Managing Your Subscription

This page covers common billing operations like upgrading, downgrading, updating payment methods, and cancelling.

Viewing Your Subscription

Go to Manage → Billing to see:

• Your current plan
• Trial status and end date (if applicable)
• Payment method on file
• Subscription status
• Recent invoices

Upgrading

1. Go to Manage → Billing
2. Click the plan you want to upgrade to
3. If you don't have a payment method on file, you'll be prompted to add one
4. The upgrade takes effect immediately with prorated billing

Downgrading to Free

1. Go to Manage → Billing
2. Select the Free plan

Your Pro access continues until the end of the current billing period. After that, you'll be on the Free plan with its limits (5 entries/user/day, 10 AI actions/user/day).

A "Keep My Plan" button appears while the cancellation is pending, letting you undo the downgrade.

Updating Your Payment Method

1. Go to Manage → Billing
2. Click Update Payment Method
3. Complete the Stripe checkout form with your new card

Removing Your Payment Method

You can only remove your payment method if:

• You're on the Free plan, or
• Your subscription is already set to cancel at period end

To remove:

1. Go to Manage → Billing
2. Click Remove Payment Method

Invoices

Past invoices are listed on the Billing page. For each invoice you can:

• View the amount, date, and status
• Download a PDF
• View the hosted invoice page (Stripe)

Manual Billing

Some organizations are on manual billing (enterprise contracts). If your organization is on a manual billing plan:

• You'll see a "Contact Support" message instead of self-service plan changes
• Payment method changes are handled by contacting support at contact@softkeyconsulting.com

FAQ

What happens when my trial expires?

If you haven't added a payment method, your organization switches to the Free plan. Your data is preserved, but you'll be limited to 5 entries per user per day and 10 AI actions.

Does deactivating a user reduce my bill?

Yes. Seat counts sync automatically with Stripe. Deactivated users don't count as active users, so your next invoice reflects the lower count.

What happens when I cancel?

When you downgrade to the Free plan, your Pro access continues until the end of your current billing period. You won't be charged again after that.

Deleting Your Organization

If you no longer need your organization, you can permanently delete it along with all of its data. This action is irreversible — once deleted, the data cannot be recovered.

Permanent action

Deleting an organization cannot be undone. Make sure you have exported or backed up any data you need before proceeding.

Who Can Delete

Only the Owner of the organization can delete it. Admins, finance users, and members do not have access to this action.

How to Delete

1. Go to Manage → Billing
2. Scroll down to the Danger Zone section at the bottom of the page
3. Type the exact organization name in the confirmation field
4. Click Delete Organization
5. Confirm in the final prompt that you want to proceed

What Gets Deleted

The following data is permanently deleted when you delete an organization:

Data	Deleted?
Organization record	Yes
Time entries	Yes
Customers	Yes
Services	Yes
Employees & Vendors (entities)	Yes
Memberships	Yes
Invite codes	Yes
Pending member invitations	Yes
QuickBooks integration config & tokens	Yes
Sync logs & sync attempts	Yes
AI usage logs	Yes

What Is NOT Deleted

Data	What happens
User accounts	User records are not deleted. Each user's account remains intact so they can sign in and join or create other organizations. Their activeOrganizationId is cleared.
QuickBooks data	Data already synced to QuickBooks Online is not affected. Only the local integration config and tokens are removed (tokens are revoked before deletion).
Stripe subscription	You should cancel your subscription before deleting the organization. Deleting the organization removes the Stripe customer/subscription IDs from the database, but does not automatically cancel the Stripe subscription.