This article explains how Ankored billing works, who counts as a billable member, and answers common questions about your invoice.

A billable member is anyone who enters the Ankored system with at least one assigned, incomplete requirement.

A member enters the Ankored system in one of two ways:

1. They log in to Ankored themselves for the first time, or

2. They are brought into Ankored through an integration with your registration platform. These members are counted as soon as their record is created in Ankored, even if they never log in, because Ankored begins managing their requirements right away.

A member is not billable if they never enter the Ankored system, if they have no requirements assigned, or if all of their requirements are already complete. Members who are processed through any requirement administered by Ankored's systems are billable.

In short: a member becomes billable when Ankored begins managing an incomplete requirement for them, whether they logged in themselves or came in through an integration.

Ankored invoices monthly based on the members who became billable that month. Billing is based on a member entering the Ankored system, not on completing requirements. Whether a member finishes their assigned requirement does not affect whether they are billable.

You pay for each billable member once per year. You will be charged again for anyone that remains active at the beginning of your next annual cycle.

If a member is part of multiple programs in Ankored under the same email address, you are billed only once for that member. Being in more than one program does not result in multiple charges.

That member also does not need to complete their requirements separately for each program. Requirements completed once apply across programs, unless your programs are set up to vary by requirements. If your programs have different requirements, this is addressed during your Ankored implementation.

Some courts and consumer reporting agencies (CRAs) charge court fees or record access fees when processing a background check. When Ankored is charged these fees, they are passed through to your organization at cost.

These fees always apply to the organization, not the individual, even when your members pay for their own background checks.

Because CRAs report these fees to Ankored a few weeks after the month closes, pass-through fees appear on your invoice about one month behind. For example, court and county fees incurred in June will appear as a line item labeled "June pass-through fees" on the invoice you receive August 1st. These fees appear as a single line item for the month; individual members are not itemized.

A user pay scenario is when the individual profile owner pays for the background check and/or additional training assigned to them. In this case, they are billed directly by Ankored and receive an Ankored receipt through our payment provider.

If they have any questions about their payment or receipt, they can reach out to [email protected].

A coach logs in and completes their background check.
Billable: Yes. They entered the Ankored system with an incomplete requirement assigned.

A coach logs in but never finishes their background check.
Billable: Yes. Billing is based on the member entering the Ankored system, not on completion.

A player is brought into Ankored automatically through your registration platform, with a requirement assigned.
Billable: Yes. Integration-created members are counted as soon as their record is created, even if they never log in, because Ankored begins managing their requirements right away.

A volunteer receives an invite email but never logs in, and they were not brought in through an integration.
Billable: No. They never entered the Ankored system.

A member logs in, but no requirements have been assigned to them.
Billable: No. A billable member must have at least one assigned, incomplete requirement.

A returning coach logs in to check their profile. All of their requirements are complete and nothing new is assigned.
Billable: No. There is no assigned, incomplete requirement at the time of login.

A coach is part of two programs in your organization under the same email address.
Billable: Yes, but only once. Members in multiple programs are never billed more than once.

Do I pay for everyone on my roster?
No. You are only billed for members who enter the Ankored system with an assigned, incomplete requirement, or who are processed through a requirement administered by Ankored.

What if someone starts but never finishes their requirement?
They are still billable. Billing is based on the member entering the Ankored system, not on completion.

A member is part of multiple programs. Am I billed for them more than once?
No. As long as the member uses the same email address across programs, you are billed only once for that member. They also do not need to repeat their requirements for each program, unless your programs are set up to vary by requirements, which is addressed during your Ankored implementation.

We only use Ankored for background checks. How does that affect billing?
You can expect a monthly invoice reflecting the members who entered the Ankored system that month to complete their background check, whether or not they finished it.

Why do I see court or access fees on my invoice?
Certain jurisdictions charge fees to access court records during a background check. These are charged to Ankored by the CRA and passed through to you as a single monthly line item, about one month in arrears (for example, June fees appear on your August 1st invoice). This applies even if your members pay for their own background checks.

Why does my invoice show pass-through fees for a prior month?
Court and county fee data reaches Ankored a few weeks after each month closes, so these fees are always billed one month behind. A line item for June fees on your August invoice is expected and normal.

I'd like to transfer completion data into Ankored. Does that impact billing?
No. If transferred completion data is the only requirement on a member's record, those members are not billable. If they have other requirements assigned, they will be billed.

When do I pay for a member again?
You pay for each billable member once per year. You will be charged again for anyone that remains active at the beginning of your next annual cycle.

Your specific rates are outlined in your Ankored agreement. If you have questions about your invoice or billing, please get in touch with our billing team.