Account Billing shows the plan you hold, the modules it includes and how much of each limit you are using. From it you change your plan, buy add-ons, update your card, download invoices and cancel. This article explains each of those and, above all, when a change takes effect and what it costs: increases apply straight away, reductions wait for your renewal, and nothing is ever refunded.
Where to find it: your user profile, reached from your avatar in the top corner → Account Billing. It appears only for billing owners.
Concepts
| Term | Meaning |
|---|---|
| Increase | Anything that adds: a module, more add-on blocks, or a higher plan. Applies immediately. |
| Reduction | Anything that removes: a module, add-on blocks, or a lower plan. Starts at your next renewal. |
| Renewal | The end of the billing period you have paid for, when the next one begins. |
| Pending change | A reduction you have asked for that has not started yet. |
| Billing owner | The one user ticked as Billing Owner on the Users screen; an account has one. Only the billing owner sees Account Billing. |
Quick start
- Open Account Billing and press Change plan.
- Choose a plan, tick modules (or start from a bundle), and add any add-on blocks.
- Check the price summary. If the change is a reduction, read any warning about what will be deactivated.
- Press Update subscription (or Continue to payment if you are not yet subscribed).
The Account Billing screen
| Part | What it shows or does |
|---|---|
| Your plan | The plan name, and Active subscription — or, during a trial, the days left. |
| Payment method and invoices | Opens the secure payment page, where you update the card on file and download past invoices. Not shown during a trial, which has neither. |
| Change plan | Opens the Change plan screen, described below. |
| Cancel subscription | See Cancelling. |
| Modules | All nine modules, each marked Included or Not included, with a count such as 9 of 9 included. |
| Usage | Users, Sites, Products, Trainees and IoT devices, each as used / limit with a bar. A row at or over its limit turns red and says “You have reached your … limit. Change plan to add more.” |
| AI credits | Credits used this period against your allowance, and What does a credit buy? See AI credits. |
The usage figures are read fresh each time you open the screen. They count active users, sites, products and devices — the same counts the limits are enforced against.
Changing your plan
The Change plan screen has four steps — Choose a plan, Start from a bundle, Modules and Add-ons — and a summary that prices whatever you have selected. It opens with what you hold now already selected and marked Current, so you change only what you want to change. What each step offers is explained in Plans, modules and limits.
The summary lists every line you would pay for, any bundle discount, and the total per month or per year, excluding tax. Beneath the total:
- A red warning appears when the change would leave you over a limit, naming what will be deactivated. See What happens when you reach or reduce a limit before you confirm one.
- “Excludes GST and sales tax, which is calculated at payment from your billing address.”
- For an existing subscription: “This changes the subscription you already have. The difference for the rest of this billing period is charged or credited on your next invoice, not today.”
Press Update subscription to make the change. For an increase the screen says the change has been sent and then “Your subscription is updated and your new plan is live.” once it has taken effect — usually within a few seconds. You can leave the page while it finishes; the change is not lost.
When a change takes effect, and what it costs
The rule behind everything in this section: nothing is refunded and nothing is credited back, and anything you have paid for runs to the end of the period you paid for.
| Change | When | Money |
|---|---|---|
| Increase — add a module, more blocks, higher plan | Immediately | The difference for the rest of the current period is added to your next invoice. Your card is not charged mid-period. |
| Reduction — remove a module, fewer blocks, lower plan | At your next renewal | Nothing either way. You keep what you have until the renewal, then pay the smaller amount from then on. |
| Both at once | At your next renewal | A change that adds one thing and removes another is treated as a reduction and waits, as a whole. |
| Cancel | At the end of the period | Nothing. |
A reduction waits because you have already paid for the current period; taking something away early would take what you paid for. After you confirm one, the screen says “Your change has been accepted and starts on…” with the date.
A pending reduction
Until the renewal, Account Billing and the Current badges still show what you hold today — correctly, because you still hold it. So that a removed module still showing as ticked does not look like a mistake, the Change plan screen says, every time you open it: “You have asked to reduce this subscription. The selection below is what starts on [date] — you keep everything you have until then, and nothing is refunded, because nothing is being taken away early.”
To change your mind, make a new selection and press Update subscription. A new change always replaces a pending one; it is never added on top of it.
A reduction below what you are using — fewer users than you have active, say — deactivates the newest ones at the renewal. The Change plan screen warns you before you confirm. See What happens when you reach or reduce a limit.
Upgrading to a higher plan
Moving to a higher plan is an increase and applies immediately. The unused part of your old plan for this period is set against the charge for the new one, so the difference on your next invoice is the net amount. It is always a charge, never a credit.
Cancelling
Press Cancel subscription. Before anything happens you are asked: “Cancel your subscription? It stays active until the end of the period you have already paid for, and nothing is refunded. You can restore it any time before then.” Press Yes, cancel it to confirm, or Keep it to go back.
Once cancelled, Account Billing says “Your subscription ends on [date]. You keep everything you are paying for until then.” Until that date, Keep my subscription restores it as it was — “Your subscription is active again. Nothing was lost.”
Cancelling also drops any pending reduction. After the end date the app is locked with the Your subscription has ended screen; your data is kept, and choosing a plan brings everything back.
Currency and billing period
- Currency is shown at the top of the Change plan screen. You do not choose it: it comes from your billing country. It is fixed from your first payment and shows fixed to your subscription after that. If it is wrong, contact QTRACA support before you pay.
- Billing is Monthly or Yearly, prepaid. Yearly is cheaper, and the screen shows by how much.
- You cannot switch between monthly and yearly on screen once subscribed. Every line on one subscription shares a billing period, so switching means replacing all of them; the screen explains this and asks you to contact QTRACA support. You can still toggle the prices to compare.
Availability and permissions
- This screen is for accounts on QTRACA’s current pricing. Accounts on the previous plan structure see the earlier billing screen under Account Billing, and none of this applies to them.
- Account Billing appears only for billing owners. To change who it is, the admin ticks Billing Owner on the new owner’s record on the Users screen and confirms “Hand over billing”. Billing emails and invoices then go to the new owner.
- Changing billing needs the billing owner or an administrator (a user with the Admin or Setup Admin role): buying a plan, changing or cancelling it, restoring a cancelled one, changing the billing currency, and Payment method and invoices. Anyone else who tries is told “Only the billing owner or an administrator can change the plan.” Seeing the plan and pricing a change on the Change plan screen stay open to everyone.
- The list of what a reduction will deactivate is shown only to administrators and billing owners, because it names people.
- If your subscription is billed by QTRACA directly, Account Billing says “Your subscription is managed by QTRACA rather than through online checkout, so your plan and modules are set for you. Contact QTRACA support to make a change.”
Things to know
- No refunds, no credits. Removing something mid-period does not give money back; it simply stops at the renewal.
- Mixing an addition and a removal delays the addition too. If you need the addition now, make it as its own change first, then make the reduction separately.
- Cancelling is done in QTRACA, not on the payment page. The payment page is for your card and invoices only.
- Some subscriptions cannot be changed on screen. If yours includes a charge the Change plan screen cannot show — bought outside these plans or priced before they changed — the screen says so and asks you to contact QTRACA support, because changing it here would remove that charge.
- For what reaching or reducing a limit does to your users, sites, devices and products, see What happens when you reach or reduce a limit.