Account & Billing

Your subscription is self-serve: pick a plan tier, turn on the modules you need, and add seats as your team grows.

Plan tiers #

Choose a tier — Starter, Growth, or Business — which sets your seat cap, per-seat pricing, and API access. The Starter tier does not include API access; Growth and Business both include it, with Business carrying higher rate limits.

Modules #

Knowledge ERP is modular: you pay for the modules you use — Inventory, Sales, Appointments, and Surveys — and enable more at any time. A feature gated behind a module you don't have will prompt you to add it.

Manufacturing, Purchasing, and Rentals are built but not yet on sale — they're finishing testing and will appear on this page as they're released.

The Subscribe and Change plan pages list them too, under Not available yet, with no checkbox and no price: there is nothing to add to a plan and no figure we would stand behind yet. There's a link there to tell us which one you need, and we'll tell you when it ships. Elsewhere in the app — the Roles editor, an appointment's next steps, a refused page — an unreleased module is named as not released yet rather than not on your plan, and never points you at Change plan, because there would be nothing there for you.

The customer directory (customers and contacts) is shared by any customer-facing module, so you don't need the Sales module just to keep customer records.

Removing a module that still holds records is allowed, but the Change plan page tells you what it holds first — "removing Sales will hide 8 customers and 3 invoices" — and asks you to confirm. The count covers everything the module is the door to, and the module's screens and reports close with it, including any that live outside its own menu group (the Work In Progress report sits under Reports, but belongs to Manufacturing). Nothing is deleted: the records stay in your account and come back into view if you add the module again.

Seats #

Each tier includes a seat cap; you're billed per seat. See Users, Roles & Permissions for managing who occupies a seat.

Service accounts — token-owning users that cannot sign in — occupy no seat and are capped per tier instead: Starter 0, Growth 5, Business 15.

How many seats are you using? #

The Subscription page reads "Seats — 4 of 10 in use", with a note telling you how many you're paying for and nobody is sitting in. When every seat is taken it says so, and adding another person will ask you to buy a seat first — naming what one more seat costs on your plan, since buying a seat is almost always cheaper than moving up a tier. Disabling somebody who has left frees their seat for nothing. You are only pointed at a bigger plan when you have reached your tier's seat cap, which is the one case where the plan itself is what is in the way.

A seat is occupied by each person on the account. Service accounts don't take one, and removing a user frees theirs immediately — so the number on the Subscription page is exactly the number the "no seats available" check uses. You'll see the same figure in two other places where it changes a decision: on Change plan, next to the seat stepper ("You have 4 people on the account today"), and at the top of the New user form. You cannot set the seat count below the number of people on the account — the change is refused rather than signing some of them out. Remove the users you no longer need under Account Administration → Users & Access first, then lower the seats.

Locations #

Each tier includes a number of locations — Starter 1, Growth 3, Business 10. The Subscription page reads "Locations — 2 of 3 in use", the same way it reads seats.

Locations are not a billed line. You are charged for seats and for modules, and for nothing else; the location number is an allowance, not a meter. So if you end up over it — you moved down a tier, or the allowance changed — every location you already have keeps working exactly as it did, none of them costs anything extra, and nothing is switched off. The only thing the allowance decides is whether you can add another one, and over the allowance you cannot: New Location refuses, and says how many you have and how many the plan includes. The Subscription page marks the same situation Over plan and says the same thing.

Billing interval #

Bill monthly or annually — annual billing is discounted. Switching interval re-prices your modules and seats accordingly.

Free trials #

New accounts start with a free trial of the plan, seats and modules chosen at checkout. A trial is the real subscription — it simply isn't charged yet — so it includes everything the paid plan does, API access included. Nothing is held back until you pay.

The one exception is outbound customer email. While you're on a trial, mail to your customers — quotes, invoices, appointment confirmations and survey invitations — can reach up to 100 different people per 30 days, and spam complaints are judged more strictly (sending is disabled at a 0.1% complaint rate, against 0.3% on a paid account). Going past that stops sending until our support team reviews the account. Trials share our sending domain and haven't built a sending reputation yet, which is why the limits exist; they lift as soon as billing starts.

The cap counts people, not messages. Emailing the same customer ten times counts once, so day-to-day correspondence with your existing customers never runs it down — a trial quoting and invoicing the same twenty accounts all month stays nowhere near it. What the cap is there to catch is a large one-off send to a list of people you haven't emailed before.

Starting your subscription early #

The Subscription page offers Start subscription now while a trial is running. It ends the trial the moment you confirm: you're charged that day, your billing period starts, and you give up whatever free days were left. Your plan, seats and modules don't change.

The reason to do it is the email cap — if you're about to mail a list of more than 100 people who aren't already your customers, start early rather than hit the cap mid-send. If you're emailing the customers you already work with, there's no practical benefit to ending the trial early.

What you pay, and the receipts #

The Subscription page is where you read your bill, not where you change it. It shows:

• What you pay — one line per thing you are charged for. The seat line names the plan and the seat count ("Growth seats × 5"), then a line per module, then the total.
• Next charge — the amount and the date it lands. On a trial this reads First charge instead, on the day the trial ends.
• Payment method — the card on file, its last four digits and its expiry, with a link into the Stripe billing portal to change it or update your billing address.
• Receipts — your recent invoices with a Download link each, and a link to the full history in the billing portal. These are the PDFs to file against the entry in your accounts. They are billed to the business name on Account Settings → Branding; renaming your business updates it for future receipts, while ones already issued keep the name they were issued under.

None of that requires opening Change plan; that page is for changing what you buy, and reading your current cost should never mean opening an upgrade form.

Managing it #

Subscription, modules, seats, and billing details are managed from your account settings, and the onboarding flow walks new accounts through the initial setup. Payments are handled securely through Stripe.

The Subscribe and Change plan pages show a running total for whatever you have selected — the seat line and each module, then the monthly figure they add up to. Changing an existing subscription is prorated by Stripe, so the first charge after a change may differ from that total.