The Account box in the administration area bundles the self-service management of your ZEP license: overview and adjustment of the booked product line and add-on modules, access to all invoices, and maintenance of your organisation's invoice data. The box is reserved for administrators in productive rental licenses. In a ZEP trial version the box is not visible; instead, the main-menu item My Trial handles module configuration and the subsequent contract closure (see section License management in the trial version).
Note: The Account box is part of the self-service feature and available in all product lines: ZEP Clock, ZEP Compact, and ZEP Professional. Visibility is bound to the rental license — in trial versions license management happens through the main-menu item My Trial.
Subscription
Under Subscription you see your currently booked license at a glance and make adjustments — from booking new add-on modules to adjusting the user count. The page is split into three areas: license overview, action links for license adjustment, add-on module test, and cancellation, plus two tables with the history and the scheduled future changes.
Current license
The top card shows your current license: Customer No., the user ratio (active vs. licensed users), and the price. In ZEP Clock the price is shown per user and month; in ZEP Compact and ZEP Professional as a monthly total. The card is read-only and always reflects the current license state including all booked add-on modules.
Note: A change of product line (between ZEP Clock, ZEP Compact, and ZEP Professional) cannot be triggered by you directly. For this please contact ZEP Support via chat or by email at [email protected].
Add-on module overview
Below the license overview the add-on modules of your product line appear in a three-column grid. The icons have the following meaning:
Green checkmark: module actively booked
Blue plus: module currently active as a trial module
Grey plus: module not booked, but available for booking in this product line
A click on the plus icon opens the Edit license dialog directly with the selected module already pre-checked — a convenient shortcut into the license adjustment flow.
In ZEP Professional the modules Revenues and Costs, Travel Expense Management, and Project Planning are already included and cannot be removed.
License adjustment
Via the Edit license link you open a three-step assistant to adjust your license:
Choose license — You select add-on modules, user count, and the effective date of the change. The product line is read-only in this dialog; for a product-line switch see the note under Current license. The new monthly price is visible in real time at the bottom right of the window.
Review invoice data — Company master data, invoice recipient, and payment method are checked or adjusted.
Summary and order — An overview of all changes is shown; after accepting the terms you complete the booking via Order for a fee.
For the effective date of license changes the following rules apply:
Upgrades (more users or more modules): on the 1st and 15th of a month, also retroactively.
Downgrades (fewer users or fewer modules): only on the 1st of a future month. Downgrades can be scheduled in advance — useful when an employee is leaving the company.
Note: In ZEP Clock license changes only take effect on the 1st of a month; the 15th as effective date is not available there.
After completing the order, both the executing administrator and the email address stored for invoicing receive an order confirmation.
Add-on module test
Via the Test add-on modules link you open a separate dialog where you can activate add-on modules without commitment. The additional monthly price is shown immediately per module: in ZEP Clock as extra charge per user and month, in ZEP Compact and ZEP Professional as extra charge per month. The link only appears when trial modules are currently offered.
Add-on modules can be tested free of charge for 14 days. After the trial period they are automatically removed; permanent adoption is available via Edit license. Each module can be tested only once. For an extended trial period or a re-test, contact ZEP Support via chat or by email at [email protected].
Cancellation
Via the Cancel ZEP link a pre-filled email to ZEP Support opens with company name, proposed cancellation date (end of the month plus one day), and sender name. You can adjust the email before sending. The cancellation is not processed automatically in the system but handled by the ZEP Customer Success team, who will contact you for confirmation and the handover process.
License-change history
The History table lists all adjustments to your license that are already in effect: date of change, type (upgrade, downgrade, module booking), new user count, price, account owner who initiated the change, and the affected modules and trial modules. The table is sortable and serves as audit-grade evidence of your contract evolution. An entry Created by ZEP in the account-owner column means that the ZEP team made the adjustment manually on your request.
Scheduled future changes
The Scheduled in future table shows all license changes you have already booked but whose effective date is still in the future — typical when scheduling for the next month-start. Via the delete icon you remove a scheduled change before it becomes effective; otherwise scheduled changes are executed automatically on the configured date.
Invoices
Under Invoices you find all invoices ZEP has issued to your organisation in chronological order. The list is a pure read view; changes to invoices are not possible.
Invoice overview
The table shows invoice number, invoice date, amount (incl. VAT), and a download link per row. The sorting is descending by date so that the most recent invoices appear at the top. A filter is not provided since most organisations have only a manageable number of ZEP invoices per year; for quick lookups use the browser search to find a specific invoice.
Invoice download
Via the download link in each row you download the invoice as a PDF. The PDF corresponds to the original invoice that was sent by email to the configured billing email address. Useful for accounting archiving and for forwarding to your own bookkeeping in case the original email is no longer available.
Invoice Data
Under Invoice Data you maintain the master data ZEP uses for invoicing your organisation. The page shows a read view with company master data, invoice recipient, payment method, and (in case of SEPA direct debit) the bank details. Via the Change settings link a popup with the full input form opens.
Company master data
In the Company block you store the legal data of your organisation: Name (with optional second line Name supplement), Address (two address lines), ZIP Code, Location, and Country. In countries with EU tax rules the field VAT No. also appears. This data appears on every ZEP invoice as recipient address.
Invoice recipient
In the Invoice recipient block you store all details of the invoice recipient: Email address, Salutation, First name, and Name. When you configure an email address, ZEP automatically sends every new invoice as a PDF attachment to that address — typically a shared address such as [email protected] or [email protected]. Without a configured address, only administrators receive notifications via their personal mailbox once an invoice is ready.
Payment method
In the edit popup you choose between SEPA direct debit and Invoice (bank transfer). For SEPA direct debit additional fields appear for IBAN, BIC, and account holder. For bank transfer these fields are omitted and you receive ZEP's bank details on every invoice.
Note: By entering your bank details and saving the form, you simultaneously grant ZEP the SEPA mandate for direct debit; a separate, manual signature is not required. Changes to invoice data apply from the next ZEP invoice onwards — already issued invoices remain archived with the previous master data.
License management in the trial version
In a ZEP trial version the Account box in the administration area is hidden. Instead, the main menu on the left shows the item My Trial, which allows administrators to configure the trial themselves and later close a rental contract.
Configuring the trial
On the My Trial page you see the number of users, the currently selected product line, and the active trial modules (green checkmark) as well as the modules that can still be added (blue plus). Via the Configure trial button a dialog opens where you adjust the modules of your trial as needed and save.
Note: A change of product line within the trial is only possible between ZEP Compact and ZEP Professional. From a ZEP Clock trial it is not possible to switch directly to Compact or Professional (and vice versa) — for such a switch please contact ZEP Support via chat or by email at [email protected].
Contract closure from the trial
Via the + Close ZEP contract button you start a wizard for closing a rental license. The wizard asks for the following data in sequence:
Product line — choice between ZEP Compact and ZEP Professional. In a ZEP Clock trial the product line is preset to Clock and not changeable.
Trial modules and add-on modules — selection of the desired modules. In ZEP Professional, Revenues and Costs, Travel Expense Management, and Project Planning are already included.
Users — number of users with ZEP access (in ZEP Clock the user count is determined automatically from the licenses in use).
Contract start — date from which the contract is valid.
Terms and conditions — acceptance of the contract terms, the data processing agreement, and the general terms and conditions.
The displayed monthly price updates live based on the selection. After clicking Next you proceed to the entry of the invoice data.
Invoice data within contract closure
On the second wizard page you maintain the invoice data of your organisation: company master data (Name, Address, ZIP Code, Location, Country, VAT No.), invoice recipient (Email, Salutation, First name, Name), and payment method (SEPA direct debit or Invoice). The fields correspond to the later Invoice Data in the Account box.
When choosing SEPA direct debit, by entering your bank details and saving the form you simultaneously agree to the direct debit — the same behaviour as when later editing in the invoice data.
After clicking Next you receive a summary of all entries on the third wizard page. Via Order for a fee you complete the contract; you then receive a confirmation by email.