Google Vendor Guide for Google Workspace

Introduction

This article is intended for Sellers who distribute Google Workspace Products through the Platform. It covers how the Google Workspace integration works, how to onboard as a Seller, how Subscriptions and Customer Organizations are managed, what billing and cancellation rules apply, what Offers are available, and which operations are supported directly in the Platform versus those that must be performed in Google Console or Google Channel Services.

In this article:

• Google Workspace Prerequisites
• Overview of the Google Workspace integration
• Available Offers and Products
• Offer types and Billing Periods
• Seller onboarding
• Customer Organization management
• New Orders
• Change Orders
• Cancellation and Auto-Renewal
• Subscription synchronization
• Pricing
• Billing and invoicing
• Supported Platform operations
• Support and contacts

Google Workspace Prerequisites

Before a Partner can start selling Google Workspace through the Platform, AppXite requires specific information and completed prerequisites. The checklist below summarizes everything that must be collected from the Partner prior to integration.

Prerequisites

The Partner must fulfill the following prerequisites before the onboarding process can begin:

• Signed contract with Google
• Active Google Partner Sales Console (channelservices.cloud.google.com) configured for the same distribution or sell model as in the Platform — one console or one billing account per distributor or direct seller
• Service Account created with API access granted to AppXite — Support team can assist if needed.

Information to collect from the partner

The following table lists all data items that must be obtained from the Partner before AppXite can complete the integration.

AppXite roles to invite to Partner Sales Console

When inviting AppXite to the Partner Sales Console, the Partner must assign the following roles:

• Technical owners — appxiteintegrations@appxite.com 
• Invoicing owners — dedicated invoicing team member of Appxite
• QA — appxiteintegrations@appxite.com 
• Support — dedicated support member of Appxite

What AppXite does after receiving the information

Once all required information is collected from the Partner, AppXite performs the following setup tasks:

• Creates contracts and invoicing configuration based on data mappings and invoice parse requirements
• Integrates the Service Account with KeyVault and AIVaultMappings
• Creates pricing plans with the applicable currency, prices, and Plan IDs

Overview of the Google Workspace integration

Google Workspace is a Vendor integrated with the Platform through a fully automated, API-based integration model. The Platform synchronizes Subscription data bidirectionally with Google Workspace via Google APIs. Unlike a read-only integration, Google Workspace allows Sellers to create new Subscriptions, modify quantities, upgrade or downgrade plans, and manage Customer Organizations directly through the Platform.

Key characteristics of this integration:

• Automated provisioning — New Orders, quantity changes, upgrades, downgrades, and cancellations are processed automatically through Google Workspace APIs.
• Bidirectional synchronization — Subscription data flows in both directions. Changes made in the Platform are sent to Google, and data originating in Google Console can be synchronized back to the Platform via a semi-automated process.
• Dynamic pricing — Prices are retrieved in real-time from Google Workspace APIs and displayed in the Platform catalog.
• License-Based Subscription model — Billing is seat-based. Quantity changes are prorated for Flexible plans; Annual plans restrict mid-term decreases.
• Commitment term restrictions apply — Flexible plans allow full flexibility, while Annual plans lock the Commitment Period and restrict certain operations.

Available Offers and Products

The full Google Workspace catalog is available on the Platform. All Offers are automatically synchronized from Google's catalog. Products are available across the Google Workspace suite of productivity and collaboration services.

Offer availability: All Offers are available — the full Google Workspace catalog is accessible in the Platform.

Offer synchronization: New Offers are synchronized automatically from Google's catalog. Offers are created in the Platform via the synchronized catalog and are not manually created.

Offer types and Billing Periods

Offer types

Google Workspace uses a License-Based Subscription model — seat/user-based Subscriptions. Each Subscription is priced per user seat per Billing Period.

• Offer type: License-Based Subscription (seat/user-based)
• Usage-Based Subscription: Not applicable for Google Workspace.

Billing Periods

The following Billing Periods are available for Google Workspace Subscriptions:

• Monthly Billing (P1M)
• Annual Billing (P1Y)

Commitment Terms

The following commitment options are available:

• Flexible — Month-to-month, no fixed Commitment Period. Allows full flexibility to cancel, suspend, or reduce Quantity at any time.
• Annual (1 Year) — One-year Commitment Period. Locks pricing until Renewal and restricts mid-term Quantity reductions. Can be billed monthly or annually.
• Trial — A trial period Subscription with specific conversion paths to Flexible or Annual. Known workarounds exist for plan changes from Trial (see Limitations).

Commitment rules:

• Early termination: For Annual Commitment Periods, if a Subscription is cancelled before the Renewal date, the outstanding amount for the rest of the Commitment Period must be paid. No refunds are issued.
• Commitment + billing combinations: Annual commitment can be combined with Monthly Billing.

Seller onboarding

To sell Google Workspace Products through the Platform, a Seller must be onboarded by a Distributor Administrator. The onboarding process involves creating the Seller account in the Platform and linking it to the Google ecosystem.

Required information

The following information must be provided before the Seller can be onboarded for Google Workspace:

Onboarding steps

1. The Distributor Administrator creates the Seller manually in the Platform Partner Hub.
2. The Seller's Customer Organizations and Subscriptions can be synchronized from Google or created directly in the Platform.
3. The Seller can begin placing new Orders through the Platform once the onboarding is complete.

Onboarding timeline

Customer Organization management

Customer Organizations can be created in two ways: synchronized from Google or created directly in the Platform. Bidirectional synchronization is supported. The Customer creation process in the Platform follows this sequence:

1. Create Customer account (if one does not already exist).
2. Create Workspace Identity (if the Customer account already exists).
3. Update Domain (if Workspace Identity was not created).

Google Workspace Tenant grouping

Each Google Workspace Customer is identified by a Tenant (Workspace Identity / Google Domain). When a Customer is synchronized from Google, their Google Tenant is associated with their Platform Customer Organization. Multiple Subscriptions belonging to the same Customer share the same Tenant identity. The Platform manages each Subscription independently under the associated Customer Organization.

Conflict resolution: When the Customer makes changes on their side (e.g., Domain update), the Platform requires manual updates, as these changes are not auto-synchronized.

New Orders

Provisioning type: Automated provisioning

• New Orders are fully automated in the Platform.
• Orders are automatically provisioned through Google Workspace APIs.
• Sellers can create new Subscriptions directly through the Platform without requiring any manual intervention.

Change Orders

All Subscription modification types are automated through the Platform. Specific rules and restrictions apply depending on the Commitment Period.

Increase Quantity

Provisioning type: Automated provisioning

• Quantity increases are fully automated.
• Licenses can be increased at any time for both Flexible and Annual Commitment Periods.
• Proration applies — adding licenses is prorated for the current Billing Period.

Decrease Quantity

Provisioning type: Automated provisioning

• Flexible term: Quantity can be decreased at any time.
• Annual term: Quantity decrease is only possible at the Renewal date.

Special considerations:

• Mid-term decrease restriction: Annual plans do not allow Quantity reduction mid-term. Decreases take effect only at the next Renewal date.
• Proration on decrease: Yes, Proration applies for Flexible plans. Annual plans do not allow mid-term reduction, so Proration does not apply mid-term for Annual.
• Immediate vs. scheduled decrease: Depends on the Commitment Period — Flexible = immediate, Annual = at Renewal.

Upgrades and Downgrades

Provisioning type: Automated provisioning

Upgrades and downgrades are automated with specific restrictions on the available paths.

Other operations – Plan changes

Provisioning type: Automated provisioning

Plan changes (for example, switching from Trial to Flexible, or from Flexible to Annual) are automated. The following transitions are supported:

• From Trial to Flexible
• From Trial to 1 Year
• From Flexible to Flexible
• From Flexible to 1 Year
• From 1 Year (with monthly billing) to 1 Year

Cancellation and Auto-Renewal

Cancellation

Provisioning type: Automated provisioning

Cancellation and Suspension are automated, but only available for Subscriptions with a Flexible Term Duration.

Cancellation policies:

Auto-Renewal

Provisioning type: Automated provisioning

Auto-Renewal is automated and only applicable to Annual Term Duration Subscriptions.

Subscription synchronization

Synchronization type: Two-way (Bidirectional)

Platform-to-Google Console Subscription synchronization is fully automated. However, Subscriptions purchased directly in Google Console require a semi-automated process in which Google APIs must be executed manually to synchronize them to the Platform.

The following data is included in each synchronization:

• Subscriptions and Subscription status
• Customer Organizations
• Invoice data
• Usage data

Pricing

Price data sources

Prices are retrieved dynamically through Google Workspace APIs. There are no CSV-based Price imports — all Prices come directly via the Vendor API.

Price synchronization

Prices are fully automated and synchronized in real-time from Google APIs. No manual Price imports or uploads are required.

• Update frequency: Real-time — Prices are retrieved dynamically on demand via Google Workspace APIs.

Prices in the Product Management form

All Prices in the Product Management form are fully dynamic. All Prices are calculated in real-time and received dynamically from Google Workspace APIs. Prices displayed in the Platform catalog reflect current Google Prices at time of viewing.

Promotions

Promotion handling details for Google Workspace are managed through the Google Workspace API and reflected dynamically in the Platform. Sellers should consult Google's official channel documentation for the latest promotion availability and eligibility criteria.

Currency and exchange rates

• Supported currencies: Defined at contract level (e.g., EUR, USD) — set during Seller onboarding.
• Exchange rate source: N/A — Prices are retrieved in the contract currency directly from Google APIs.
• Price freeze period: Yes — Annual Subscription Prices are locked until Renewal.

Billing and invoicing

Invoice sources

Invoices are retrieved through Google Workspace APIs. No CSV files or manual Invoice uploads are used.

Invoice timing

• Invoices received on: 1st day of the month.
• Verification deadline: Verified by the Invoicing Team within 1–10 days (varies depending on availability and priorities).

Offer billing rules

Subscription start date rules:

• Exact alignment: Yes — Subscriptions start on the same day the Offer was purchased.
• Month-end date handling: Yes — month-end dates (29, 30, 31) are handled correctly.

Proration:

• Quantity increase Proration: Yes — adding or removing licenses is prorated.
• Cancellation Proration: For Flexible plans — prorated. For Annual plans — must pay for the remaining Commitment Period; no refunds.

Billing Period alignment:

• Billing Frequency: Monthly — billed on the 1st of each month.
• Annual Subscriptions can be billed monthly or annually depending on the chosen Billing Frequency.

Price freeze:

• Annual Subscriptions on Renewal: Yes — Price is locked until Renewal.
• Flexible Subscriptions: Prices are dynamic and not frozen.

First/last month charges:

• First month: Full month charge applies.
• Last month (on cancellation): Depends on the plan type — Flexible = prorated; Annual = full Commitment Period payment required.

Supported Platform operations

The Platform supports a wide range of Google Workspace Subscription operations. The tables below summarize which operations are available in the Platform and which require action in Google Console.

Supported operations (view only)

Operations not supported in the Platform

Operation restrictions

• Operations blocked by Vendor: Quantity decrease on Annual plans (only at Renewal); cancellation of Annual plans without full Commitment Period payment; Domain changes require manual Customer notification.
• Operations with manual approval: Subscription cancellation on Annual plans — requires contacting the Distributor Administrator or submitting a support request.
• Operations with cooling-off periods: N/A

Support and contacts

For assistance with Google Workspace-related questions, use the following contacts:

Summary

Google Workspace is a Vendor integrated with the Platform through a fully automated, API-based, bidirectional integration model. Subscription, Customer Organization, and Invoice data is synchronized between the Platform and Google in real-time via Google Workspace APIs. Sellers can create new Subscriptions, increase Quantity, perform upgrades and downgrades, and manage plan changes directly through the Platform. All Subscriptions purchased through the Platform are automatically provisioned via Google Workspace APIs; Subscriptions created directly in Google Console require a manual sync process to appear in the Platform. Billing uses a License-Based Subscription model with seat-based pricing. Prices are fully dynamic and retrieved in real-time from Google Workspace APIs. Two Commitment Periods are available: Flexible (month-to-month, full flexibility) and Annual (one-year term, with Price freeze until Renewal and mid-term Quantity decrease restrictions). Upgrades and downgrades create a new Subscription and terminate the previous one, with new Commitment Periods starting for Annual plans. Cancellation of Annual Subscriptions requires payment of the outstanding Commitment Period; no Credit Notes are issued. Customer Domain changes made in Google Admin are not automatically synchronized to the Platform and require manual updates.

Related content

• How to log in with Google Workspace Account
• Google Workspace Developer Documentation
• Google Reseller API Documentation