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Every new account starts on a Business trial, with no card needed. Before the trial ends, subscribe to Professional or Business to keep the account active. If you don’t, the account is locked until you subscribe. Nothing is deleted. Enterprise is arranged through sales. Only account owners and admins can open billing: in the account menu, choose Settings, then Billing.
For the full list of what each plan includes and which features need a higher plan, see Plans and limits.

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The account lifecycle

An account moves through a small number of states. Which one you are in decides what you see on the Billing page.

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Your trial

The trial runs on the Business plan, so you can try approval workflows, outbound connectors, automated picklists, and the other Business features with your real team. During the trial:
  • Seats are capped. Active members and pending invitations both count, and an invitation at the cap is refused until you remove someone. See Seats.
  • The account owner gets reminder emails 7, 3, and 1 days before the trial ends, and another email when it ends.
  • You can switch the trial to Professional before you subscribe. In the account menu, choose Settings, then Billing, click Compare plans, and click Switch to this plan on the Professional card. No card is needed and nothing is charged. The switch changes what the trial includes right away and does not change when the trial ends. It is blocked if you already use more workspaces or custom domains than Professional allows. You can switch back to Business the same way at any time during the trial.

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Subscribe

During a trial, Subscribe now on the Billing page goes straight to Stripe Checkout for the plan and billing interval your trial runs on. To choose a different plan or interval first, start from the pricing page:
1

Open the pricing page

In the account menu, choose Settings, then Billing, and click Compare plans (or Reactivate now on a locked account). The pricing page shows the plan cards and a full comparison. Plans default to Annual; switch to Monthly with the toggle.
2

Choose a plan

During a trial, the card that matches your trial plan shows Subscribe now. The other cards show Switch to this plan, which changes the plan your trial runs on without starting checkout; click Subscribe now on the card you then land on. On a locked or canceled account, every card shows Subscribe now. For Enterprise, click Contact sales.
3

Pay in Stripe Checkout

Enter a card. If more than two days of your trial remain, you are not charged until the trial ends. Otherwise the first charge happens right away.
4

Return to Billing

After checkout you land back on the Billing page, which now shows your plan, price, seats, billing cycle, renewal date, and card.

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How pricing works

Each plan has a base price, which covers the first user, plus a price for each additional user. Professional and Business can be billed monthly or annually; the pricing page shows annual plans as a monthly equivalent. Enterprise pricing is set with sales. For current prices, open the pricing page: in the account menu, choose Settings, then Billing, and click Subscribe now or Change plan.

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Seats

Who counts as a seat depends on how the account is billed. Suspended and removed members never count.
  • Card-billed plans (Professional and Business): active members and pending invitations both use a seat. There is no seat cap. The base price includes one seat, and you pay for each additional seat when you add it. See Seats on card billing.
  • Trial: capped at a fixed number of seats.
  • Invoiced accounts: capped at the number of seats in your contract. The Billing page shows a Seats used meter.
On a capped account, the cap is checked when you send an invitation, and pending invitations count toward it. At the cap, a new invitation is refused with “Account has reached its seat limit. Remove a member before inviting.” Suspending or removing a member frees a seat. See Team members.

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Seats on card billing

Your subscription pays for a number of seats through the current billing period. The Members page and the Seats row on the Billing page show how many are in use, for example “5 of 6 seats in use”, with a legend that splits them into active members, pending invites, and available seats.
  • Adding a seat. Sending an invitation or recovering a suspended member uses a seat. If a paid seat is free, it is used at no charge. If every paid seat is in use, one more seat is charged to your card right away, prorated to your renewal date. You see the amount before anything is charged: the invite form shows it and its button reads Invite and pay with the amount, and recovering a member asks you to confirm with Recover and pay. Resending or accepting an invitation never charges.
  • Buy seats. To add seats ahead of time, click Buy seats on the Members page or in the Seats row on the Billing page. Choose how many seats to add, check the prorated amount charged today, and click Pay. The button is hidden while a cancellation is pending or the account is locked.
  • Removing someone. Suspending or removing a member, or deleting a pending invitation, frees the seat for someone else but gives no credit. The seat stays paid until your renewal date.
  • Pending invitations hold a seat, even after they expire. The Members list marks an expired one with “Delete the invite to free the seat.”
  • At renewal, your paid seats reset to the seats in use, so seats you do not use stop renewing. The Billing page shows the date.
  • Declined cards. If your card is declined, or your bank asks to confirm the payment, nothing is added and nothing is charged. The message (Card declined or Bank confirmation needed) offers Update payment method.

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Change, cancel, or resume

These controls are on the Billing page for card-billed plans.
Click Change plan to open the pricing page, then Switch to this plan on another plan or interval. An upgrade, or a move from monthly to annual billing, is charged to your card right away: confirm with Pay and switch, and the new plan starts as soon as the payment goes through. A move to annual billing starts a new annual term, with credit for the unused time on your current plan. If the card is declined, your plan stays as it was; update your card in Manage billing and try again. Other changes, such as a downgrade or a move from annual to monthly billing, apply immediately and are prorated on your next invoice. Before a downgrade, a confirmation lists the capabilities you lose and what happens to them. A downgrade that also moves you to annual billing is charged right away too: that confirmation says so, and its button reads Switch to and the plan name. A downgrade is blocked if you use more workspaces or custom domains than the lower plan allows; remove the extra ones first. See what happens when you downgrade.
Click Cancel subscription and confirm. Your plan stays active until the end of the current billing period, and the page shows “Your plan cancels on” that date. When the period ends, the account is locked.
While a cancellation is pending, click Resume subscription to keep your plan.

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Payment methods and invoices

Click Manage billing on the Billing page to open the Stripe billing portal. Update your card and download past invoices there. Invoices are not listed in the app itself. The portal is available once you have subscribed.

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Payment failed

If a card payment fails, the account keeps full access while the payment is retried, and the sidebar account tile shows Payment failed. Update your card in Manage billing. If the payment is never recovered, the account is locked.

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Locked accounts

An account locks when its trial ends without a subscription, when a cancellation takes effect, or when a failed payment is never recovered. Locking never deletes data. Subscribing again unlocks the account with everything it had. What stops while an account is locked:
  • Saving any change in the account: creating or editing submissions, governance models, workspaces, members, and account settings. When an owner or admin tries, the app takes them to the pricing page to reactivate. Your own profile settings stay editable.
  • Short links and QR codes stop redirecting.
  • Outbound connectors stop delivering. Changes stay queued.
  • Submission notification emails stop.
What keeps working:
  • Signing in and reading everything in the account.
  • Public shared links.
  • The Billing page, so an owner or admin can reactivate.
Owners and admins see a banner on every page: “Your account is locked. Reactivate your plan to restore full access. Your data is safe, nothing has been deleted.” To reactivate: click Reactivate now in the banner or on the Billing page, choose a plan, and complete checkout. Full access returns as soon as payment goes through. If your account is billed by invoice, contact your account manager instead.

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Invoiced accounts

Some accounts are billed by invoice instead of by card, on any plan. On an invoiced account:
  • The pricing page and the change, cancel, and manage controls are replaced by a Billed by invoice notice.
  • The Billing page shows your plan and a Seats used meter against your contracted seats.
  • To change your plan or seats, contact your account manager.

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Gotchas

  • Owners and admins only. Members cannot open billing and do not see the trial badge or the lock banner. On a locked account their changes are refused, and only an owner or admin can reactivate.
  • Nothing is deleted on lock. Subscribing again, on whichever plan you choose at checkout, unlocks the account with its data intact.
  • Enterprise is not self-serve. It is shown on the pricing page but purchased through sales.
  • Checkout needs a card. A trial does not need one, but subscribing does.

Plans and limits

Every plan gate and limit in one table.

Team members

Invite, suspend, and remove members.

Account administration

Every account-level setting in one place.

Review and approve submissions

The approval workflow that Business and Enterprise include.