> ## Documentation Index
> Fetch the complete documentation index at: https://beebole.com/llms.txt
> Use this file to discover all available pages before exploring further.
# Subscription, plans, seats, and billing
> Manage your Beebole subscription: the 30-day free trial, the Free, Essential and Advanced plans, seats, add-ons, payment, and what happens when it locks.
Beebole's subscription page is where an administrator picks a plan after the free trial, sets the number of seats, and manages payment. Seats are billed per person, and card payments, invoices, and cancellation go through a secure checkout page and billing portal run by Stripe.
Only administrators see and manage the subscription. To open it, click the button with your initials at the bottom of the sidebar, choose **Account Settings**, then click **Subscription** in the **Settings** menu on the left. On a phone, tap your initials, then **Account Settings**, then **Subscription**.
## Plans
Beebole has three plans. Each higher plan includes everything in the one below it.
| Plan | Who it's for | Highlights |
| - | - | - |
| **Free** | Small teams getting organized (up to 5 seats) | Project time tracking, resource planning, time off tracking, custom reports |
| **Essential** | Teams ready to bill clients and formalize workflows | Adds billing rates, time-off allowances, multi-level approvals, integrations, multiple currencies, custom single sign-on, and the [audit trail](/help/documentation/audit-trail) |
| **Advanced** | Teams that need full financial control | Adds costs and profitability, expense tracking, project budgets, custom fields, configurable roles, and advanced configurations |
The subscription page shows each plan's monthly price for the number of seats in the stepper. You can pay **Monthly** or **Yearly**, and a yearly plan saves 10%.
Beebole bills in one of three currencies, set from the country chosen when the account was created: pounds sterling for the United Kingdom, US dollars for most countries in the Americas and for Australia and New Zealand, and euros everywhere else.
The **Free** plan is limited to 5 seats. The paid plans bill for the number of seats you set.
### Features outside your plan
A feature your plan does not include stays visible in Beebole, marked with an upgrade icon (its tooltip reads *Upgrade your subscription*). Opening it shows a short preview of what the feature does instead of its settings, with an **Upgrade your plan** link that takes you to the subscription page.
## Free trial
Every new Beebole account starts with a 30-day free trial. During the trial, every feature is available, there is no seat limit, and no credit card is needed.
While the trial runs, the subscription page shows *Your trial period ends on* and the end date above the plan cards. Before that date, either [subscribe to a paid plan](#subscribe-to-a-paid-plan) or switch to the **Free** plan: on the **Free** card, click **Subscribe for 5 seats**, then **Confirm**.
If you do neither, the account locks when the trial ends. See [When the account is locked](#when-the-account-is-locked).
## Subscribe to a paid plan
You subscribe from the plan cards, which appear during the trial, on the **Free** plan, and after an account has been deactivated.
On the subscription page, select **Monthly** or **Yearly**.
Use the stepper next to *Add or remove seats at any time*. You cannot set fewer seats than the number of active people in your account.
Click the subscribe button on the **Essential** or **Advanced** card. It shows the seat count, for example **Subscribe for 12 seats**.
Beebole opens a secure checkout page. Enter your billing address, company name, tax ID if it applies, and card details, accept the terms, and confirm the payment.
After the payment, you return to the subscription page, which shows *Thank you for your purchase!* while Beebole confirms the payment. Your plan is active a moment later.
### Promotion codes
Beebole has no field for a discount code. If you have a promotion code, enter it on the checkout page when you first subscribe.
### Pay by wire transfer
Under the plan cards, *Wire transfer instead?* is followed by the link **We're happy to set up your account manually**, with the note *Only accepted for yearly payments*. Click the link to open a chat with the Beebole team, with a message already filled in that names the plan, billing interval and number of seats you selected, and asks for your company name, full address, and VAT or tax ID. Add those details and send the message so the team can reply with the payment details and the invoice.
## Manage a paid subscription
Once you subscribe, the subscription page shows a **Current plan** card with your plan, the number of seats it includes, the **Next payment** date, and a **Manage** button. The sections below it let you change the seats, the billing interval, the add-ons, and the plan.
### Adjust seats
Seats are not added or removed automatically when you add or archive people. You set the seat count yourself, and a paid change is confirmed before it takes effect.
Go to **Settings** > **Subscription**.
Under **Seats**, use the stepper to change the number. You cannot set fewer seats than the number of active people in your account.
Beebole shows the prorated amount due for the rest of the current period. Click **Confirm** to authorize that amount and update your seats.
To reduce your seat count, archive people first so the active count drops. When you reach the limit, the subscription page links you to **People** to do this.
### Billing interval
Switch between **Monthly** and **Yearly** in the **Billing interval** section. Beebole shows the amount due for the change, and you click **Confirm** to apply it. A yearly plan saves 10% over paying monthly.
### Add-ons
Add-ons extend the **Essential** plan without moving to a higher tier. They appear under *Enhance your plan with add-ons*, priced per seat per month:
| Add-on | What it adds |
| - | - |
| **Costs, Expenses & Budgets** | Track employee costs, project margins, project expenses, and budgets |
| **Custom fields, custom roles & advanced configuration** | Add custom fields, define custom roles and permissions, and use advanced tag-based configuration |
Click an add-on to select it, check the amount Beebole shows, then click **Confirm**.
On the **Advanced** plan, these capabilities are already included, so the add-ons are not shown.
### Change plan
The **Change plan** section offers the other paid plan: **Advanced** if you are on **Essential**, or **Essential** if you are on **Advanced**. Click the plan's card to see the amount. Moving up shows *Click confirm to be charged the pro-rated difference*, and moving down shows *Click confirm to finalize the change*. Click **Confirm** to switch.
To leave the paid plans altogether, [convert to the free plan](#convert-to-the-free-plan) instead.
### Payment details and invoices
Click **Manage** on the **Current plan** card to open the billing portal. There you can update your credit card or billing information, download invoices, or cancel your subscription.
## Cancel your subscription
You cancel from the billing portal: click **Manage**, then cancel the subscription there. Back in Beebole, the subscription page shows *Your subscription has been canceled* and *You will still have full access to all features until* followed by the end date of the period you paid for.
Everything keeps working until that date. On that date, the account locks, as described in [When the account is locked](#when-the-account-is-locked).
## Convert to the free plan
The **Convert to free plan (up to 5 seats)** section moves a paid subscription back to the **Free** plan. You keep access to your core data, but the features of your paid plan are no longer available.
Click **Convert**. A warning explains that your subscription ends immediately.
If more than 5 people are active, the warning shows *Click to archive people and reduce your seat count to 5* instead of the confirm button. Click it to open **People**, archive people until 5 remain active, then come back and click **Convert** again.
Click **Confirm**. The account moves to the **Free** plan right away.
Converting to the **Free** plan ends your paid subscription immediately. No refund is issued for the remaining period, so it is usually best to convert near the end of a billing cycle.
## When the account is locked
A Beebole account locks when its trial ends without a plan, or when a canceled subscription reaches its end date. Nothing is deleted: your people, projects, time entries, and settings stay as they are, and subscribing again restores access for everyone.
While the account is locked:
* Administrators who sign in see **Account inactive**, with *Your account is currently locked. Update your subscription to restore access for your team.* **Update subscription** opens the subscription page, which shows when the trial ended or the account was deactivated, above the plan cards. **Sign out** leaves the account.
* Everyone else sees **Account inactive** with *This account is inactive. Please contact an administrator to restore access.* and can only sign out. They cannot sign in again until the account is active.
* API keys and connected AI assistants stop working. Requests to the [Beebole API](/help/api/introduction) answer `402 Payment Required` with `AccountIsInactive`.
* Integrations stop syncing.
To unlock the account, an administrator picks a plan on the subscription page, as in [Subscribe to a paid plan](#subscribe-to-a-paid-plan), or chooses the **Free** plan.
## Related content
Manage your organization profile, feature settings, and SSO.
Set billing rates to track billable revenue on your projects.
## Frequently asked questions
Beebole bills per seat per month, in pounds sterling, US dollars, or euros depending on your organization's country. You set the seat count yourself on the subscription page, it is not adjusted automatically when you add or archive people, and you cannot set fewer seats than the number of active people in your account. When you add seats mid-cycle, Beebole shows the prorated amount for the rest of the current period, and the new seats apply only after you click **Confirm**.
The account locks on the trial's end date, or at the end of the period you paid for after a cancellation. Administrators can still sign in to subscribe again, everyone else sees an **Account inactive** message, and API keys stop working. No data is deleted, and choosing a plan restores access for the whole team.
On the checkout page that opens when you first subscribe to a paid plan. Beebole itself has no field for discount codes, so keep the code at hand when you click the plan's subscribe button.
In Beebole, go to **Settings** > **Subscription** and click **Manage** to open the billing portal. Download past invoices, update your card or billing details, or cancel from there.
Your paid subscription ends immediately and no refund is issued for the remaining period. You keep access to your core data on the Beebole **Free** plan (up to 5 seats), but the paid features your plan included are no longer available. If more than 5 people are active, archive some first.
This documentation is built and hosted on [Mintlify](https://mintlify.com), a developer documentation platform.