Trial and subscription

A company that signs up starts on a 30-day free trial. To keep working after it, an administrator chooses a plan and pays on Stripe’s secure page; from then on the plan renews each month or year. The licence status tells everyone in the company what easySales currently allows. A paid company’s data is kept through every change of status until 180 days after it is closed.

How it fits together

Your company has one Licence. A paid plan adds three things to it:

• The plan and its billing period, Monthly or Annual, which decide what your company can use.
• Full seats: how many users can be enabled at once. View-only seats, where your plan has them, are free.
• A payment method on Stripe, which is charged at each renewal. Each charge comes with a tax invoice from Stripe.

Plan, seats and payment are managed in the Billing section of the Licence page by people with System View and Edit. Card details are entered only on Stripe’s page; easySales does not store them.

How it works

• Trial and Active: everything works. A trial shows Trial beside the logo.
• When a renewal payment fails, Stripe tries again and a banner asks the administrator to update the payment method. Everything keeps working.
• Grace period: Stripe’s retries have ended. Everything still works for 7 days.
• Read-only: everyone can sign in, view records and download documents, but nothing can be created or changed.
• Suspended: only administrators can sign in, and changes are switched off. A trial that ends without a plan, and a cancelled plan at the end of its period, land here.
• Closed: nobody can sign in. To come back, contact [email protected]: the company is moved back to Suspended, so an administrator can choose a plan and pay. This is possible for 180 days after the company is closed; after that its data is deleted. The administrators get an e-mail 30 days and 7 days before the data is deleted.

Paying the open invoice, or choosing a plan and paying, restores a read-only or suspended company at once.

Good to know

• The trial needs no card, and nothing is charged until you choose a plan.
• From seven days before the trial ends, a banner shows the end date and Choose a plan. A new company’s administrators are also e-mailed seven days before the end and on the last day.
• A new company whose trial ends without a plan is suspended, and its data is deleted some time after the trial ends. Choose a plan before then to keep it.
• More seats or a higher plan start at once, and the difference for the rest of the period is charged that day. Fewer seats or a lower plan start at the end of the period.
• You cannot choose fewer full seats than the full users who are enabled. Deactivate a user first.
• Cancelling stops the renewal. The plan keeps working until the end of the period you have paid for.
• People without the billing permissions see the banners too, with Please contact your company administrator. While the company is read-only or suspended, Billing is shown only to people with the standard Administrator role.

Terms

• Plan: what your company pays for, billed monthly or annually.
• Full seat: a place for one enabled user who can work in easySales.
• Billing period: the month or year a charge pays for; it renews on the same date.
• Open invoice: a charge Stripe has not been able to collect yet.
• Credit: an amount held for your company and used automatically on the next charge.

Common misunderstandings

• Suspension does not delete anything. Records, documents and settings are kept.
• Removing seats does not refund the current period. The lower number applies from the next one.
• A Credit balance is not cash: it is used on the next charge and cannot be paid out.

Where to find it

Select Licence in the sidebar. The status shows under Basic information and in Licence status; plan and payment are in Billing. See Your Licence.

Why it works this way

A failed payment slows you down before it stops you. An expired card is no reason to halt a business mid-month. easySales steps down in stages — grace period, read-only, suspended — and until the company is suspended everyone can still read records and download documents. Paying restores everything at once.

You keep what you paid for. Extra seats and a higher plan start now because you need them now, and you pay only for the rest of the period. Fewer seats and a lower plan wait for the end of the period, so nobody loses access they have already paid for.

Card details stay with Stripe. Your card is entered, changed and charged only on Stripe’s secure page, so easySales never holds the number. Each charge comes with a tax invoice for your own books.

Only the people who can pay can sign in to a suspended company. Administrators can still sign in to choose a plan or pay the open invoice, while nobody can change records the company is not paying for.

Work faster

• Choose a plan before the trial ends. Choose a plan in the banner or on the Licence page takes effect as soon as the payment goes through, and all your trial data is kept. See Choose a plan.
• Replace a card before it expires. When the Payment method card says the card expires soon, Manage payment and invoices updates it on Stripe’s page. See Payment and invoices.
• Settle a failed charge from the banner. Pay now pays the open invoice and restores a read-only company at once.
• Keep the tax invoices with your accounts. Charge history has View and PDF for the Stripe tax invoice of each charge. See Payment and invoices.
• Use the trial to set up. Add your colleagues and your first customers while the trial runs, so you start the paid plan ready to work. See Your first 30 minutes.

Examples

Lim & Co signs up on 1 March and enters its five designers during the trial. On 24 March Daniel Lim sees the banner, selects Choose a plan, picks a monthly plan with 5 full seats and pays with Stripe. The licence becomes Active, and the first renewal falls a month after that payment.

In June the company card expires and the renewal fails. Daniel selects Update payment method in the banner, adds the new card on Stripe’s page and selects Pay now to settle the open invoice. The banner goes, and nobody at Lim & Co lost access.

Fewer seats from the next period. Lim & Co pays monthly for six full seats, renewing on the 24th. A designer leaves on 10 August; Daniel deactivates her account, leaving five enabled users, and lowers the seats from 6 to 5. The picker says the change takes effect on 24 August and nothing is charged that day, so all six seats remain until then and the 24 August charge is for five.

Common questions

• Do I need a credit card for the free trial? No. Nothing is charged until an administrator chooses a plan and pays. See Start a free trial.
• What happens when the free trial ends? Without a plan, the company is suspended: only administrators can sign in, and changes are switched off. Choosing a plan and paying restores it at once. A new company’s data is deleted some time after an unpaid trial ends.
• Will I lose my data if a payment fails? No. The company goes through a grace period, read-only and suspended, and its data is kept. It is deleted only 180 days after the company is closed.
• Is GST added to my easySales subscription? Stripe adds 9% GST for a company in Singapore and none for an overseas company. Each charge has a tax invoice from Stripe with the GST registration number.
• Can I get a refund when I remove seats? No. Fewer seats apply from the next billing period; the current one keeps the seats you paid for.
• How do I cancel my subscription? An administrator selects Manage payment and invoices on the Licence page and cancels on Stripe’s page. The plan keeps working until the end of the paid period, then the company is suspended, and 30 days later closed. See Cancel your plan.
• Can a closed company be reopened? Yes, within 180 days of closing. Contact [email protected]; the company is moved back to Suspended so an administrator can choose a plan and pay.

Related

• Start a free trial
• Choose a plan
• Payment and invoices
• Cancel your plan
• Licence and users