How much do HMIS licenses cost and how does invoicing work?
Author: [Britt Heinz-Amborn] | Date Created: July 15, 2025 | Date Updated: July 16, 2025
This article explains how agencies are charged for HMIS licenses.
What you need to know
Agencies that use HMIS pay an annual fee of $225 for each licensed user.
License fees do not cover the full cost of running Minnesota’s HMIS. State, federal, and local programs also contribute funding.
How does billing work for HMIS licenses?
Your agency is billed in advance for a group of licenses each year.
For example, if your agency has 10 HMIS users in July, your bill for July 1 – June 30 will be $2250 (10 x 225).
| Licenses | Cost | Invoice | Billing period |
| 10 | $225 | $2250 | 7/1/25 - 6/30/26 |
This is true regardless of staff turnover in the license holder’s position.
What if we add a new user mid-year?
Prorated licenses are billed separately. If you would like to add a new user in addition to the group of licenses you have now, ICA will issue a prorated bill for the cost of that license between the date of activation and your agency’s renewal.
For example, if two new users join your agency in January in addition to the 10 users, ICA will issue an invoice in January for $225 (two users x six months x $225). At your next renewal period, your agency would be invoiced for 12 users.
| Licenses | Cost | Invoice | Billing period |
| 2 new | $125 each (prorated) | $225 | 1/1/26 - 6/30/26 |
| 12 (10 old + 2 new) | $225 | $2700 | 7/1/26 - 6/30/27 |
Can HMIS license fees be refunded if my staff leaves?
No. ICA does not issue license refunds. However, the license will remain in your agency's group, or pool, of licenses. If you plan to replace the position, your next hire will be added to your license pool once they complete user training.
If you have a temporary vacancy, ICA will track your overall number of licenses to ensure you do not pay extra.
What if my agency is late paying for our licenses?
Agencies with past due invoices will have their licenses deactivated after 90 days of non-payment.
If this happens to you, your user account and client information will not be gone. Once your agency issues payment, ICA will reactivate your license.
How do I know what users I am paying for?
ICA sends your billing contact a courtesy list of active users 30 days prior to invoicing. This is your chance to review and make changes to the overall number of licenses. 📋
If you do not respond or request changes prior to when ICA issues your invoice, we may not be able to adjust to your invoice amount until the following year.
What methods of payment do you accept?
ICA accepts payment via check, ACH transfer, or credit card payment. Paying by credit card will incur an additional 3.95% fee.
How will my agency receive our invoice?
Invoices are issued via email from our Accounts Receivable department at accounts.receivable@icalliances.org.
Who do I contact with questions about my invoice?
All licensing questions should go to mnbilling@icalliances.org.