Google Workspace licences and billing – IT Solver Support

Google Workspace gives your business Gmail, Calendar, Drive, Docs and Meet on your own domain. When IT Solver bills your Google Workspace, you can see your licences, change how many you pay for, change to yearly billing and cancel a monthly plan in the dashboard.

Before you start

To request Google Workspace or change licences, billing or cancellation, you must be an Owner or IT manager of your business in the dashboard. See What each dashboard role can do.
To set up new Google Workspace, you need a domain. If you do not have one, see Find and buy a domain.
Google supplies the service. Your Google Workspace administrator must accept the Google Workspace terms of service.

Get Google Workspace

Google Workspace setup is a request to IT Solver. We contact you to choose the right option, then we set it up.

Set up Google Workspace on your domain

Sign in at dashboard.itsolver.net. If you prefer not to click links, type dashboard.itsolver.net into your browser.
Select Domains, then select your domain.
Select Set up business email. If you started before, the button shows Continue email setup. If you do not see the button, your domain already has email with Google or Microsoft. Go to the Google Workspace page, or contact us.
Under Business email with Google Workspace, select Choose Google Workspace.
The dashboard opens a request form with your domain already filled in. Add any notes, for example how many staff need an email address.
Select Send purchase request.

If the page shows Email is already detected on this domain, your domain already receives email with another provider. Starting another platform can interrupt mail. Tell us about your current email in the notes, or see Move your email to IT Solver: what moves and what you do.

For help to choose between Google Workspace and Microsoft 365, see Set up business email on your domain.

Ask for Google Workspace from the Google Workspace page

Use this when you already have Google Workspace with Google or another reseller and you want IT Solver to bill it, or when you are not sure what you need. The request form shows only when IT Solver does not bill Google Workspace for your business yet. If we already bill it, change your licences in Billing, or add a user with Add one billed seat if needed.

In the sidebar, select Google Workspace.
Find Purchase Google Workspace services.
In What are you looking for?, choose one option:
- New Google Workspace setup
- Transfer existing Google Workspace billing
- Add or change licences
- Not sure - speak to a human
In Notes, tell us what you need. You can type up to 2000 characters.
Select Send purchase request. The dashboard shows Purchase request sent. We will follow up to help choose the right option.

You can send up to 5 requests in one hour.

If the page shows Google Workspace appears to be billed directly with Google, your domain uses Google Workspace, but Google bills you. Select Request transfer help to open Tech Support and ask us to move the billing to IT Solver. Until the billing moves, the dashboard cannot show or change your Google Workspace users and licences.

See your licences and storage

In the sidebar, select Google Workspace.
Go to the Subscription section. Each row shows:
- Name: the Google Workspace edition.
- Status: the state of the subscription at Google.
- Licences: the number of users who have this licence.
- Payment plan: Flexible plan (monthly) or Annual plan (yearly).
- Payment due: Next monthly bill or At renewal.
Editions with no assigned users do not show here. To see them, check Billing.
To see which users have a licence, select the number in Licences, for example 3 assigned. The Users table then shows only those users.
Go to the Storage section to see how much of your shared storage is used by Google Drive, Shared drives, Gmail and Google Photos.

If the page shows Google Workspace licence management is not available right now., try again later. If the message stays, contact us.

Add a licence when you add a user

When you add a user on the Google Workspace page, the dashboard gives the user a paid licence. If all your licences are in use, the dashboard can add one more licence for you.

In the Users section, select Add new user.
Enter the user's details. If you have more than one edition, choose the Licence.
Keep Add one billed seat if needed selected. If no licence is spare, this adds one licence to your bill.
Select Add user.

If you clear Add one billed seat if needed and no licence is spare, the dashboard does not create the user. Increase your licence quantity first, or add the user again with the box selected.

For all the steps to add a user, see Add a staff member and approve devices in Google Workspace.

Remove a licence from a user

This removes the paid licence from one user. The user account stays active.

In the Users table, find the user.
Select the actions menu button at the end of the user's row.
Select Remove licence. If the user has more than one paid licence, each licence has its own Remove licence item with the edition name. Select the one to remove.
Read the message, then confirm.

Removing a licence from a user does not reduce the number of licences that you pay for. To pay for fewer licences, do the steps in Change the number of licences you pay for.

When a staff member leaves, see When a staff member leaves: remove them from Google Workspace.

Change the number of licences you pay for

Select Billing.
In Subscriptions, select your Google Workspace plan.
Go to Update quantity.
In New quantity, enter the number of licences. You can also use the minus (−) and plus (+) buttons.
Select Update quantity.

More licences: Google adds the licences now. You pay for the part of the month or year that is left.
Fewer licences on a Flexible plan: Google removes the licences now. Your bill changes at the end of the current billing cycle. Until then, you pay for the old number of licences. There is no pro-rata refund.
Fewer licences on an Annual plan: you cannot remove licences until the year ends. The dashboard shows "Google annual plans can't reduce seats mid-term. Switch the renewal plan first or wait until renewal." To change the renewal, contact us.
You cannot set the quantity lower than the number of users who have a paid licence. Remove licences from users first.
If the dashboard cannot check your assigned licences, reductions are not available for a short time. Increases still work.

For more about the plan page, see View a subscription and add or remove seats.

Change from monthly to yearly billing

A Flexible plan is billed each month. You can change it to an Annual plan in the dashboard.

A yearly plan lasts 12 months, paid in advance.
You can add licences at any time. You cannot remove licences until the year ends.
The yearly plan starts at your next monthly renewal. Until then, your monthly plan continues.
You cannot change an Annual plan back to a Flexible plan in the dashboard. Contact us.

In the sidebar, select Google Workspace.
In the Subscription section, find Change to yearly billing. It shows the number of licences, the yearly price and the start date.
Read the terms.
Select I agree to the yearly terms.
Select Change to yearly.

The section then shows the start date and the number of licences, for example "Yearly billing starts on 1 Dec 2026 for 5 licences."

Before the yearly plan starts, you cannot undo the change to yearly billing, change the licence quantity or cancel the plan in the dashboard. To undo it, contact us before the start date.

If you do not see Change to yearly billing:

Your plan is already an Annual plan.
Your plan is already set to end at renewal.
Your plan has other changes scheduled for later. Contact us.
You are not an Owner or IT manager.
A user delete or archive is still in progress. Wait until it finishes, or ask IT Solver about any that need attention.
More users have a licence than the number of licences that renew. Remove licences from users, or contact us.
Your plan needs a check by IT Solver. Contact us.

If the section shows The change to yearly billing needs IT Solver review., we check the change and contact you.

Cancel a Flexible plan

You can cancel a Flexible (monthly) Google Workspace plan in the dashboard. This ends your Google Workspace billing with IT Solver.

Before you cancel: cancelling does not delete your Google Workspace. Google moves your subscription to billing directly with Google. To keep your email and files, sign in to the Google Admin console and set up billing with Google, or move to another provider. If you do not set up billing, Google can suspend your service. If you are moving to Microsoft 365, contact us before you cancel, so your email does not stop.

Select Billing.
In Subscriptions, select your Google Workspace plan.
Select Cancel subscription.
Read the message. To stop, select Keep subscription.
To continue, select Cancel subscription.

The dashboard asks Google to move your subscription to billing directly with Google first. When Google confirms, the dashboard ends your Google Workspace billing with IT Solver and shows a message to confirm. If Google does not confirm yet, your billing does not change. Try again later, or contact us.

If your plan is already set to end at renewal, the page shows Complete cancellation now. Select Complete cancellation to end your Google Workspace billing with IT Solver now instead of at renewal. In the dialog, select Cancel subscription to confirm, or select Keep subscription to stop.

You cannot cancel an Annual plan in the dashboard. The page shows Contact support. For the cancellation rules, see Cancel or reduce a service: notice, refunds and your data.

Examples

You hired a new staff member and all licences are in use

Add the user on the Google Workspace page with Add one billed seat if needed selected. The dashboard adds one licence and creates the account. See Add a licence when you add a user.

A staff member left and you still pay for their licence

If you deleted the user in the dashboard, the dashboard lowers your billed licences for you. Check the plan in Billing, but do not lower the quantity again. If the message says The billed seat change needs attention., contact us. If you only removed the licence and kept the account, lower the quantity yourself. See Change the number of licences you pay for and When a staff member leaves: remove them from Google Workspace.

You want to lower your cost and your team size is stable

On a Flexible plan, change to yearly billing. Check the yearly price and start date in Change to yearly billing before you agree. After the change, you cannot remove licences until the year ends. See Change from monthly to yearly billing.

Your Google Workspace is billed by Google and you want IT Solver to manage it

On the Google Workspace page, select Request transfer help to open Tech Support and ask us to move the billing. You can also send a purchase request with Transfer existing Google Workspace billing. See Ask for Google Workspace from the Google Workspace page.

Still have a problem?

Questions? Email support@itsolver.net or phone 07 3123 6000.