Guide for New Customers

Welcome to Odoo! This guide explains the key points of Odoo's billing and how to manage your plan intelligently.

1. The Heart of Your Bill: Users

The golden rule in Odoo is simple: you pay per users in your database.

• • How it works: Each month (or year), the system counts how many users have access to your Odoo and bills you for that number. 
  • • If you have 5 people on your team using the system, you will be charged for 5 users.
  • What if an employee leaves? The system won´t let you delete the user, But you can archive them. You will not be billed for them, but their entire history (sales, communications, etc.) remains intact.
  • How do I add a new user? You can create one from Settings > Users & Companies > Users. The charge for this new user will be added on a prorated basis to your next invoice.

2. Heads Up! How Apps Can Change Your Plan

Most Odoo applications work under the standard plans, but there is one very important exception you need to be aware of.

⚠️ Important: Understanding the "Custom" Plan and Odoo Studio

• • What is Odoo Studio? It's an incredibly powerful application that allows you to customize Odoo without code. You can add fields, modify views, create reports, and automate workflows.
  • The Consequence: Installing Odoo Studio on your database automatically upgrades your subscription to the "Custom" plan. This plan has a different price point because it gives you a much higher level of flexibility.
  • Recommendation: Before installing Odoo Studio, make sure you understand the cost difference and determine if you truly need that level of customization. Sometimes, the built-in options are more than enough for your needs.

3. Smart Tools for Managing Your Environment

Odoo gives you the flexibility to test and grow without hidden costs.

✅ Use Staging Databases for Testing (It's Free!)

Do you want to test a new application or a complex workflow without risking your live data? You can.

• • Duplicate Your Database: From your Odoo customer portal, you have the option to duplicate your main database. This creates an exact copy (called a "staging" or "testing" database).
  • No Extra Cost: This staging database does not generate additional charges on your subscription. It's your personal "sandbox" to experiment, train new employees, or test configurations before applying them to your main ("production") database.

4. Optimizing Your Subscription and Getting in Touch

Managing your plan is straightforward.

• • Need an Extra User or Want to Adjust Your Plan? The most direct and recommended way is to contact your Account Manager. They can provide advice, add users to your plan, and answer any questions you have about your subscription.
  • Save ~20% by Switching to an Annual Plan If you are on a monthly payment plan and plan to use Odoo for the long term, consider switching to the annual plan.
    • The Benefit: By paying for the full year upfront, you can typically access a significant discount (around 20%) compared to the monthly price.
    • How to do it? Speak with your Account Manager, and they will help you make the switch.

Quick Summary to Remember:

• • ✅ Users: You are only billed for active users. Deactivate, don't delete.
  • ⚠️ Odoo Studio: Installing this app moves you to the "Custom" plan, which has a different price.
  • 🧪 Testing: Duplicating your database for staging is free and highly recommended.
  • 📈 Growth: Contact your Account Manager to add users or change your plan.
  • 💰 Savings: Switch to the annual plan or multiyear to get a better price. (ask your Account Manager)