Introducing Billing Analytics in iManage Admin Portal
- May 20
- 3 min read
iManage has introduced Billing Analytics in the iManage Admin Portal, providing a clearer, billing‑aligned view of how storage and user licences are consumed each month. Alongside this, it’s a good moment to revisit what actually counts for billing in iManage Cloud—and how to correctly exclude legitimate non‑billable accounts.
Billing Analytics in iManage Admin Portal
Billing Analytics provides a central, role‑based dashboard showing monthly, billing‑statement‑aligned storage and user licence consumption, including trends and potential overages. It is enabled by default for iManage Cloud Admins and replaces Trust Center as the primary billing visibility tool.
iManage Cloud Subscription Definitions
Active Users are users who sign in to iManage Work during a billing cycle; exceeding subscribed users results in overage charges.
Authorised Users are users with sign‑in enabled in iManage Control Center and form the basis of your subscription count.
Marking Users as Non‑Billable
Specific support and system accounts can be excluded from Active User billing by adding them to the IMCLOUD_NONBILLABLE group, following strict naming, placement, and timing rules. Errors or late updates are reflected only in the following billing cycle.
Billing Analytics in iManage Admin Portal
Billing Analytics introduces a dedicated billing‑focused view within the iManage Admin Portal, designed to align directly with your monthly billing statement. It shows:
Monthly storage consumption
Active versus licensed user usage
Trend indicators highlighting potential overages
Exportable user‑level data for validation and reporting
Access is controlled using Billing Analytics Admin and Viewer roles, allowing firms to share billing insights without granting access to iManage Work content itself. This makes it easier to provide visibility to finance teams, leadership, or trusted third parties while maintaining security boundaries.
Billing Analytics is enabled automatically for production iManage Cloud tenants and is now the primary source for billing information as Trust Center is phased out. Monthly statements are generated, and the dashboard aligns to this billing cycle using a selectable Statement Month view.
iManage Cloud Subscription Definitions (What Actually Counts)
Understanding billing starts with knowing how iManage defines users and usage.
Active Users
An Active User is any user account that signs in to iManage Work during a billing cycle.
If the number of Active Users exceeds the number of subscribed users, the difference is billed as an overage. iManage explicitly allows certain service and support accounts to be excluded—but only if they are correctly configured.
Authorised Users
An Authorised User is any user whose Sign‑In Status is set to “Enabled” in iManage Control Center.
Your subscription user count is based on the estimated number of Authorised Users, regardless of whether they actually sign in during a billing period.
Key distinction:
Authorised Users define what you’ve subscribed to.
Active Users determine what you’re billed for each month.
Procedure for Marking Users as Non‑Billable
iManage allows specific, legitimate support accounts to be excluded from Active User billing totals. These exclusions are intended for accounts required to support the environment—not standard user access. Examples include:
Test and training accounts
Help desk or migration accounts
Third‑party support accounts
System and subsystem service accounts
How Non‑Billable Exclusion Works
To exclude a user from Active User billing, they must be added to a group named IMCLOUD_NONBILLABLE, created and managed in iManage Control Center.
Key rules:
The group name must match exactly: IMCLOUD_NONBILLABLE
The group must be disabled so it cannot be used to secure content
Users must be added before the monthly snapshot
Changes made after the snapshot apply next month, not retroactively
Important Limitations
There is no technical limit on excluded users, but iManage expects this to be a small percentage of total accounts.
iManage may audit non‑billable usage.
Misconfiguration, incorrect naming, or late updates are not valid grounds for billing disputes.
Why This Matters Now
With Billing Analytics now providing transparent, billing‑aligned visibility, discrepancies between what you think you’re paying for and what is actually counted are much easier to spot. Keeping subscription definitions and non‑billable exclusions accurate is no longer a game, it’s directly visible.
Billing Analytics doesn’t change the rules—but it does remove the guesswork.
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