Unit4 licensing is the set of terms under which Unit4 sells access to its enterprise software for finance, human capital management, projects, planning and procurement. Unit4’s product overview lists Unit4 Enterprise Resource Planning, Unit4 Financial Planning & Analysis, Unit4 Financials by Coda, Unit4 Human Capital Management and Unit4 Source-to-contract by Scanmarket, plus regional products such as an HR system for Asia Pacific, an ERP for Poland and a time and expense product offered mainly in the Nordics.[6] Unit4’s own contracting guide says that while it still provides some legacy on-premise solutions, “most Unit4 offerings are now sold in the SaaS (software as a service) model”, hosted on Microsoft Azure or AWS, with customers generally on the same version.[4]
For a software asset manager, Unit4 is mainly a contract and headcount problem. There are no installations, processors or virtual machines to count for SaaS. The questions are which Volume Metric the Sales Order uses, how that metric is counted (usually under the FTE Employee Calculation), what quantity was committed for the term, and which version of the General Terms of Business the Sales Order incorporates. The general model is described in subscription and consumption licensing.
Contract framework
Unit4 contracts are modular. The Sales Order identifies the parties, products, services and prices, and is created for each customer. Standard documents published online are incorporated by reference: general terms, product and service terms, third-party terms and Unit4 policies.[4] The General Terms of Business set the order of priority: the Sales Order, then the General Terms of Business, then the relevant Service Terms and Product Specifications, then the Delivery Scope Document (if any), and finally the Policies.[1] Catalog: Sales Order prevails over General Terms, Service Terms and Policies.
The current documents are listed on the Unit4 terms page: General Terms of Business, SaaS Terms, Success Services and Success Points Terms, Support Terms, AI Terms, Third-Party/ISV Terms and Policies. The Policies section includes the FTE Employee Calculation, the Data Processing Policy and the EU Data Act Policy.[5] The General Terms are published in English, French, German, Dutch, Swedish and Norwegian.[5] Unit4’s FAQ says the English versions take precedence over translations, and that only the Service Terms relevant to what was bought apply, so a SaaS customer is bound only by the SaaS terms.[12]
Superseded documents remain available in an archive. It holds earlier General Terms of Business, the 2018-2020 appendix framework (Appendix A to G), the Service Terms for on-premises software, and support terms for on-premises software.[10] Which version applies is fixed by the Sales Order. This matters in practice: version 3.5 of the General Terms (January 2026) changed the renewal term and the indexation rate compared with version 3.4 (April 2025).[1][11] See Unit4 General Terms of Business and SaaS Terms.
Editions
Unit4 does not sell named editions such as Standard or Enterprise. Each product is ordered as a Service on the Sales Order, and its technical scope is set by a Cloud Service Description. The current index lists descriptions for Unit4 ERPx, Unit4 Feature Services, Unit4 ERP CR, Unit4 T&E, Unit4 T&E v7, Unit4 FP&A, Unit4 Financials by Coda, Unit4 Talent Management, Unit4 Source-to-Contract and Unit4 Platform Services, plus regional products.[7]
| Product line | Catalog row | What the description fixes |
|---|---|---|
| Unit4 ERPx | Unit4 ERPx (SaaS) | Multi-tenant ERP; 1 Production + 2 Non-Production environments; storage per purchased FTE[8] |
| Unit4 Talent Management | Unit4 Talent Management (SaaS) | HR and talent; document storage per purchased FTE |
| Unit4 FP&A | Unit4 FP&A (SaaS) | Planning and analysis; three environments |
| Unit4 Source-to-Contract | Unit4 Source-to-Contract (SaaS) | Sourcing and contracts on AWS; storage per purchased FTE |
| Unit4 T&E | Unit4 T&E (SaaS) | Time and expenses; two environments |
| Unit4 Financials by Coda | Unit4 Financials by Coda (SaaS) | Financials; three environments |
Unit4 Student Management is not on the current product overview or the service descriptions index.[6][7] The archive still lists solution-specific service descriptions for it from February 2019 and January 2020, under the older appendix framework.[10] Product-level detail is in Unit4 cloud products, environments and limits.
Metrics
| Unit4 term | Catalog row | Definition |
|---|---|---|
| Authorised Users | Authorised Users | “Users or units of the relevant Volume Metric permitted to Use the Service as set out in the Sales Order.”[1] |
| Volume Metric | Volume Metric | A specific volume metric or unit of measure, for example FTE employee or type of user.[1] |
| FTE Employee | FTE Employee | Workers in each category multiplied by a category percentage and added up, unless an Order Form says otherwise.[3] |
| Environment | Environment | One Production Environment plus the Test Environments in the Product Specification.[2] |
| Success Points | Success Points | Pre-paid credits redeemable for Success Services.[13] |
The contracting guide describes SaaS pricing as a subscription “based on number of employees (or other metric such as FTE employees or other types of user)”.[4] Use is defined broadly. It covers direct or indirect use or access, including multiplexing, pooling or access through any API connection.[1] Catalog: Use includes indirect access, multiplexing, pooling and API access.
Older agreements on the 2018-2020 framework used three user types: Enterprise User, Professional User and Self-Service User. The Self-Service User definition covered everyone with an Active Business Record in the product, including students, alumni and citizens.[14] The counting rules for all metrics are in Unit4 volume metrics and the FTE Employee calculation.
Counting / floors
Do not exceed the subscription. The SaaS Terms require the customer to ensure that the maximum number of Authorised Users permitted to access and Use the Service does not exceed the number of subscriptions in the Sales Order. Each User must use their own unique account.[2] Catalog: Use may not exceed the Authorised Users in the Sales Order; Each User must use a unique account.
FTE counting defaults against the customer. Under the FTE Employee Calculation, a worker scheduled for more than 24 hours a week is a Full-Time Equivalent, whether employee or contractor. The customer must evidence that a worker belongs in a lower category, “otherwise all workers will be considered Full-Time Equivalents”.[3] Catalog: All workers count as Full-Time Equivalents unless the customer proves otherwise.
Floors. Unit4 publishes no minimum quantity. The practical floor is the committed quantity. A customer may not reduce Authorised User numbers during the Minimum Term or a Renewal Term, or cancel one subscription Service while keeping others.[1] Additional subscriptions can be added at any time at Prevailing Rates, prorated, and they end on the same date as the existing subscriptions.[1] Catalog: No partial termination or reduction of Authorised Users during a term; Add-on subscriptions are prorated and co-terminate.
Affiliates. Services may be used by the customer’s Affiliates, entities with more than 50% common control. Their rights end automatically when they stop being an Affiliate.[1] Catalog: Affiliates may use the Services; rights end when an entity ceases to be an Affiliate.
Virtualization & partitioning
Not applicable to Unit4 SaaS. Unit4 runs the infrastructure, keeps sole control over platform configuration and update timing, and may change the underlying cloud provider on reasonable notice without changing the data jurisdiction without consent.[2] For legacy on-premises software, the Installation rule applies. The software may run on a single installation at the Installation Address, with copies for one production and two non-production environments, and usage may not be split across multiple server installations.[9] No processor, core or virtual machine metric was found in the current documents.
Cloud / BYOL
There is no bring-your-own-licence path between on-premises and SaaS in the published terms. SaaS customers receive automatic updates, support, availability and disaster recovery service levels, and one Production Environment plus the Test Environments listed for the product.[2] Only the Production Environment is covered by the 99.8% monthly availability commitment.[2] Unit4 ERPx, for example, includes 1 Production and 2 Non-Production environments, and transactional storage of 15 GB plus 100 MB per purchased FTE.[8] Catalog: SaaS includes one Production and the listed Non-Production Environments; more cost extra; ERPx and S2C storage allowance is 15 GB plus 100 MB per purchased FTE.
Programs
- Unit4 SaaS subscription. Unless the Sales Order says otherwise, the Minimum Term is three years from the Subscription Start Date.[1] Subscriptions then renew automatically for successive three-year Renewal Terms.[1] Charges are invoiced annually in advance.[1]
- Software Term Licence and Software Subscription Licence. For on-premises software, Unit4 granted either a 15-year Term Licence for the Authorised Users in the Sales Order, which ends if the customer stops paying Support Charges, or a subscription licence.[9]
- Success4U Essentials, Success4U Professional and Success Points Packages. These are subscription Success Services. Success Points are annual pre-paid credits; unused points expire at each anniversary.[13]
These are covered in Unit4 on-premises software, support and Success Services.
Contract terms
Renewal, notice and price changes. Either party may end the Agreement on at least 60 calendar days’ written notice, effective only at the end of the Minimum Term or a Renewal Term.[1] From the second year, Unit4 may raise all charges annually by the Indexation Rate. Under version 3.5 that rate is the Consumer Prices Index plus 4%, or 5%, whichever is higher.[1] Under version 3.4 it was the Consumer Prices Index plus 2%, or 4%, whichever is higher.[11] Version 3.5 adds a renewal pricing clause. Charges for any future agreement will be no less than the final year’s charges plus the index plus 4%.[1] Catalog: Termination only at term end with 60 days’ notice; Annual indexation of CPI plus 4% or 5%, whichever is higher; Charges for a future agreement start at the final-year charges plus CPI plus 4%.
Restrictions. SaaS may be used only for the customer’s internal business operations. It may not be used to provide services to third parties, merged or combined with other software, or driven by robots or robotic process automation without Unit4’s prior consent.[2] The customer may not transfer, assign or sub-license its rights without Unit4’s prior written consent.[1] Catalog: Internal business operations only; no services to third parties; No transfer, assignment or sub-licensing without consent.
Resellers. A customer that buys through an Authorised Reseller pays under the Reseller Agreement. Unit4 may still suspend or terminate use if the reseller does not pay Unit4 or ends its agreement with Unit4.[1] Catalog: Reseller-purchased subscriptions depend on the reseller paying Unit4.
Audits and compliance
Unit4 may audit the customer’s Use of any Services on reasonable notice, no more than once a year, itself or through a third-party auditor. The customer must answer information requests within 14 days. If Use exceeds the Authorised Users, the customer owes the underpayment for the entire period of non-compliance, priced at Unit4’s Prevailing Rates at the audit date.[1] The clause sets no materiality threshold and no cost-shifting. Unit4’s guide says it will give plenty of notice and avoid disrupting operations, but the guide is not part of the contract.[4] Catalog: Annual audit with back-charging for the whole period at Prevailing Rates.
Two points follow for licence managers. First, FTE-based subscriptions need a defensible, dated headcount by worker category, because unproven workers default to full-time. Second, there is no true-up mechanism in the published terms other than buying additional subscriptions, which then cannot be reduced. See software license audit and license compliance.
Out of scope
- Prices. Unit4 publishes no price list; charges are in the Sales Order.
- Signed agreements that depart from the standard terms, public-sector framework contracts and reseller agreements.
- Third-party and ISV products resold by Unit4, which carry their own additional terms.[5]
- Regional products (for example Unit4 Prosoft, FPM, Property Management, WebInfo) beyond their listing.[7]
- The contents of the archived Student Management service descriptions, which could not be read.