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Settings & Admin

Billing & Subscription

Beginner6 min read

Manage your QONE subscription — view the current plan, add seats, change plans, open the secure payment portal, and track your trial.

Key concepts

  • Plan: The feature tier your workspace is on. Each plan has a set of features (modules, AI, integrations), a user cap, a storage cap, and a monthly or yearly price.
  • Subscription: The active billing relationship between your workspace and QONE, managed by Paddle (our payment processor).
  • Seats: The number of active user accounts your plan allows. Most plans include a base seat count and let you add extra seats at a per-seat price.
  • Trial: A time-limited evaluation period (14 days for public plans) during which your workspace has full access before requiring payment.
  • Paddle Portal: A secure, Paddle-hosted page for updating payment method, downloading invoices, and managing the subscription directly.
How to

Step-by-step

  1. Navigate to Settings > Billing.

  2. The top card shows your current state:

    • Plan name and description
    • Status badge — Active, Trial, Cancelled, or Expired
    • Price per month or year
    • Next renewal date (or end date if cancelled)

  3. A circular progress indicator shows seats used vs. seats available (e.g., 7 / 10). The indicator is blue and turns red only once the seat limit is reached. The storage capacity indicator uses the same two states. There is no intermediate (yellow) state.

  4. On the Billing page, click Change Plan.

  5. You land on the Plans page (`/app/billing/plans`) showing all available plans side-by-side.

  6. Toggle between Monthly and Yearly pricing.

  7. Each plan card shows:

    • Plan name and description
    • Price
    • User limit (e.g., "Up to 10 users" or "Unlimited")
    • Storage limit
    • Extra seat price (if the plan allows adding seats)
    • Up to 8 features with green checkmarks, plus a "+N more" indicator

  8. Click the CTA on the target plan:

    • Subscribe Now — for new subscriptions (opens Paddle checkout)
    • Change Plan — for upgrades or downgrades (prorated automatically)
    • Current Plan — disabled on your active plan

    A "Popular" ribbon appears on a middle plan if three or more plans are available.

  9. On the Billing page, click Add More Seats.

  10. A modal opens showing your current seat usage and base seats.

  11. Enter the new total number of seats (must be at least your base count).

  12. Review the prorated charge shown in the modal.

  13. Click Update Seats to confirm.

  14. Payment is taken immediately via Paddle for the prorated amount.

    Removing seats: reduce the total seats — billing adjusts on the next renewal. You cannot go below the number of active users, so deactivate users first if needed.

Plan Tiers

QONE offers three public plans. Each can be billed monthly or yearly (yearly is the better value):

| Plan | Monthly | Yearly | Users | Storage | | ----------- | ------- | --------- | ----- | ------- | | Small | $69/mo | $660/yr | 5 | 50 GB | | Growing | $129/mo | $1,236/yr | 15 | 100 GB | | Scaling | $199/mo | $1,908/yr | 30 | 250 GB |

  • Extra seats cost $12 per user on any plan.
  • Every plan starts with a 14-day trial before payment is required.

During the Trial

If your workspace has no paid subscription but is within its trial window, the page shows:

  • Trial Period: Ends [date]
  • A Subscribe Now button that opens the plans page

Once the trial expires, the workspace switches to a restricted state:

  • The banner changes to No Active Subscription
  • AI features, integrations, and write actions may be blocked depending on your plan
  • You can still view data; click View Plans to reactivate

Cancelling, Resuming, and Other Subscription Changes

Most subscription changes happen in-app on the Billing page — there is no "Manage Subscription" button on the Billing page itself. Each action opens a Paddle overlay checkout when payment is involved, and the result syncs back to QONE automatically:

  • Change plan — click Change Plan (opens the Plans page).
  • Switch billing cycle — click Switch to Yearly / Switch to Monthly.
  • Add seats — click Add More Seats (see above).
  • Add storage — click Add More Storage.
  • Cancel subscription — click Cancel Subscription and confirm. It remains active until the end of the current paid period.
  • Resume subscription — if a cancellation is scheduled, click Resume Subscription.

[Screenshot: Billing page showing Change Plan, Switch Cycle, Cancel, and Add Seats/Storage actions]

Reaching the Paddle Portal

The Paddle-hosted portal (update payment method, download invoices) is reached in two places — not from a button on the Billing page:

  • Update Payment — a button that appears on the Billing page only when your status is PAST_DUE (a charge has failed). It opens the Paddle portal so you can fix your payment method.
  • Manage Subscription — a button on the separate Plans page (/app/billing/plans) that opens the Paddle portal directly.

Payment History

The Billing page includes a Payment History table listing each charge — date, type, amount, status (Completed/Failed/Pending), and the invoice reference.

Tips & best practices

  • Yearly billing saves money if you are confident in QONE long-term. The yearly toggle on the plans page shows the effective monthly rate.
  • Add seats proactively a few days before onboarding new hires — seat upgrades take effect immediately but billing is prorated.
  • Cancel from the Billing page, not by removing users. Canceling keeps your workspace accessible until the end of the paid period, giving you time to export data.
  • Watch the seat meter. When it turns red the seat limit is reached — the system won't let you invite a new user above the seat cap, so add seats or upgrade before your next hire.
  • Keep your payment method current. Paddle emails you when a charge fails; repeated failures eventually downgrade the workspace to restricted state.

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