Learn how to reduce your White Label Flex subscription costs by managing active users, removing subscribers from expired accounts, and cleaning up contacts that exceed package limits.
BotSailor's White Label Flex billing model charges you based on actual usage, including active users and subscribers across your white-label platform. Both follow volume-based pricing slabs, with monthly bills calculated using average daily counts.
BotSailor also provides built-in tools to help manage usage and reduce costs. In this guide, we'll explain how Flex billing works and share three practical ways to lower your monthly bill.
Understanding How White Label Flex Billing Works
Your Flex bill depends on two components:
- Active Users: The average number of customer accounts on paid subscription plans during your billing cycle.
- Subscribers: The average number of subscribers across your bots and your customers' bots, including WhatsApp, Telegram, Messenger, Instagram, and Webchat.
Both use volume-based pricing, meaning rates vary based on usage.
How Your Billing Cycle Is Calculated
Your billing cycle starts from your Flex enrollment date, not the calendar month. For example, if you enroll on the 15th, your billing cycle follows that date each month.
Your bill is based on the average daily counts of active users and subscribers throughout the cycle.
Important: Reducing usage today lowers future daily counts, but doesn't change counts already recorded earlier in the cycle.
What Counts as an Active User?
An active user is a customer account on your white-label platform with an active paid subscription.
The following accounts are excluded from active-user billing:
- Default Free/Trial users: Accounts assigned to the package marked Default in Package Manager.
- Expired users: Accounts whose subscriptions have expired beyond the grace period.
- Team members: Staff and team logins.
- Your agent account: Your own white-label agent login.
Important: Not All Free or Trial Plans Are Excluded
Only users on the package marked Default are excluded from active-user billing.
Even if you create another package named "Free" or "Trial," its users will still be counted unless it is the default package.
To check your default package:
- Go to Package Manager.
- Find the package showing Yes under the Default column.
- Confirm its price type is Free or Trial.
Note: Paid packages without an expiry date still count as active users. Removing the expiry date does not exclude them from billing.
3 Ways to Lower Your BotSailor White Label Flex Bill
Method 1: Move Free and Trial Users to the Default Package
Best for: Resellers who have free or trial customers assigned to non-default subscription packages.
Only users assigned to your Default Free/Trial package are excluded from active-user billing.
How to do it:
- Go to Package Manager and identify the package marked Default.
- Open User Manager and edit the customer.
- Select the default package under Subscription Package.
- Save your changes.
Important: This reduces your active-user count starting from the next daily count, but existing subscribers remain and continue counting toward subscriber billing. You can remove excess subscribers using Method 3(Discussed below).
Method 2: Automatically Delete Subscribers from Expired Accounts
Best for: Removing subscribers belonging to customers whose subscriptions expired months ago.
Expired customers are excluded from active-user billing after the grace period, but their subscribers remain counted until deleted.
How to do it:
- From the Avatar menu, Go to Billing → Lower your bill.
- Enable Subscriber Auto-Delete.
- Choose an expiration period between 1 and 12 months.
- Click Apply.
The system automatically removes subscribers from eligible expired customer accounts.
Important: Deletion is permanent. Customer accounts and subscribers in your own bots are not affected.
Recommendation: Choose a longer expiration period if your customers frequently renew after several months. A shorter period removes unused subscribers sooner but provides less time for expired customers to return with their existing contacts.
Method 3: Delete Subscribers Exceeding Package Limits
Best for: Customers who have more subscribers than their current package allows.
Reducing a package's subscriber limit does not automatically remove existing excess subscribers.
Sometimes customers have more subscribers than their current package limits. This can happen when:
- Package limits are reduced, such as from 100,000 to 20,000 subscribers.
- Customers are downgraded to smaller subscription packages.
- Customers are moved to the default Free or Trial package with a lower subscriber limit.
In these cases, existing subscribers are not automatically deleted and continue contributing to your Flex bill.
How to delete Exceeded Subscribers:
- Go to Billing → Lower your bill.
- Click Delete exceeded subscribers.
- Confirm the operation.
BotSailor removes the oldest subscribers first until each affected account reaches its package limit.
What Happens During the Cleanup?
BotSailor automatically identifies accounts exceeding their package's subscriber limit and deletes the oldest subscribers first until each account reaches its allowed limit.
Example:
A customer's previous package allowed 100,000 subscribers, but the new limit is 20,000. Even after reducing the limit, all 100,000 subscribers remain and continue contributing to your Flex bill.
When you run Delete exceeded subscribers, BotSailor removes the oldest 80,000 subscribers, leaving 20,000 within the new package limit.
Important Things to Know
- Once per month: Cleanup can only be performed once a month.
- Unlimited packages: Accounts with unlimited subscriber packages are excluded.
- Processing time: Cleanup may take several hours. Deleting approximately 1 million subscribers can take up to 8 hours.
- Your own bots: Subscribers in your own bots are not affected.
- Permanent deletion: Deleted subscribers cannot be recovered.
How to Monitor Cleanup Progress
You can track the cleanup status on your Billing page:
- Pending: The cleanup request has been submitted.
- Processing: The system is deleting eligible subscribers.
- Completed: A report is available showing the number of affected over-limit users and deleted subscribers.
Refresh the Billing page to check the latest progress.
When Will Your Flex Bill Decrease?
Flex billing uses average daily active-user and subscriber counts throughout your billing cycle.
Changes begin affecting your daily counts from the following day. Previously recorded counts remain part of your current bill.
Remember:
- Minimum Billable Users: You may still be charged for the minimum number of users required by your plan.
- Free Subscriber Allowance: Only subscribers exceeding your included free allowance are charged.
Check your Billing page for your applicable limits and estimated charges.
Recommended Steps
- Review active users: Move genuine Free/Trial customers to the default package.
- Enable auto-delete: Automatically remove subscribers from long-expired accounts.
- Remove excess subscribers: Delete contacts exceeding customers' package limits.
- Monitor billing: Check your Billing page to see how reduced daily usage affects your estimated bill.
Final Thoughts
BotSailor White Label Flex lets you control costs by managing active users and subscribers.
Assign customers to the correct packages, enable expired-subscriber cleanup, and remove contacts exceeding package limits to avoid unnecessary charges.
To get started, visit Billing → Lower your bill in your white-label dashboard.
