency for a subscription by following the steps in
Change the billing frequency for your Microsoft business subscription.

Starting on page two of the invoice, you see the charges grouped by their Service Period.
The service period is the date range during which you're charged to use the service.

At the end of each billing period, you receive an email that says your new invoice is
ready to view or download in the Microsoft 365 admin center. If you have more than
one order, you receive an invoice for each order. For more information, see View your
invoice in the Microsoft 365 admin center.

Why is my total due different from last month?

The amount billed for your subscription reflects the license price multiplied by the
number of licenses purchased and any required taxes or fees.

If the amount billed is different than expected, that can happen for few reasons:

You added or removed licenses from your subscription. Licenses changed mid-
term are reflected on the next invoice. You might see a credit and rebill for the
previous service period to account for this change. For details about what the
information looks like in your invoice, see Understand page two of your invoice.
The subscription was canceled. You receive an invoice after cancellation with any
outstanding balance minus any credits.
Your subscription renewed for a new term and the license price changed.

Overview of the invoice .PDF

Your invoice is a .PDF that contains at least two pages. Page one of your invoice contains
the billing summary, which includes general information about the invoice, order,
amount due, and payment instructions, if applicable. For details about what this
information looks like in your invoice, see Understand page one of your invoice.

Page two of your invoice contains details about the billing activity for each subscription
during the service period. For details about what this information looks like in your
invoice, see Understand page two of your invoice.
Understand the invoice header
The header appears at the top of every invoice page, and includes the month of service,
and the Invoice Date, which is the date Microsoft created the invoice. The invoice is
created the day after the end of your billing period. For example, if your billing period is
January 15—February 14, your invoice date is February 15.

The header also includes an Invoice Number, the unique number assigned to your
invoice. If you pay by wire transfer, include the invoice number with your payment.

Finally, the header includes the Due Date for payment of the invoice, and shows the
total amount due. If you pay for your subscription with a credit or debit card, we charge
your card the day after the invoice date.

Understand the invoice footer

The footer appears at the bottom of every invoice page and includes Microsoft business
center address. Based on your country/region, the footer might include other
information like the phone number to call for billing or technical support, a link to
online self-help articles, and the address and tax ID for Microsoft in your country/region.
Understand page one of your invoice
Page one of your invoice contains address information for your organization, high-level
details about your order, a summary of invoice totals, and instructions about how to pay
your invoice.

Addresses
Three addresses appear at the top of the first page of your invoice. The Sold-To address
is the name and address of the organization that bought the subscription. The Bill-To
address is the address of your billing department. Service Usage Address is the address
where the service is used. Usually, these addresses are the same. However, depending
on the size and configuration of your organization, these addresses might be different.

To update the Sold-To address, see Change your organization's address, technical
contact, and more. To update your Bill-To or Service Usage Address, see Change your
billing addresses.

Order Details

On page one of your invoice, the Product is "Online Services," the generic term we use
to describe your subscription. Page two lists the individual products in your order.

Customer PO Number is the purchase order (PO) number that you specify. You can't
add a PO number to an existing invoice. If you update the PO number, it's included in
future invoices. To change the PO number, see Change your purchase order number.

Order Number is the globally unique identifier (GUID) that identifies your order. Every
time you buy a new subscription, a new order with a new order number is created. You
receive an invoice for each order every billing period.

Billing Period is the period since the last invoice date.

Payment Terms is the number of days from the invoice date when payment is due.

Due Date is the date when the invoice payment is due. If your subscription is paid with a
credit or debit card, we charge your card the day after the Invoice Date.

Billing Summary
Page one of your invoice shows the totals of the following items for the invoice billing
period. Page two contains details for each category.

Charges
Discounts
Credits
Tax
Total

Payment Instructions
If you pay by credit card, you see "Please DO NOT PAY. You will be charged the amount
due through your selected method of payment." If you pay by invoice, this section
contains instructions for paying by wire transfer.

Wire transfer
If you chose "invoice" as your subscription payment method, page one contains the
Electronic Funds Transfer section that shows the Microsoft bank account information
for electronic payments (wire transfer, ACH, SEPA, and so on). Usually, your bank has a
reference field that you complete when you send a payment. Make sure that you
reference the invoice number in that field.

Support
In some countries/regions, the invoice has a Support section that includes instructions
on how to view past invoices in the Microsoft 365 admin center. It also includes a link to
self-help articles, and for some countries/regions, the support phone number.

Understand page two of your invoice

The product name for your subscription is at the top of page two of your invoice. Below
the product name is the formula that explains how the charges are calculated. If you
have more than one product in your order, you see a separate section for each product
and the associated charges.

New charges

The New charges section shows the service period during which charges, discounts,
credits, and taxes were added. It shows the number of licenses included during the
service period, the price per license, and the number of days in the service period.

Previous charges

The Previous charges section shows a credit for charges you paid for the previous
invoice. If you made a change during the previous billing period, your invoice includes
the Previous charges section. For example, if you added or removed licenses mid-term,
the Previous charges section shows the number of licenses for that service period,
together with the monthly price per license, the number of days in the service period,
the charges, and other amounts that apply.

Charges during this billing period

The Charges during this billing period section shows changes to your subscription
made during this billing period. If you made a change during the previous billing period,
your invoice also includes the Changes during this billing period section. For example,
if you added or removed licenses mid-term, the Charges during this billing period
section lists the changes to the subscription and when they occurred. The charges or
refunds owed to you because of those changes are prorated for the number of days
affected during the billing period.

Change your purchase order number

If you pay by invoice, you can add or change the purchase order (PO) number for your
subscription.

７ Note

You can't add a PO number to an existing invoice. The PO number will appear on all
future invoices.

1. Go to the <a href="[Link]

target="_blank>Microsoft 365 admin center.

If you’re using the Simplified view, select Billing.

If you’re using the Dashboard view, go to the Billing > Your products page.

2. Select the subscription that you want to change.

3. On the subscription details page, in the Subscription and payment settings
section, under Payment method, select Edit invoice.
4. At the bottom of the Edit details for paying by invoice pane, enter your PO
number, then select Save.

Run the Unknown Charge Diagnostic

If you're a Microsoft 365 global admin, you can use a diagnostic tool that runs within
the Microsoft 365 admin center to research unexpected charges from Microsoft that
appear on your credit or debit card statement.

７ Note

The Unknown Charge Diagnostic is only available for customers who bought their
products and services from [Link], including Microsoft 365 Enterprise,
Education, and Non-profit.
Select the following Run Tests: Unknown Charge link to open the diagnostic tool in the
Microsoft 365 admin center.

Run Tests: Unknown Charge

Related content
View your invoice in the Microsoft 365 admin center (article)
Understand your invoice for your Microsoft MCA billing account (article)
Payment options for your Microsoft business subscription (article)
Manage payment methods for Microsoft business accounts (article)
Billing information for Microsoft 365 for business in Mexico (article)
Minecraft: Education Edition payment options (article)

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Was this page helpful?  Yes  No

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Understand your invoice for your
Microsoft MCA billing account
Article • 02/22/2024

Check out all of our small business content on Small business help & learning .

This article only applies to customers with a Microsoft Customer Agreement (MCA)
billing account type. If you have a Microsoft Online Services Agreement (MOSA) billing
account type, see Understand your invoice for your Microsoft MOSA billing account.
Find out what type of billing account you have.

The invoice for your Microsoft business subscription provides a summary of the charges
and instructions for how to pay your bill. You can view your online invoice in the
Microsoft 365 admin center. You can also download a copy of your invoice in the
Portable Document Format (.PDF) to send via email. If you want to receive the invoice
.PDF as an attachment in the email notification, see Receive your organization's invoices
as email attachments.

Before you begin

Find out what type of billing account you have.
You must have an MCA billing account type and have the billing account owner or
contributor role, or the billing profile owner or contributor role to do the tasks in
this article.

７ Note

If you're the person who signed up for the subscription, you’re automatically a
billing account owner.

How often and when am I billed?

Depending on the billing frequency that you chose when you bought your subscription,
you receive an invoice monthly, every three months, every six months, or annually. The
amount of time since the last invoice date is called the Billing Period and is shown on
page one of the invoice, above the Billing Summary section. This time period represents
the date range during which charges accrue for the current invoice. If you made a
change to your subscription outside of this date range, like adding or removing licenses,
the associated charges appear on the invoice for the next billing period.

Each new subscription purchase is billed the next day. You receive an invoice on the
same day of the month either monthly, every three months, every six months or,
annually, depending on the billing frequency you chose. Changes you make to an
existing subscription are also charged the next day, except when you add and remove
licenses or cancel which appear on the monthly invoice around the beginning of the
following month.

７ Note

You can only change the billing frequency for a subscription when you buy,
upgrade, or renew a subscription.

Starting on page two of the invoice, you see the charges grouped by product order. For
Azure customers, the charges might be organized by invoice section.

At the end of each billing period, you receive an email that says your new invoice is
ready to view or download in the Microsoft 365 admin center. If you have more than
one billing profile, you receive an invoice for each billing profile. For more information,
see View your invoice in the Microsoft 365 admin center.

Overview of the invoice .PDF

Your invoice is a .PDF that contains at least three pages. Page one contains general
information about the invoice. An invoice summary section indicates the billing profile
that is used to pay for the products and services contained in the invoice, the invoice
number, and the invoice date. A billing summary section contains the totals for all
charges on the invoice, any credits or sales tax, the invoice total, and payment
instructions, if applicable. For details about what this information looks like in your
invoice, see Understand page one of your invoice.
Page two of the invoice contains a section summary, and details by section. If you have
multiple products or services that are paid for with the same billing profile, the section
details might continue for several pages. For details about what this information looks
like in your invoice, see Understand page two of your invoice.
The last page of the invoice contains payment instructions. For details about what this
information looks like in your invoice, see Understand the last invoice page.

Understand page one of your invoice

The top of the first page of your invoice identifies who's accountable for payment,
where the bill is sent to, and a summary of charges. The following table explains the
fields shown at the top of page one.

ﾉ Expand table

Term Description

Sold to The billing account that identifies the name and address of the legal entity
responsible for payment. This information is managed on the billing profile details
page, where you can find the account agreement and manage roles and permissions.
To learn more about billing profiles, see Manage your Microsoft business billing
profiles.

Bill to Identifies who receives the invoice. This information is managed on the billing profile
details page. The billing profile is also shown on the online invoice page, in the
 Term Description

Invoice summary section. To learn more about billing profiles, see Manage your
Microsoft business billing profiles.

Billing The name of the billing profile used to define invoice properties like Bill to, PO
Profile number, and payment terms. This information is managed on the billing profile
details page. To learn more about billing profiles, see Manage your Microsoft
business billing profiles.

Invoice A unique, Microsoft-generated invoice number used for tracking purposes.

number

Invoice Date that the invoice is generated, typically five to 12 days after the end of the billing
date cycle. You can check your invoice date on the billing profile details page. Charges that
occur between the end of the billing period and the invoice date are included in the
invoice for the next month, since they are in the next billing period. The billing period
start and end dates for each invoice are listed in the invoice PDF above Billing
Summary.

Payment How you pay for your Microsoft bill. Net 30 days means that you pay by following
terms instructions on your invoice, within 30 days of the invoice date.

Billing Summary
The Billing Summary shows the summary of charges since the previous billing period,
any credits that were applied, tax, and the total amount due. The following table
explains the fields shown in the Billing Summary of your invoice.

ﾉ Expand table

Term Description

Charges Total number of products purchased for this billing period, and their related
charges and taxes. Purchases are aggregated to provide a concise view of your bill.

Credits Credits you received from returns

Azure Your Azure credits that are automatically applied to Azure charges each billing
credits period. If you don't have any Azure credits, this field is hidden. For more
applied information about Azure credits, see Track Microsoft Customer Agreement Azure
credit balance.

Subtotal The pretax amount due

Tax The type and amount of tax that you pay, depending on the country/region of your
billing profile. If you don't have to pay tax, no tax is shown on your invoice.
Understand page two of your invoice
The charges for your invoice start on page two and show the cost broken down by
product or service. If you have multiple products or services that are paid for with the
same billing profile, the section details might continue for several pages. For Azure
customers, the charges might be organized by invoice section. For more information
about how invoice sections are used with Azure products, see Invoice sections in Get
started with your Microsoft Customer Agreement billing account. Within each product
order, cost is itemized by service family. The following table explains the fields shown on
the charges pages in your invoice.

ﾉ Expand table

Term Description

Unit price The effective unit price of the service (in pricing currency) that is used to
calculate the charge. This price is unique for a product, service family, meter,
and offer.

Qty Quantity purchased or consumed during the billing period

Charges/Credits Net amount of charges after credits/refunds are applied

Azure Credit The amount of Azure credits applied to the Charges/Credits

Tax rate Tax rate, depending on the country/region

Tax amount Amount of tax applied to the purchase based on tax rate

Total The total amount due for the purchase

Line item details vary depending on the type of product you're charged for. For
example, for Azure products, the amount of Azure credits applied is shown. Seat-based
products show a unit price and quantity. The invoice details show the products
purchased, discount or credits that were applied, tax rate and amount, and the line item
totals.

Total = Charges - Azure Credit + Tax

The total amount due for each service family is calculated by subtracting Azure credits
from credits/charges, and adding tax:

Total = Charges/Credits - Azure Credit + Tax

If there are Azure charges on your invoice that you would like more details on, see
Review your Microsoft Customer Agreement invoice.

Understand the last invoice page

Payment instructions—The bottom of the invoice contains instructions for how to
pay your bill.

Publisher information—If you have third-party services in your bill, the name and
address of each publisher is listed at the bottom of your invoice.

View or download your invoice

Invoices are available online in the Microsoft 365 admin center. A link to your online
invoice is available from your PDF invoice, and from the email notification you receive.
Learn how to view or download your invoice from the Microsoft 365 admin center.

The online invoice is expandable so that you can view the charges on your invoice and
see more details about each item. The online invoice includes:

Pricing details—Additional information including details about discounts and

product pricing.
Online payment—You can choose to make a payment online from the invoice.
Azure cost management—For Azure customers, online invoices include a link to
Azure cost management.

Invoice FAQ

When is my invoice available?

Some invoices are generated within 24 hours of the purchase. Other invoices are
generated at the end of the billing period and include all items from that period.

How do I pay the amount due on my invoice?

Payment instructions depend on your payment method and are provided at the bottom
of the invoice PDF. If your payment method is a credit or debit card, we automatically
charge the card within 10 days of the invoice date. If your payment method is by wire
transfer, see the information under Payment Instructions in the PDF.
What's the difference between "Sold to" and "Bill to"
addresses?
Sold to: The legal entity responsible for payment and identified on the invoice. The
address provided here is used to determine your tax rate unless you opt to provide
an alternative shipping address during your purchase. For more information, see
Tax information.
Bill to: The address where the physical invoice is sent, if applicable. There can be
multiple Bill to addresses per legal entity, but only one Bill to address per billing
profile.

What are "Billed amount" and "Amount due?"

Billed amount: The total amount for the purchase that you made.
Amount due: The remaining balance for what you owe.

What is the difference between "'Service period" and

"Billing period?"
Service period: The time period during which you're charged to use the service.
Billing period: The time period since the last invoice date.

Why don't I see Azure prepayment as a payment method?

Azure prepayment is available as a payment method only for eligible Azure products
and services.

Need help? Contact support

If you have questions or need help with your Azure credits, create a support request
with Azure support .

If you have questions or need help with your invoice in Microsoft 365 admin center,
contact support for business products.

Related content
View your invoice in the Microsoft 365 admin center (article)
Understand your invoice for your Microsoft MOSA billing account (article)
Payment options for your Microsoft business subscription (article)
Manage payment methods for Microsoft business accounts (article)
Billing information for Microsoft 365 for business in Mexico (article)
Minecraft: Education Edition payment options (article)

Feedback
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Provide product feedback

Payment options for Microsoft business
subscriptions
Article • 10/17/2023

Check out all of our small business content on Small business help & learning .

Microsoft accepts credit cards and debit cards as payment methods for the business
products and services that you buy from us. In some cases, you can use a wire transfer
to pay your invoice. How these payment methods are applied depends on the type of
billing account that you have with us. For example, if you have a Microsoft Customer
Agreement (MCA) billing account, you pay your bill with a billing profile that’s backed
with a credit card, debit card, or wire transfer. If you have a Microsoft Online
Subscription Agreement (MOSA), you pay your bill directly with a credit card or debit
card.

You can manage payment methods whenever you need to. To learn how to add, change,
or replace a payment method, see Manage payment methods for Microsoft business
accounts.

Just want to find out where to send your invoice payment? If you currently pay your
invoice by wire transfer, see Where do I send my wire transfer payment?

 Tip

If you need help with the steps in this topic, consider working with a Microsoft
small business specialist . With Business Assist, you and your employees get
around-the-clock access to small business specialists as you grow your business,
from onboarding to everyday use.

Before you begin

Find out what type of billing account you have.
If you have a Microsoft Customer Agreement (MCA) billing account type, you must
be a Billing account owner or contributor, a Billing profile owner or contributor, or
an Invoice manager to do the tasks in this article. For information about billing
account and billing profile roles, see Understand your Microsoft business billing
account and Manage your Microsoft business billing profiles.
If you have a Microsoft Online Subscription Agreement (MOSA), you must be a
Global or Billing admin to do the tasks in this article. For more information, see
 About admin roles in the Microsoft 365 admin center.

７ Note

If you're the person who signed up for the subscription, you're automatically a
Billing account owner or Global admin.

Paying with a credit card or debit card

If you have an MOSA billing account type, you can pay for your subscription with a
credit card or debit card. By default, recurring billing is automatically turned on for all
paid subscriptions. Each billing period, we automatically charge the payment method on
file to pay for your subscription. We continue to charge that payment method until the
subscription expires or is canceled. If recurring billing is turned off for a subscription, we
continue to charge the payment method on file until the end of the subscription term.

Paying by wire transfer

If you're a new customer, paying by wire transfer isn't available as a payment method.

If you're an existing customer, and you meet the eligibility requirements, you can
contact support to help you change a current subscription to be paid by wire transfer. If
you want to buy a new subscription, and you meet the eligibility requirements, you
might be approved to change your payment method to pay by wire transfer. Contact
support to find out if you can pay by wire transfer, and to help you buy a new
subscription using the pay by wire transfer option.

Eligibility requirements. To be eligible to pay by wire transfer, you must:

Be an established customer for at least six months and have no outstanding

balances
Have a subscription cost that exceeds a certain amount (this amount varies by
service location)
Pass a credit check

If a credit check is required, you're notified when you buy your subscription. If you agree
to be contacted, you get an email that includes more information about applying for
credit approval. Credit checks are usually completed within two business days.

If your subscription or billing profile is paid by wire transfer, at the end of each billing
period, you get an email when your billing statement is ready to view. This email doesn't
contain a copy of your billing statement. However, you can choose to receive your
organization's invoices as email attachments. Your billing statement includes details
about your options for making a payment, and where to send it. If you enter a purchase
order (PO) number when you buy a subscription, the number appears on your billing
statement. For information about accessing billing statements, see View your invoice in
the Microsoft 365 admin center.

If you have an MCA billing account type, and you have a billing profile that's paid by
wire transfer, you can also use a credit card or debit card to make a one-time payment
by using the Pay now button on your invoice.

Paying with a billing profile

If you have an MCA billing account type, you can use a credit card or debit card to back
the billing profile that pays for your subscriptions. We use the associated billing profile
to pay for all subscriptions that use that billing profile.

By default, recurring billing is automatically turned on for all paid subscriptions. If

recurring billing is turned off for a subscription that is paid for by a billing profile, you
can use the Pay now button on the invoice summary in the admin center to pay for it
every billing period, regardless of what payment method is linked with the billing
profile.

Paying by Boleto Bancario in Brazil

Customers who live in Brazil and have an MOSA billing account type can pay for a
subscription with a Boleto Bancario. If you select this option, the billet for payment is
sent to the email provided when you bought your subscription within 10 working days
after the order date. The due date is 30 days after the order date. If you don't receive
your Boleto by email, check your spam folder or contact support.

If you prefer, you can pay by electronic transfer between accounts. The Agency and
account number are at the bottom of your invoice. You must enter your invoice number
in the Transfer identification field.

７ Note

Paying with a Boleto Bancario isn’t available for MCA billing accounts.

What if I have an outstanding balance?

If we're unable to charge the payment method on file, we send an email that lets you
know there's a problem. The email briefly states what the problem is and includes a link
where you can check the outstanding balance. We continue to retry the transaction
every few days for 30 days, during which time the subscription is in a grace period. Every
time a transaction fails, you receive an email alert about the failure.

If you have an MCA billing account type, and your payment method is declined, you can
use the Pay now button on the invoice summary in the Microsoft 365 admin center to
make a one-time payment.

If you have an MOSA billing account type, and you personally added the payment
method that has a past due amount, you can use Pay your balance to make a payment.
The payment method that you use to pay the overdue amount becomes the new
payment method for all subscriptions that used the declined payment method. Use the
following steps to pay an outstanding balance in the admin center.

） Important

If you didn't add the payment method used to pay for the subscription, you must
replace the payment method with one you previously added, or with a new one.

1. Go to the Microsoft 365 admin center .

If you're using the Simplified view, select Subscriptions, then select View
invoices.
If you're using the Dashboard view, go to the Billing > Bills & payments
page.

2. Select an invoice to view the details.

3. A warning message says which payment method was declined. Select Pay your
balance.
4. In the Pay your balance pane, select Next.
5. Choose whether to try again with the same payment method, use another
payment method, or add a new payment method. Select Next.
6. Follow the prompts for the option you selected in the previous step, then select
Review and pay balance.
7. After you've updated the payment method information, select Save.

Where do I send my wire transfer payment?

Check your invoice for payment instructions for your country/region. If you're not sure
how much you owe, you can check your bill and billing history in the Microsoft 365
admin center, on the Bills & payments page, on the Invoices tab.

７ Note

If you must pay the membership fee for the Microsoft Partner Network (MPN)
program (Action Pack subscription, Silver or Gold competencies), see Pay the
Solutions partner designation fee for information about how to make an MPN
payment.

Wire transfer payment processing time

Payments made by wire transfer have processing times that vary, depending on the type
of transfer:

Domestic - Four business days. Two days to arrive, plus two days to post.
International - Seven business days. Five days to arrive, plus two days to post.

Can I pay my invoice online?

If you have an MCA billing account type, and recurring billing is turned off for your
subscription, you can use a credit card or debit card to pay your invoice online. To make
a payment, use the Pay now button on your invoice in the admin center. To find your
invoice, see View your invoice.

If you have an MOSA billing account type, you can't pay your invoice online. You must
pay by wire transfer.

Can I change from paying by wire transfer to

using a different payment method?
If you have an MCA billing account type, and your billing profile is backed by wire
transfer payments, you can't change the payment method. You can use the Pay now
button on your online invoice to make a one-time payment with a credit card or debit
card.

If you have an MOSA billing account type, you can't automatically change from paying
by wire transfer to paying with a different payment method. Instead, you must buy a
different subscription paid for with a credit card or debit card, move all users to the new
subscription, and then cancel the old subscription.

Directives from the Reserve Bank of India

Currently, some credit card transactions, especially transactions exceeding 5,000 INR, are
blocked due to a directive by the Reserve Bank of India. This might affect automatic
payments, which means that you might have to make payments manually in the
Microsoft 365 admin center. This directive doesn't affect usage charges.

Learn more about the Reserve Bank of India directive for recurring payments .

As of September 30, 2022, Microsoft and other online merchants no longer store credit
card information. Microsoft has removed all stored card details from the admin center.
To avoid service interruption, you must add and verify a payment method for all
subscriptions.

Learn about the Reserve Bank of India directive for card storage .

） Important

Because of the removal of credit card information, when you view your list of
payment methods, the Expiration Date and Status columns only say "Unknown."

UPI and NetBanking payment options

The admin center supports two alternate payment options for customers in India:

UPI (Unified Payments Interface) payment is a real-time payment method.

NetBanking (Internet Banking) provides customers with access to banking services
on an online platform.

） Important

UPI and NetBanking are only supported for one-time transactions for existing
customers only.

How do I make a payment with UPI or NetBanking?

 1. If you're a returning customer, when you make a payment, select UPI /
NetBanking from the Payment method drop-down list, then select Make
payment.
2. You're redirected to the payment partner, BillDesk, where you choose UPI or
NetBanking for your payment method.
3. Follow the instructions in BillDesk to complete the transaction.

After you submit the payment, allow time for the payment to appear in the admin
center.

How am I refunded if I made a payment with UPI or NetBanking?

Refunds are treated as a regular charge and are refunded to your bank account.

Related content
Manage payment methods for Microsoft business accounts (article)
Manage recurring billing in the Microsoft 365 admin center (article)
View your invoice in the Microsoft 365 admin center (article)
Understand your invoice for your Microsoft MCA billing account (article)
Understand your invoice for your Microsoft MOSA billing account (article)

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Manage payment methods for
Microsoft business accounts
Article • 02/16/2024

When you buy Microsoft business products or services, you can use an existing payment
method to pay for them, or add a new one. You can use a credit or debit card to pay for
the things you buy.

） Important

You must use a payment method issued from the same country/region as
your tenant.
The option to pay with a bank account is no longer available.

 Tip

If you need help with the steps in this topic, consider working with a Microsoft
small business specialist . With Business Assist, you and your employees get
around-the-clock access to small business specialists as you grow your business,
from onboarding to everyday use.

Before you begin

Find out what type of billing account you have.
If you have a Microsoft Customer Agreement (MCA) billing account type, you must
be a billing account owner or contributor, or a billing profile owner or contributor
to dp the tasks in this article. For more information about billing account and
billing profile roles, see Understand your Microsoft business billing account and
Manage your Microsoft business billing profiles.
If you have a Microsoft Online Subscription Agreement (MOSA), you must be a
global or billing admin to do the tasks in this article. For more information, see
[About admin roles].
If you have an MCA billing account type and you’re a billing profile owner or
contributor, you can use the billing profile that's backed by a credit or debit card
or invoice payment to make purchases or pay bills. If you're a billing invoice
manager, you can only use a billing profile to pay bills. To learn more about billing
profiles and roles, see Manage your Microsoft business billing profiles.
 ７ Note

If you're the person who signed up for the subscription, you're automatically a
billing account owner or global admin.

Add a payment method

） Important

Adding a payment method doesn't associate it with any subscriptions or billing

profiles you have. If you want to use the new payment method to pay for a
subscription, you must move a subscription to it, or replace an existing payment
method in a billing profile.

If you have an MOSA billing account type, you can replace the payment method for all
subscriptions that use another payment method as part of adding a new one. You can
also replace a payment method later on. To assign a single subscription to the payment
method, see Replace the payment method for a single subscription.

1. Go to the Microsoft 365 admin center .

If you're using the Simplified view, select Billing, then select View payment
methods.
If you're using the Dashboard view, go to the Billing > Bills & payments
page, and select the Payment methods tab.

2. Select Add a payment method.

3. On the Add a payment method page, enter the information for the new payment
method, then select Save.
4. To use the new payment method to pay for all subscriptions currently paid for with
another payment method, select Replace an existing payment method.
5. Select the payment method you want to replace, then select Replace.

Update payment method details

You can change the name, billing address, or expiration date for an existing credit or
debit card. However, you can't change the card number. If the account number has
changed, replace it with a different payment method, and then delete the old one.

1. Go to the admin center .

 If you're using the Simplified view, select Billing, then select View payment
methods.
If you're using the Dashboard view, go to the Billing > Bills & payments
page, and select the Payment methods tab.
2. Select the payment method to update. In the edit pane, select Edit.
3. Update your payment method information, including the name on the credit or
debit card, billing address, or expiration date, and then select Save.

） Important

If you update a credit or debit card, you must enter the security code before any
changes are saved.

Replace a payment method

When you replace an existing payment method, you can add a new one, or use a
payment method that’s already in your account. You can replace the payment method in
the Microsoft 365 admin center. However, the steps to replace a payment method
depend on the type of billing account that you have. Find out what type of billing
account you have.

Replace the payment method for a billing profile (MCA billing account types only)
Replace the payment method for a single subscription (MOSA billing account types
only)
Replace a single payment method for all subscriptions (MOSA billing account types
only)

） Important

Replacing a payment method doesn't delete the existing payment method. The old
payment method is still available for you to select and use for other subscriptions
and billing profiles. Learn how to delete a payment method.

Replace the payment method for a billing profile

If you have an MCA billing account type, you can replace the payment method that's
linked with a billing profile.

1. In the admin center , go to the Billing > Billing accounts page.

2. On the Overview tab, select a billing account.
 3. On the billing account details page, select the Billing profile tab. The tab lists all
billing profiles associated with the selected billing account.
4. Select a billing profile name to view its details page.
5. On the billing profile details page, in the Invoice and billing notifications section,
under Payment method, select Replace.
6. Select a new payment method from the drop-down list. If you need to add a new
payment method first, select Add payment method, enter the details, then select
Save.
7. In the Replace payment method pane, select a different payment method from
the drop-down list, then select Replace.

Replace the payment method for a single subscription

If you have an MOSA billing account type, you can change the payment method used to
pay for a single subscription.

1. Go to the admin center .

If you're using the Simplified view, select Billing.

If you're using the Dashboard view, go to the Billing > Your products page.

2. Select the subscription that you want to pay for with the alternate payment
method.
3. On the product details page, in the Subscription and payment settings section,
select Replace payment method.
4. If you want to add a new payment method first, select Add payment method,
enter the details, then select Save.
5. In the Replace payment method pane, select a different payment method from the
drop-down list, then select Replace.

Replace a single payment method for all subscriptions

If you have an MOSA billing account type, you can change the payment method used to
pay for all your subscriptions at once. If you only want to change the payment method
for one subscription, see Replace the payment method for a single subscription.

1. Go to the admin center .

If you're using the Simplified view, select Billing, then select View payment
methods.
If you're using the Dashboard view, go to the Billing > Bills & payments
page, and select the Payment methods tab.
 2. Select the payment method to replace. The right pane lists all the individual
subscriptions that use the selected payment method.
3. In the right pane, select Replace payment method for all items.
4. Review the payment method details, then select Next.
5. To use a different payment method already on file, select Use another payment
method. To add a new payment method, select Add a payment method.
6. Select Next.
7. To use an existing payment method, choose one from the drop-down list, then
select Next. To add a new payment method, enter the information, then select
Next.
8. Review the list of subscriptions or billing profiles that are about move to the new
payment method, then select Next.
9. Review the final details for replacing your payment method, then select Replace
payment method.
10. When you’re finished, you can select the link to Review payment methods, or
select Close.

Delete a payment method

You can only delete a payment method that isn't attached to a subscription or billing
profile. This applies to all subscriptions, regardless of their status.

Delete a payment method with no subscriptions or billing

profiles attached
If a payment method isn't associated with any subscriptions or billing profiles, you can
immediately delete it.

1. Go to the admin center .

If you're using the Simplified view, select Billing, then select View payment
methods.
If you're using the Dashboard view, go to the Billing > Bills & payments
page, and select the Payment methods tab.

2. Select the payment method to delete.

3. In the edit pane, select Delete.
4. Review the payment method details, then select Next.
5. On the next page, select Delete, then select Close.
Delete a payment method with subscriptions or billing
profiles attached
If a payment method is attached to any subscriptions or billing profiles, first replace it
with an existing payment method or add a new one, then delete the old payment
method.

1. Go to the admin center .

If you're using the Simplified view, select Billing, then select View payment
methods.
If you're using the Dashboard view, go to the Billing > Bills & payments
page, and select the Payment methods tab.

2. Select the payment method to delete.

3. In the edit pane, select Delete. The Delete a payment method pane lists existing
subscriptions and billing profiles that use that payment method.
4. Select Next.
5. To use a different payment method already on file, select Use another payment
method. To add a new payment method, select Add a payment method.
6. Select Next.
7. To use an existing payment method, choose one from the drop-down list, then
select Next. To add a new payment method, enter the information, then select
Next.
8. Review the subscriptions or billing profiles to move, then select Move
subscriptions.
9. Review the details of the payment method you want to delete, select Delete, then
select Close.

Troubleshoot payment methods

ﾉ Expand table

Issue Troubleshooting steps

My credit or If you pay by credit or debit card, and your card is declined, you receive an
debit card was email that says Microsoft was unable to process the payment. Double-check
declined. that the card details—card number, expiration date, name on the card, and
address, including city, state, and ZIP code—appear exactly as they do on the
card and your statement. You can update your card information and
resubmit the payment. For more information, see What if I have an
outstanding balance?
 Issue Troubleshooting steps

If you continue to see the “declined” message, contact your bank. It’s
possible that your card isn’t active, or you might have insufficient funds.

I want to update You can't change the card on an existing payment method. If you want to
a credit or debit replace a credit or debit card number, replace it with a different payment
card number. method, which moves all active subscriptions from the payment method to
the new one.

I only have one If you only have one payment method, follow the steps in Delete a payment
credit or debit method.
card on my
account and I
want to remove
it.

I can't add my You must use a payment method issued from the same country/region as
credit or debit your tenant. If you have trouble entering your credit or debit card
card. information, you can contact support.

Related content
Payment options for your Microsoft business subscription (article)
Manage your Microsoft business billing profiles (article)
Change your billing frequency (article)

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Manage billing across multiple tenants
in the Microsoft 365 admin center
Article • 10/25/2023

） Important

This article only applies to enterprise customers with a Microsoft Customer

Agreement.

If you’re an enterprise customer and you have more than one tenant, you can simplify
billing management for your organization by creating multi-tenant billing relationships
with other tenants that you work with. A multi-tenant billing relationship lets you
securely share your organization's billing account with other tenants, while maintaining
control over your billing data. You can create subscriptions in different tenants and
provide users in those tenants with access to your organization's billing account. This
relationship lets users on those tenants do billing activities like viewing and
downloading invoices or managing licenses. You can create multi-tenant billing
relationships in the Microsoft 365 admin center.

Before you begin

Find out what type of billing account you have.
You must have a Microsoft Customer Agreement (MCA) billing account type, and
you must be a Billing account owner to do the tasks in this article. For information
about billing account roles, see Understand your Microsoft business billing
account.
You must be a Global admin to do the steps described in Accept or decline an
invitation for Provisioning access to your associated billing tenant.

７ Note

If you're the person who signed up for the subscription, you're automatically a
Billing account owner.

Decide which billing tenant solution is right for

your organization
Choosing to set up multiple billing tenants might be the right approach, depending on
the needs of your organization. The following table compares using a single tenant or
multi-tenant approach to help you decide which approach is right for your organization.

ﾉ Expand table

For this Consider using single-tenant billing Consider using multiple tenants
billing area accounts if: that share a single billing
account if:

Invoicing You want purchases made by different You want purchases made by
billing accounts to always be in different users in different tenants to be on
invoices. either the same or different
invoices, depending on your
choice.

Managing You want subscriptions used only in the You want subscriptions bought in
your tenant in which they're bought. one tenant to be created in a
purchases different tenant that shares the
same billing account.

Agreements You want each billing account in its own You want agreements signed by a
tenant to sign its own agreement with single billing account, and you
Microsoft. Customer Affiliate Purchase want the same agreements to
Terms (CAPT) can define affiliate apply to all tenants that share the
agreements between different billing billing account.
accounts on unique tenants.

Pricing and You don't want discounts shared between You want discounts applied across
discounts multiple billing accounts unless those a billing account regardless of
accounts share CAPT terms. which tenant a user makes a
purchase on, or where
subscriptions are created due to
sharing an agreement.

Visibility You only want users on a billing account to You want users with shared billing
have visibility into what's in that billing accounts to have the same view of
account, and not what's on a different the billing account regardless of
tenant. For example, you only want users to the tenant they are in.
see cost and invoices, buy products, and
track payments for their own tenant.

Security You want all users with access to your You want the users you invited to
billing account to follow your tenant's share your billing account to
security policies. follow their own tenant's security
policies.
What are the types of tenants in a multi-tenant
billing relationship?
There are two types of tenants in a multi-tenant billing scenario:

1. Primary billing tenant—The primary billing tenant is the tenant used when the
billing account is set up. By default, all subscriptions are created in this tenant and
only users from this tenant can get access to the billing account.
2. Associated billing tenant—An associated billing tenant is a tenant that is linked to
your primary billing tenant's billing account. You can move Microsoft 365
subscriptions to these tenants. You can also assign billing account roles to users in
an associated billing tenant.

What access settings are available for

associated billing tenants?
When you add an associated billing tenant to your billing account, you can enable one
or both of the following access settings.

Provisioning allows the creation of subscriptions in the associated billing tenants.

Billing management lets billing account owners assign roles to users in an
associated billing tenant, giving them permission to access billing information and
make purchasing decisions.

Add an associated billing tenant

Before you begin, make sure that you have either the tenant ID, or the primary domain
name for the tenant you want to invite. For more information, see Find a tenant ID or
domain name .

1. In the Microsoft 365 admin center, go to the Billing > Billing accounts page.
2. Select the name of the billing account that you want to use as the primary billing
tenant.
3. On the billing account details page, select the Associated billing tenants tab, then
select Add an associated billing tenant.
4. In the Add an associated billing tenant pane, enter the tenant ID or domain name,
then enter a friendly name for the tenant.
5. In the Access settings section, select one or both options for Provisioning and
Billing management.
6. Read and select the box next to the user visibility statement.
 7. Select Add tenant.

If the Provisioning access setting is turned on, a unique link is created for you to send to
the global admin on the associated billing tenant. They must accept the request before
you can move subscriptions to their tenant.

Assign roles to users from the associated billing

tenant (optional)
1. In the admin center, go to the Billing > Billing accounts page.
2. Select the name of the billing account to assign roles.
3. On the billing account details page, select the Billing account roles tab, then select
Assign roles.
4. In the Assign role pane, search for the associated billing tenant, select a role, then
enter the email address of the users to whom you want to assign a role.
5. Select Assign.

The user receives an email with a link to review the role assignment request. After they
accept the role, they have access to your billing account. For information about billing
account roles, see Understand your Microsoft billing accounts.

） Important

Any user with a role in the billing account can see all users from all tenants who
have access to that billing account. For example, if [Link] is the primary
billing tenant, and a billing account owner adds [Link] as an associated
billing tenant, and then adds Katarina as a billing account owner, Katarina can see
all users who have access to the billing account on both [Link] and
[Link].

Move subscriptions to an associated billing

tenant (optional)
The Global administrator of the associated billing tenant must accept the provisioning
request from the primary billing tenant before you can move subscriptions to their
associated billing tenant.

） Important
 You can only move a subscription to an associated billing tenant if all licenses in the
subscription are available. If any licenses are assigned, you can't move the
subscription.

1. In the admin center, go to the Billing > Your products page.

2. Select the name of the product that you want to move to the associated billing
tenant.
3. On the product details page, in the Licenses assigned from all subscriptions
section, select Move to another tenant.
4. In the Move subscription to a different tenant pane, search for a tenant name or
select a tenant from the list, then select Move subscription.

Remove an associated billing tenant

Removing an associated billing tenant is a permanent action and can't be undone.
Access is removed for all tenant users who are assigned roles on your billing account,
and you can no longer move subscriptions to the tenant. Subscriptions that have already
been moved remain with the tenant and are still billed to your billing account.

1. In the admin center, go to the Billing > Billing accounts page.

2. Select the name of the billing account that is the primary billing tenant.
3. On the billing account details page, select the Associated billing tenants tab.
4. Select the associated billing tenant that you want to remove.
5. In the associated billing tenant pane, select Remove access.
6. In the Remove provisioning and billing management access pane, select Remove
access.
7. In the confirmation dialog box, select Yes.

Accept or decline an invitation for Provisioning

access to your associated billing tenant
As a Global administrator of an associated billing tenant, you can accept or decline a
request from the billing account owner to create subscriptions in your tenant. When a
billing account owner adds your tenant as an associated billing tenant and enables the
Provisioning access setting, you receive a link from the billing account owner to accept
or decline the invitation.

1. Select the link shared by the billing account owner.

2. On the Invitation to be an associated billing tenant page, select Accept or
Decline.
 ７ Note

If you later decide to revoke the Provisioning access, you can use the same link.

Related articles
Understand your Microsoft business billing account (article)
Manage your Microsoft business billing profiles(article)

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Change your Microsoft 365 subscription
billing frequency
Article • 10/13/2023

When you buy a Microsoft 365 for business subscription, you select a billing frequency.
You can change how often you're billed for your subscription in the Microsoft 365 admin
center .

Before you begin

Find out what type of billing account you have.
You must have a Microsoft Online Services Agreement (MOSA) billing account type
and be a Global admin to do the task in this article.
If you have a Microsoft Customer Agreement (MCA) billing account type, you can
only change the billing frequency when you buy, upgrade, or renew a subscription.

７ Note

If you're the person who signed up for the subscription, you're automatically a
Global admin.

Change your billing frequency

1. Go to the Microsoft 365 admin center .

If you're using the Simplified view, select Subscriptions.

If you're using the Dashboard view, go to the Billing> Your products page.

2. Select the subscription that you want to manage.

3. On the subscription details page, in the Subscription and payment settings
section, select Edit billing frequency.
4. In the Edit billing frequency pane, choose either Pay monthly or Pay yearly, then
select Change.

Related content
View your invoice in the Microsoft 365 admin center (article)
Payment options for your Microsoft business subscription (article)
Change the billing addresses for your Microsoft business subscription (article)

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Manage billing notifications and invoice
attachment settings in the Microsoft
365 admin center
Article • 02/16/2024

You can manage who receives billing notification emails for your organization on the
Billing notifications page in the Microsoft 365 admin center . The page also provides
the option to receive your organization's invoices as email attachments.

Before you begin

Find out what type of billing account you have.
If you have a Microsoft Customer Agreement (MCA) billing account type, you must
be a Billing account owner or contributor to do the tasks in this article. For
information about billing account roles, see Understand your Microsoft business
billing account.
If you have a Microsoft Online Services Agreement (MOSA), you must be a Global
admin to do the tasks in this article. Billing admins can also make some of these
changes, as noted in this article. For more information, see About admin roles.

７ Note

If you're the person who signed up for the subscription, you're automatically a
Billing account owner or Global admin.

Change who receives billing notifications

You can change who receives billing notifications for your organization in the Microsoft
365 admin center. However, the steps to change who receives billing notifications
depend on the type of billing account that you have. Find out what type of billing
account you have.

If you have an MCA billing account type

If you have an MCA billing account type, billing notification emails are sent to the
primary and alternate email addresses for users who are assigned one of the following
roles:
 Billing profile owner
Billing profile contributor
Invoice manager

To change the billing profile roles assigned to users, see Assign billing profile roles.

To learn more about billing profile roles and how to manage them, see Understand
Microsoft Customer Agreement administrative roles in Azure.

If you have an MOSA billing account type

If you have an MOSA billing account type, billing notifications are sent to the primary
and alternate email address of every Global and Billing admin in your organization. To
change which users have the Global or Billing admin role, use the following steps.

Assign admin roles by using the Billing notifications page

1. In the admin center, go to the Billing > Billing notifications page.

2. In the Admins receiving Billing notifications section, select Change Billing
administrator or Change Global administrator. You can also choose to add a new
account and assign one of the roles to it.
3. In the details pane, on the Assigned tab, select Add users.
4. In the Add users pane, type the user's display name or username, and then select
the user from the list of suggestions.
5. Add multiple users until you're done.
6. Select Add, then close the pane.

Remove admin roles by using the Billing notifications page

1. In the admin center, go to the Billing > Billing notifications page.

2. In the Admins receiving billing notifications section, select the Change Billing
administrator or Change Global administrator link in the description text.
3. In the details pane, on the Assigned tab, select the users to remove from the role,
and then select Remove.
4. In the confirmation box, select Remove, then close the pane.

Change the language you receive email in

Billing notification emails are sent in your organization's preferred language. To change
the preferred language, use the following steps.
 1. In the admin center, go to the Billing > Billing notifications page.
2. In the Billing notification settings section, select Edit notification settings.
3. In the Billing notification settings pane, under Preferred language select the
language you want to use, then select Save.

Change the email addresses for admins

You can change the primary email address of other admins in your organization.
However, you can only change your own alternate email address, you can't change
email addresses for other admins.

1. In the admin center, go to the Billing > Billing notifications page.

2. In the Admins receiving billing notifications section, select a name.
3. In the right pane, add or update the primary and alternate email address as
needed, then select Save.

Change your organization's contact email

In addition to your Global and Billing admins, we send billing notifications to your
organization's contact email address.

1. In the admin center, go to the Billing > Billing notifications page.

2. Under Organization contact receiving billing notifications, select the organization
contact.
3. In the organization details pane, type the email address that you want to use, then
select Save.

Receive your organization's invoices as email

attachments
You can choose to receive your organization's invoices as email attachments. However,
the steps to manage the invoice attachment setting in the Microsoft 365 admin center
depend on the type of billing account that you have. Find out what type of billing
account you have.

Receive your invoice as an email attachment for MCA

billing account types
If you have an MCA billing account type, the option to receive your invoice as an
attachment to your invoice notification emails is linked with your billing profile. To turn
on the invoice email attachment setting for a specific billing profile, use the following
steps.

1. In the admin center, go to the Billing > Bills & payments page.
2. Select the Billing profiles tab, then select a billing profile from the list.
3. On the billing profile details page, under Get invoices in email attachments, switch
the toggle to On.

Receive your invoice as an email attachment for MOSA

billing account types
If you have an MOSA billing account type, the option to receive your invoice as an
attachment to your invoice notification emails is managed on the Billing notifications
page in the Microsoft 365 admin center. To turn on the invoice email attachment setting
on the Billing notifications page, use the following steps.

７ Note

Billing admins can also do the following steps.

1. In the admin center, go to the Billing > Billing notifications page.

2. Under Billing notification settings, select Edit notification settings.
3. In the Billing notification settings pane, under Invoice PDF, select the Attach a
PDF to your invoice emails checkbox, then select Save.

To stop receiving the invoice attachment at any time, follow the steps in this procedure
and clear the Attach a PDF to your invoice emails checkbox in step 3.

Related content
View your invoice in the Microsoft 365 admin center (article)
Billing information for Microsoft 365 for business in Mexico (article)
Understand your invoice for your Microsoft MCA billing account (article)
Understand your invoice for your Microsoft MOSA billing account (article)

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Understand your Microsoft business
billing account
Article • 02/16/2024

When you sign up to try or buy Microsoft business products, a billing account is
automatically created for you. You use your billing account to manage your account
settings, invoices, payment methods, and purchases from us.

You might have access to multiple billing accounts. For example, you can have one
billing account when you buy directly from Microsoft, and another when you have
access to your organization’s billing account.

Before you begin

Determine what type of billing account you have.
If you have a Microsoft Online Subscription Agreement (MOSA) billing account
type, you must be a Global or Billing admin to do the tasks in this article. For more
information, see About admin roles.
If you have a Microsoft Customer Agreement (MCA) billing account type, you must
be a billing account reader to do the tasks in this article. For more information, see
What are billing account roles?

What are the types of billing accounts?

The Billing accounts page in the Microsoft 365 admin center provides a view of your
business accounts with Microsoft. The following types of billing accounts are supported:

Microsoft Online Subscription Agreement (MOSA): This billing account was

created when you signed up for a Microsoft 365 subscription directly. You might
have a MOSA billing account if your account hasn’t yet moved to the Microsoft
Customer Agreement. For MOSA billing accounts, you receive an invoice for each
order, on the account anniversary.
Microsoft Customer Agreement (MCA): This billing account is created when your
organization works with a Microsoft representative, an authorized partner, or buys
products and services independently. For MCA billing accounts, you have a
corresponding billing profile that contains your subscriptions. You receive one
invoice per billing profile, between the 5th and 9th day of the month.
View my billing accounts
1. Go to the Microsoft 365 admin center .
2. Select the Navigation menu, then select Billing > Billing accounts .
3. The Billing accounts page lists the billing accounts associated with your
organization.
4. The Billing account type column indicates what type of agreement you signed
with Microsoft for each billing account. Select a billing account name to view its
details page.

Understand the billing account details page

The top of the billing account details page contains your account profile and shows the
legal and tax information about your organization. You can update your profile to
change your legal address and phone number. This account is the legal entity that pays
for the products that you buy from Microsoft.

The following table lists the terms shown on the billing account details page.

ﾉ Expand table

Field name Description

ID The unique identifier for your billing account.

Name The name of your billing account. To change the name, select Update name.

Account status A read-only field that specifies the status of your commercial account with
Microsoft.

Sold-to The details of the legal entity responsible for payment and identified on the
invoice. This section contains the name and address of the individual or
organization responsible for the account, together with a contact email address
and phone number. The address provided here is used to determine your tax
rate unless you opt to provide an alternative shipping address during your
purchase. For more information, see Tax information.

Tax ID This field only applies if you’re in a country or region that requires you to
provide a VAT or local equivalent. For more information, see Tax information.

Billing profiles The link goes to the list of billing profiles associated with the current billing
account. A billing profile defines the properties of your invoice, like who receives
the bill, how the bill is delivered, payment terms, and an optional purchase order
(PO) number. For more information about billing profiles, see Manage your
Microsoft business billing profiles.
 Field name Description

Registration A legal registration number that you provide to us so we can review the details
number of your account. For more information, see About registration numbers and
(Optional) under-review notifications. To add a registration number, select Edit.

７ Note

If you need to change the Sold-to name, you must contact support to change it.
Requests to change the Sold-to name require a credit check. Complete this form ,
and be ready to share one of following documents with Microsoft when you
contact support:

Government-issued document or registration letter

Print out of the local company's registry

Support can help with name and address changes where only the customer name
changes, but the entity remains the same. Any documentation you provide should
clearly show that only the entity’s name has changed. If the change is the result of a
transaction, including the sale of a business, a change of controls, or a divestiture
or “spinoff” of a Customer Affiliate, please contact your Microsoft Seller or
Microsoft support.

What are billing account roles?

If you have an MCA billing account type, the bottom of the billing account details page
includes a Billing account roles tab. This section lists the names of the users and admin
center roles assigned to specific billing account roles. Billing account roles are specific to
billing accounts and provide different levels of access to the billing account for your
organization.

） Important

Billing account roles only apply to billing accounts, and don't apply to other
Microsoft 365 admin center scenarios.

You can provide others with access to the billing account in the Microsoft 365 admin
center through the billing account roles and permissions. For instructions about how to
grant billing account access to other users, see Assign billing account roles.
Only a billing account owner can grant access to a billing account. You can assign the
following roles to users:

ﾉ Expand table

Role Description

Billing account owner Can assign roles, edit accounts, sign agreements, and view accounts.

Billing account contributor Can edit accounts, sign agreements, and view accounts.

Billing account reader Can view accounts.

Assign billing account roles

1. Go to the admin center
2. Select the Navigation menu, then select Billing > Billing accounts.
3. On the Billing accounts page, select the billing account.
4. Under Billing account roles, select Assign roles.
5. In the Assign roles pane, type the name or email address, select the role you want
to assign to them, then select Assign.

View related role assignments

You can view the roles assigned to users for a billing account and related billing profiles
across associated tenants.

1. Go to the admin center

2. Select the Navigation menu, then select Billing > Billing accounts.
3. On the Billing accounts page, select a billing account.
4. Under Billing account roles, select View related role assignments.

To export the information shown in the Related billing role assignments pane, select
Export to CSV.

What are associated billing tenants?

If you have an MCA billing account type, you can give users from other tenants access
to collaborate on a single set of resources across all products. For more information
about associated billing tenants and how to add and assign roles to them, see Manage
billing across multiple tenants in the Microsoft 365 admin center.
Related content
Tax information (article)
Manage your Microsoft business billing profiles (article)

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Manage your Microsoft business billing
profiles
Article • 02/16/2024

A billing profile contains payment method and invoice information associated with your
Microsoft business billing account. You use a billing profile to pay for business products
and services that you buy from Microsoft. A billing profile is automatically created when
a billing account is created, and you can add new billing profiles at any time. For
information about billing accounts, see Understand your Microsoft billing account.

） Important

This article only applies to customers with a Microsoft Customer Agreement billing
account type.

Before you begin

Find out what type of billing account you have.
You must have a Microsoft Customer Agreement (MCA) billing account type, and
be a billing profile owner or contributor to do the tasks in this article. For more
information, see What are billing profile roles?.

７ Note

If you're the person who signed up for the subscription, you're automatically a
billing profile owner.

View your billing profiles

1. Go to the Microsoft 365 admin center , then go to the Billing > Billing
accounts page.
2. On the Overview tab, select a billing account.
3. On the billing account details page, select the Billing profiles tab. The tab lists all
billing profiles associated with the selected billing account.
4. Select a billing profile name to view its details page.
Understand the billing profile details page
The billing profile details page contains details like the billing profile name, status, the
associated billing account, and address information. The details page also contains
information about the invoice, billing notification settings, and payment method used to
pay for the products and services that you buy. You can update your billing profile to
change certain things like the profile name, the Bill-to address, and invoice and billing
notification settings.

The following table lists the terms shown on the billing profile details page.

ﾉ Expand table

Field name Description

Billing profile ID A read-only field that contains the unique identifier for the billing profile.

Name The name of your billing profile. To change the name, select Edit name.

Status A read-only field that shows the status of the billing profile.

Billing account The billing account associated with the billing profile. To view details about
the billing account, select the link. For more information about billing
accounts, see Understand billing accounts.

My role A read-only field that shows your billing profile role.

Bill-to address Contains the contact name, address, email address, and phone number for
the billing profile. To make changes to the address details, select Edit.

Get invoices in A setting you can turn on to receive the invoice as an email attachment. The
email statements default setting is On. To turn this setting on or off, select Edit settings.

Additional The list of people who also receive a copy of the invoice by email.
recipients

Billing A link to the Billing notifications page where you can edit notification
notification settings, edit the organization email address, and manage the list of admins
settings who receive billing notifications. To make changes, select Edit settings.

Invoice currency The currency used for your invoice, based on the Sold-to country/region of
the billing account.

Payment method The payment method used by the billing profile. To make changes to the
payment method, select Edit or Replace.

PO number A purchase order (PO) number that you create to track changes for the billing
(optional) profile. If you add a PO number in this field, it appears on your invoice. To
add a PO number, select Edit.
Add a billing profile
1. In the admin center , go to the Billing > Billing accounts page.
2. On the Overview tab, select a billing account.
3. On the billing account details page, select the Billing profiles tab, then select Add
a billing profile.
4. On the Basic information page, enter a name for the new billing profile, then
select Next.
5. On the Address information page, to use the sold-to address for the bill-to
address, select the Same as sold-to address check box. To add a new address,
select Add bill-to address, enter the new address information, then select Save.
6. To use the bill-to address for the ship-to address, select the Same as bill-to
address check box. To add a new address, select Add ship-to address, enter the
new address information, then select Save.
7. Select Next.
8. On the How to pay page, select an existing payment method from the Choose a
card drop-down list. To add a new payment method, select Add a card.
9. Select Next.
10. On the Invoice settings page, enter any other recipients that you want to receive
the invoice.
11. If you want to include a purchase order number on your invoice, enter it in the
Purchase order number text box.
12. Select Next.
13. On the Review and finish page, review the information and settings you entered
for the new billing profile. You can edit everything except the associated billing
account name on this page. When you’re ready, select Finish.
14. After the billing profile is ready, select Done.

What are billing profile roles?

Billing profile roles have permissions to control purchases, and view and manage
invoices. You can assign these roles to users who track, organize, and pay invoices. Only
a billing profile owner can grant access to billing profile roles. You can assign the
following roles to users:

ﾉ Expand table

Role Description

Billing profile owner Can assign roles, edit the billing profile, use it in a purchase, pay bills, and
view the billing profile.
Role Description

Billing profile Can edit the billing profile, use it in a purchase, pay bills, and view the
contributor billing profile.

Billing profile reader Has a read-only view of everything in a billing profile.

Invoice manager Can view and pay bills and has a read-only view of everything in a billing
profile.

） Important

Billing profile roles only apply to billing profiles, and don't apply to other Microsoft
365 admin center scenarios.

View users and their billing profile roles

1. In the admin center , go to the Billing > Billing accounts page.
2. On the Overview tab, select a billing account.
3. On the billing account details page, select the Billing profiles tab.
4. Select a billing profile name.
5. On the billing profile details page, select the Billing profile roles tab.

Assign billing profile roles

７ Note

You can only assign billing profile roles to users in your organization.

1. In the admin center , go to the Billing > Billing accounts page.

2. On the Overview tab, select a billing account.
3. On the billing account details page, select the Billing profiles tab.
4. Select a billing profile name to view its details page, then select the Billing profile
roles tab.
5. To assign a new user role, select Assign roles. In the Assign roles pane, enter the
name or email address, select the roles you want the user to have, then select
Assign.
6. To change the roles for a current user, select their name from the list. In the Edit
roles pane, change the roles assigned to the user, then select Save.
 7. In the Assign roles pane, type the name or email address, select the role you want
to assign to them, then select Assign.

View related role assignments

You can view the roles assigned to users for a billing account and related billing profiles
across associated tenants.

1. In the admin center , go to the Billing > Billing accounts page.

2. On the Overview tab, select a billing account.
3. On the billing account details page, select the Billing profiles tab.
4. Select a billing profile name to view its details page, then select the Billing profile
roles tab.
5. Select View related role assignments.

To export the information shown in the Related billing role assignments pane, select
Export to CSV.

Related content
Understand billing accounts (article)
Paying with a billing profile (article)
Manage payment methods (article)

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Change the billing addresses for your
Microsoft business subscription
Article • 02/16/2024

Your invoice for Microsoft business products and services that you own contains the
following addresses:

Sold to Address Your company name and address, as shown in your organization
profile.
Bill to address The address of your billing department, usually the same as the
Sold to address.
Service usage address The address where the service is used, usually the same as
the Sold to address. If your organization has remote users or multiple offices, use
the address where most your users are located. This address is only used by
customers with a Microsoft Online Services Agreement (MOSA) billing account
type.

In most cases, these addresses are the same. If you need to change one or more of the
addresses, you can do that in the Microsoft 365 admin center.

Before you begin

Find out what type of billing account you have.
If you have a Microsoft Customer Agreement (MCA) billing account type, you must
be a billing account owner or contributor, or a billing profile owner or contributor
to do the tasks in this article. For more information about billing account and
billing profile roles, see Understand your Microsoft business billing account and
Manage your Microsoft business billing profiles.
If you have a Microsoft Online Services Agreement (MOSA) billing account type,
you must be a global or billing admin to do the tasks in this article. For more
information, see About admin roles.

７ Note

If you're the person who signed up for the subscription, you're automatically a
billing account owner or global admin.

） Important
 You can't change the country/region for your subscription. That's because the
country/region where your organization is headquartered determines which
services are available to you, the taxes and billing currency, and the location of the
data center. To change your organization's country/region, sign up for a new
account, choose the desired country/region, and buy a new subscription.

Change your Sold-To address

1. Go to the Microsoft 365 admin center .
2. In the Navigation menu, go to the Billing > Billing accounts page, then select a
billing account.
3. On the billing account details page, in the Sold to section, select Update sold to or
Edit.
4. Update your organization information, then select Save.

Change your Bill-To address

You can change your Bill to address in the Microsoft 365 admin center. However, the
steps to change the address depend on the type of billing account that you have. Find
out what type of billing account you have.

If you have an MCA billing account type:

1. In the admin center , go to the Billing > Billing accounts page.

2. On the Overview tab, select a billing account.
3. On the billing account details page, select the Billing profiles tab. The tab lists all
billing profiles associated with the selected billing account.
4. Select a billing profile name to view its details page.
5. On the billing profile details page, under Bill-to address, select Edit.
6. In the Edit bill-to address pane, update your organization information, then select
Save.

If you have an MOSA billing account type:

1. Go to the admin center .

If you’re using the Simplified view, select Billing, then select View payment
methods.
If you’re using the Dashboard view, go to the Billing > Bills & payments
page.
 2. On the Bills & payments page, select the Payment methods tab.
3. Select a payment method.
4. In the payment methods details pane, select Edit.
5. Update your payment information, select Save > Done.

Change your service usage address

If you have an MOSA billing account type, you can change the service usage address for
a subscription. What type of billing account do I have?

1. Go to the admin center .

If you’re using the Simplified view, select Billing.

If you’re using the Dashboard view, go to the Billing > Your products page.

2. Select the subscription to change.

3. On the subscription details page, in the Service usage address section, select Edit
service usage address.
4. In the Edit service usage address pane, update your address, then select Save.

Related content
View your invoice in the Microsoft 365 admin center (article)
Understand your invoice for your Microsoft MCA billing account (article)
Understand your invoice for your Microsoft MOSA billing account (article)
Payment options for your Microsoft business subscription (article)\

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Request a credit for Withholding Tax on
your account (Global customers)
Article • 11/29/2023

７ Note

If your organization is based in India, some of the information in this article is

slightly different.

Some customers receive Web Direct (Azure and Microsoft 365) invoices billed by a
Microsoft entity located in a foreign country/region. If your organization makes cross-
border payments to that entity, the Tax Authority in your country/region might require
you to withhold part of the cross-border payment as withholding tax (WHT). If you
withheld taxes as required by your Tax Authority when remitting payments to Microsoft,
this article explains the process for claiming a credit for the tax withheld.

Customers in India receive Web Direct (Azure and Microsoft 365) invoices billed by
Microsoft Regional Sales Pte Ltd. Singapore (MRS) and make cross-border payments to
Singapore to settle the invoice. If you withheld taxes when remitting the payment, this
article explains the process for claiming a credit for the Withholding Tax (WHT) in your
account with MRS.

For invoice pay customers who pay by wire

transfer
If you withheld tax when remitting payment and deposited the withheld tax with the
relevant Tax Authority, you must submit a WHT request to clear the outstanding balance
in your account.

For customers in India, if you withheld tax when remitting payment to MRS and
deposited the withheld tax with the Income Tax Department, you must submit a WHT
request to settle the tax amount withheld in your account.

Your WHT request must include the following items:

A completed copy of the Withholding Tax Credit Form (filled out by the
customer)
Customers in India: A digitally signed TDS Certificate (Form 16A) issued by the
Indian Income Tax Department (provided by the customer)
 All other customers: A signed or scanned copy of the Withholding Tax Certificate
or Receipt

Submit the WHT request by opening a ticket with Microsoft support.

For customers who pay by credit card

If your payment method is a credit card and you made a full payment to Microsoft, and
also paid WHT to the relevant Tax authority, or Income Tax Department in India, you
must submit a WHT request to claim the refund of the tax amount.

Your WHT request must include the following items:

A completed copy of the Withholding Tax Credit Form (filled out by the
customer)
Customers in India: A digitally signed TDS Certificate (Form 16A) issued by the
Indian Income Tax Department (provided by the customer)
All other customers: A signed or scanned copy of the Withholding Tax Certificate
or Receipt

Submit the WHT request by opening a ticket with Microsoft support.

） Important

Customers can only submit a request for an adjustment or refund of the WHT
amount after paying the invoice.
The invoice amount on the Withholding Tax Credit Form must match the
invoice amount identified in the Withholding Tax Certificate or Receipt, or the
TDS certificate in India. If the invoice amount is different between the two
forms, you must specify the reason for the difference in the Withholding Tax
Credit Form. This information is checked by the review team, who might ask
clarifying questions, if required.
Withholding Tax Certificate, Receipt files, or TDS certificates must be in one of
the following file formats: .PDF or image only (.JPEG, .PNG, or .GIF).
Additionally, file names must not contain spaces or special characters. File size
cannot exceed 1 MB.

After you submit the request, it goes into the approval process where it's either
approved for completion or is sent back to you for correction.
If there's a problem with your request, the review team might require corrections to the
withholding amount or replacement of the Withholding Tax Certificate, Receipt, or TDS
Certificate. You must resubmit the request before it can be approved. The review team
either approves the request or asks for more changes.

Timelines to submit the TDS Certificate

together with the Withholding Tax Credit Form
The following table shows the due dates and timelines to submit digitally signed TDS
Certificate (Form 16A) forms for each quarter.

Quarter Period Due date for issuance of Extended timelines to submit Form
TDS Certificate (Form 16A together with the Withholding
16A) Tax Credit Form

1 April - June 15-Aug 31-Aug

2 July - 15-Nov 30-Nov

September

3 October - 15-Feb 28-Feb

December

4 January - 15-Jun 30-Jun

March

Approved requests
For customers paying by wire transfer: Approved WHT requests are settled against the
unpaid portion of the invoice amount reflected in Withholding Tax Credit Form.

After your claim is approved, it's reflected in the next billing cycle. The WHT amount
paid is included in the payment section of your next invoice. The amount is also
displayed under the paid amount in the customer portal.

For customers paying by credit card: After your claim is approved, your overpayment is
refunded to your credit card.

） Important

If changes are required, the approval process might take longer because of
the corrections that must be made and then resubmitted.
If you have questions about the WHT request process, please open a ticket
with Microsoft support.
Manage Microsoft-certified solution
provider partner relationships
Article • 11/01/2023

You can work with Microsoft-certified solution providers (partners) to buy and manage
products and services for your organization or school. There are a few steps involved in
getting things set up.

1. Admins find and contact a partner using the form at

[Link] .
2. Partners send an email request to customers to establish a partner relationship.
3. Customers accept the invitation in Microsoft 365 admin center and start working
with the partner.

Before you begin

You must be either a Global or Billing admin to do these steps. For more information,
see About admin roles.

What can a partner do for my organization or

school?
There are several ways that a partner can work with you. Based on your stated business
needs, they choose one of these types when they send their request to work with you.

Partner type Description Roles

Advisor Partners can reset passwords and handle support Global admin,
incidents for you. Helpdesk admin.

Granular Partners who manage products and services for your Any Microsoft
delegated organization or school, but who have limited access to Entra role.
administrator what they can do in the Microsoft 365 admin center.
Granular delegated administrator privileges (GDAP) let For more
partners complete tasks in the admin center without information, see
having global admin permission. By giving GDAP to Microsoft Entra
partners, you ensure they have the least-permissive built-in roles.
roles and limit the risk to your organization.

Independent Partners who develop and sell custom software No roles assigned.
Software Vendors products that run on one or more computer hardware
or operating system platforms. Some ISVs focus on
Partner type Description Roles

developing software or custom applications that focus

on a particular operating system, and other ISVs
specialize in a particular application area.

Indirect reseller Partners who manage products and services for your No roles assigned.
organization or school.

Line-of-business Partners can develop, submit, and manage LOB apps Not available to
(LOB) partner specific for your organization or school. assign.

Microsoft If you've worked with multiple partners through the No roles assigned.
Products & MPSA program, you can allow them to see purchases
Services made by each other.
Agreement
(MPSA) partner

Original Windows Autopilot is managed and maintained by No roles assigned.

Equipment Microsoft. This service provides the backend database
Manufacturer that associates hardware hashes with customer tenants.
(OEM) When an OEM registers devices for a customer, they
write that data to this database and not directly to the
customer's tenant. No permissions to the customer's
tenant are granted or required for OEMs to register
devices on the customer's behalf.

Partner You give your partner a user account in your tenant, Assign a role to
and they work with other Microsoft services on your the partner on the
behalf. Active users
page.

For more
information, see
About admin roles
in the Microsoft
365 admin center.

Reseller Partners who sell Microsoft products to your No roles assigned.

organization or school.

Find a partner
1. Go to [Link] .
2. Use the filters to narrow your search. When you find a partner that you want to
work with, select Contact me.
3. Enter your location and contact information. Select your organization size, include
your organization name, select your industry focus, add keywords for the type of
 services you need, and then describe your business needs.
4. When you're finished, select Contact me.

The partner contacts you and gives you a chance to learn more about them. If you
decide to work with them, they send you an email invitation to establish a partner
relationship.

Review and accept a partner relationship and

Microsoft Customer Agreement
After you find a partner and decide to work with them, they send you an email
invitation.

1. In the email, select the link to go to the Microsoft 365 admin center.
2. On the Accept agreement & authorize partner page, select the link for the
Microsoft Customer Agreement, and read the document.
3. Check the box to acknowledge that you read the agreement.
4. Select Accept & Authorize.
5. The list of partners that you're working with is displayed. Select any partner to see
details.

Review and accept a Microsoft Customer

Agreement
If you already have a partner but haven't yet signed a Microsoft Customer Agreement,
you must accept the agreement before they can make purchases or manage your
subscriptions on your behalf.

1. If you receive an email from your partner, select the link to go to the Microsoft 365
admin center, or go to the Accept agreement page.
2. Select the link for the Microsoft Customer Agreement and read the document.
3. Check the box to acknowledge that you read the agreement.
4. Select Accept.
5. The list of partners that you're working with is displayed. Select any partner to see
details.

Remove partner admin roles

The granular delegated administrative privileges (GDAP) feature gives partners more
granular and time-bound access to their customers' workloads. This means that partners
are better able to address their customers' security concerns. Partners can also provide
more services to customers who are uncomfortable with the current levels of partner
access and who have regulatory requirements to provide only least-privileged access to
partners. With GDAP, you agree to give partners roles specified in their request. These
roles are customizable, so you can discuss with your partner if you don't approve certain
permissions.

If you don't want to give admin roles to the partner, cancel the invitation instead of
accepting it.

You can remove admin roles from a partner at any time. Removing the admin roles
doesn't remove the partner relationship. They can still work with you in a different
capacity, such as a Reseller. If you decide that you don't want to work with a partner
anymore, contact your partner to end the relationship.

1. In the admin center, go to the Settings > Partner relationships page.

2. On the Partner relationships page, select the row that contains the name of the
partner that you want to remove.
3. On the partner page, select Remove roles.
4. In the Remove roles? dialog box, select Yes.

If you don't see the Remove roles option, contact the Partner Center .
Review Microsoft-certified cloud
solution provider (partner)
administrative privileges
Article • 11/16/2023

If you have a Microsoft-certified cloud solution provider (reseller partner), we

recommend that you conduct a quarterly review of the delegated administrative
privileges (DAP) assigned to them. Make sure that your organization wants this partner
to have access to your organization's data and make purchases on your behalf.

） Important

Giving DAP, which include Global admin permissions, to any partner might present
a security risk. Having too many Global admins is also a security risk.

After you accept a DAP agreement from a reseller partner, they can assign the Global
admin role for your organization to their employees. The Global admin role gives the
partner's employees access to your employees' personal data and other sensitive
information. It also gives them permission to take the following tenant-wide actions:

Change user passwords

Add users with email accounts
Add and manage web domains associated with your organization

When DAP is enabled, you have no control over the number of Global admins your
partner can add. You can only grant or deny the partner DAP (Global admin) access to
your account.

Review and remove roles from partners

1. In the Microsoft 365 admin center , go to the Settings > Partner relationships
page. Partners with DAP have Global Administrator listed in the Roles column.
2. To remove the Global admin role from a partner, find the name of the partner that
you want to remove.
3. Select the row that has Reseller as the Relationship Type.
4. On the partner details page, select Remove roles, then select Yes.

７ Note
 If you remove DAP (Global admin role) from a partner, we recommend that
you contact them to discuss future service delivery. For example, you can
create a user account with lower privileges and share that account information
with your partner. Learn more about adding users and assigning admin roles.
Even with the Global admin role removed, the partner can still make
purchases on your behalf. We recommend that you contact the partner to ask
them to remove that ability in the Partner Center.

Related content
Manage partner relationships (article)
About admin roles (article)
Delegated admin privileges in Microsoft Entra ID (article)
Close your Microsoft business account
Article • 10/20/2023

When you close your business account with Microsoft, we delete all information related
to your account. This information includes subscriptions, licenses, payment methods,
users, and user data. Follow the steps in this article to learn how to close your account
with us.

If you want to close a personal Microsoft account, see How to close your Microsoft
account - Microsoft Support .

Before you begin

） Important

Before you start this process, make sure to back up any data that you want to
preserve.

You must be a global or billing admin to do the tasks in this article. For more
information, see About admin roles.
Find out what type of billing account you have.
If you have a Microsoft Customer Agreement (MCA) billing account type, you must
be a billing account owner or contributor to do some of the tasks in this article. For
information about billing account roles, see Understand your Microsoft business
billing account.

７ Note

If you're the person who signed up for the subscription, you're automatically a
billing account owner or global admin.

Step 1: Delete users

Delete all users except for one global admin. The global admin completes the steps to
close the account. Before you can delete the directory at the end of this process, you
must delete all other users.
If users are synchronized from on-premises, first turn off sync, then delete the users in
the cloud directory by using the Azure portal or Azure PowerShell cmdlets. For more
information, see Delete Microsoft 365 user accounts with PowerShell.

To delete users, see User management admin: Delete one or more users.
To delete users in bulk, use the Remove-MgUser Microsoft Graph PowerShell
cmdlet.

If your organization uses Active Directory that synchronizes with Microsoft Entra ID,
delete the user account from Active Directory, instead. For instructions, see Bulk delete
users in Microsoft Entra ID.

Step 2: Cancel all active subscriptions

You can cancel your subscriptions in the Microsoft 365 admin center. Learn how to
cancel your subscription.

If you have an MCA billing account type, unless your subscription is still within the
cancellation window, you can’t cancel your subscription immediately. Instead, you must
turn off recurring billing, and then wait for the subscription to expire at the end of its
term. You must be a billing account owner or contributor to turn off recurring billing.

Step 3: Delete all disabled subscriptions

You can delete a subscription in the Microsoft 365 admin center. However, the steps to
delete the subscription depend on the type of billing account that you have. Find out
what type of billing account you have.

If you have an MCA billing account, you can’t delete a disabled subscription. The
subscription is deleted at the end of the subscription term that you agreed to when you
bought the subscription.

If you have an MOSA billing account type, use the following steps to delete your
disabled subscriptions.

1. Go to the Microsoft 365 admin center .

If you’re using the Simplified view, select Billing.

If you’re using the Dashboard view, go to the Billing > Your products page.

2. Select the disabled subscription that you want to delete.

3. On the subscription details page, in the Subscription and payment settings
section, select Delete subscription.
 4. In the Delete subscription pane, select Delete subscription.
5. In the Delete subscription dialog box, select Yes.
6. For each disabled subscription, repeat steps 1 through 5 until all subscriptions are
deleted.

７ Note

If you're unable to immediately delete a disabled subscription, contact support.

Step 4: Disable multi-factor authentication

You must be a global admin to do the following steps. To verify what role you have, see
Check admin roles in your organization.

1. Go to the Microsoft 365 admin center .

2. In the Navigation menu, go to the Users > Active users page.
3. Select Multi-factor authentication.
4. On the multi-factor authentication page, disable all accounts except for the global
admin account that you're currently using.

You can also use PowerShell to disable multi-factor authentication for multiple users.

Step 5: Delete the tenant in Microsoft Entra ID

To delete your tenant, follow the steps in Delete a Microsoft Entra tenant - Microsoft
Entra.

After you complete this final step, your account with Microsoft is closed and deleted.

Related content
Understand your invoice for your Microsoft MCA billing account (article)
Understand your invoice for your Microsoft MOSA billing account (article)
Cancel your Microsoft business subscription (article)
Get support for Microsoft 365 for
business
Article • 01/11/2024

Check out all of our small business content on Small business help & learning .

Check out Microsoft 365 small business help on YouTube.

Watch: Get help or support

Check out this video and others on our YouTube channel .
[Link]
autoplay=false&postJsllMsg=true

Need to speak to someone right away? Admins, have your account details ready when
you call Support.

） Important

You must be an admin for a business subscription to use these support methods.
Find out more about admin roles for the Microsoft 365 admin center. If you're
not a business admin, please use this support page .

Start by checking the current health of your services. You can view detailed information
about current and past issues on the Service health dashboard . If you're experiencing
an issue that isn't listed, you can get support in one of the following ways:

Online support
Save time by starting your service request online. We can help you find a solution or
connect you to technical support.

） Important

You must have bought at least one subscription through Microsoft to access
Microsoft support. If you bought all your subscriptions through a partner, contact
your partner for support.
 1. Go to the admin center at [Link] . If you get a message
that says you don't have permission to access this page or perform this action, you
aren't an admin. For more information, see Who has admin permissions in my
business?.
2. On the bottom right side of the page, select Help & support.
3. Type a question or keyword into the text box. If you get a drop-down list, select
the one closest to your question, or continue typing your question, then press
Enter.
4. If the results don't help, at the bottom, select Contact Support.
5. Enter a description of your issue, confirm your contact number and email address,
select your preferred contact method, and then select Contact me. The expected
wait time is indicated in the Contact support pane.

Phone support
In most countries/regions, billing support for Microsoft 365 for business products and
services is provided in English from 9 AM-5 PM, Monday through Friday. Local language
support varies by country/region.

Technical support is provided in English 24 hours a day, 7 days a week, and in some
cases, in local languages as noted.

Find support phone numbers by country or region

Admins, have your account details ready when you call.

７ Note

To better protect your organization, we added a PIN-based verification step to our

existing phone-based verification process. If you contact us from a number that
isn't registered with your organization profile, the Microsoft support representative
sends a verification code to the registered email or phone number in your
Microsoft 365 admin center profile. You must provide this code to the support
representative to grant them access to your organization's account.

Small business support with Business Assist

Get the most out of your subscription with expert advice from small business specialists.
Business Assist for Microsoft 365 is designed for small businesses to give you and your
employees around-the-clock access to small business specialists as you grow your
business, from onboarding to everyday use. To learn more, see Business Assist.

Related content
Find docs and training (link page)
Employee quick setup (article)
Overview of Microsoft 365 Business Premium setup (video)

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