Estimate cost per connected staff member each month
Divide the month’s confirmed prepaid spend and fees by the people the spend covered. Report that count next to the total roster so finance can see who was included in the average.
| Item | Example |
|---|---|
| Prepaid value | R4,800 |
| Confirmed fees | R200 |
| Connected staff | 40 |
| Cost per person | R5,000 ÷ 40 = R125 |
By Freepaid · Published
Use a consistent cost and headcount basis
In the example, R4,800 in prepaid value plus R200 in fees gives R5,000, or R125 per person for 40 staff. If the roster lists 45 people and five received no allocation, show 40 covered and 45 rostered. Use the count of people covered during the statement period, including any temporary staff who received credit. Say how you handle partial months, and label any end-of-month headcount separately.
Choose which costs the figure includes. If device costs or support time are outside it, describe it as prepaid spend rather than total connectivity cost. Separate one-off setup, refunds and exceptional top-ups so readers can see what drove the month’s spend. Keep pending orders separate from confirmed charges and match the figures to the supplier statement.
Explain a change in the average to finance
Keep the period, spend and headcount beside the calculation. Compare similar roles and months, and flag small groups where one large top-up can shift the result. If the spread matters for budgeting, show the range of staff allocations alongside the average. A project launch, staff changes, new supplier terms or a draw on the outage reserve can explain a higher average. Check what changed before using the figure to set next month’s budget. Use the role’s work to decide individual allowances.