Wave offers two types of billing seat settings:
Manually Approved Seats
Automatically Approved Seats
Manually Approved Seats
With this setting, all new seats must be approved by an admin:
Manual user creation: You’ll be notified whenever a new user is added manually requires a new seat.
Automatic user creation via integration (e.g., SCIM): If no seats are available, the integration will be blocked from creating the user.
This option gives admins full control over seat assignments but may block new users if seats run out.
Automatically Approved Seats
With this setting, all seat requests are automatically approved:
Seat upgrades: If no seats are available, a new seat will be added automatically.
Billing: A draft invoice is generated for 1 hour. Any additional seats created during that time will be grouped into the same invoice. After the 1-hour period, the invoice is finalized and the seats are billed.
Seat reductions: If you delete users, the seat count decreases automatically. For example, removing 10 users reduces your billed seats by 10 on your next invoice.
This option provides flexibility and ensures that integrations or user actions are never blocked due to seat limits.
Example
An organization, Acme Inc., currently has 200 out of 200 seats in use.
Manually Approved Seats: When a new user is synced via SCIM, the system cannot create the user since no seats are available.
Automatically Approved Seats: The system creates the user and automatically adds 1 more seat, billing Acme Inc. for the extra seat.