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Billing & Payments FAQs

How much does CADENSA cost?​

Simple pricing:

FREE: €0

  • Up to 5 users
  • Up to 10 projects per workspace
  • Up to 50 tasks per workspace
  • Unlimited time entries
  • 30-day report history
  • 2 workspaces
  • Basic features
  • Perfect for trying CADENSA

PRO: €9.99/month €4.99/month (Early Access — locked forever) or €99.99/year €49.99/year billed annually — save 50%

  • Up to 20 users
  • Up to 10 workspaces
  • Unlimited projects
  • 1,000 time entries per workspace
  • 70 tasks per workspace
  • Advanced reports & custom reports (up to 20)
  • 1-year report history
  • Rate management & invoicing
  • Approval workflows
  • Priority support

ENTERPRISE: €29.99/month €12.99/month (Early Access — locked forever) or €299.99/year €129.99/year billed annually — save 57%

  • Unlimited users & workspaces
  • Unlimited projects, tasks, time entries
  • Unlimited report history
  • All PRO features
  • Audit logs, IP allowlisting, 2FA enforcement
  • SSO/SAML (Coming Soon)
  • API & Webhooks (Coming Soon)
  • Custom branding & white-label (Coming Soon)
  • Dedicated support & account manager

Full pricing: Subscription Plans →

When will I be charged?​

Billing schedule:

First charge:

Sign up → Immediate charge
- Charged today for current month
- Prorated if mid-month
- Example: Sign up Jan 15
  → Charged for Jan 15-31 (17 days)
  → €9.99 × 17/31 = €5.48

Recurring charges:

Monthly: Same day each month
- Subscribed Jan 25 → Charged 25th monthly
- Jan 25, Feb 25, Mar 25, etc.

Annual: Same day each year
- Subscribed Jan 25, 2026 → Next Jan 25, 2027

Pro-rated charges:

Upgrades mid-period → Mollie calculates proration automatically
- Charged immediately for the remainder of the current period
- Then full amount from next billing cycle

Failed payment:

Mollie manages the payment retry schedule.
If payment ultimately fails, the subscription
moves to past_due → unpaid status.

Contact <a data-action="support" href="#">support@cadensa.io</a> if payment issues persist.

More details: Payment Methods →

Can I pay annually?​

Yes! Save with annual billing:

Savings (Early Access):

PRO:
  Monthly:  €4.99/month × 12 months = €59.88/year
  Annual:   €49.99/year
  Savings:  ~€9.89/year (~16%)

ENTERPRISE:
  Monthly:  €12.99/month × 12 months = €155.88/year
  Annual:   €129.99/year
  Savings:  ~€25.89/year (~17%)

Summary: PRO saves approximately 16.5%, ENTERPRISE saves approximately 16.6% with annual billing.

How to switch:

1. Settings → Billing
2. Click "Switch to Annual Billing"
3. Charged immediately for the full year
4. Credit applied for remaining monthly period
5. Next renewal: 1 year from today

Refund policy:

  • 14-day withdrawal right (EU consumer protection)
  • Annual plans only
  • First purchase only
  • No questions asked

How do I upgrade from FREE to PRO?​

Instant upgrade process:

Steps:

  1. Navigate to Settings → Billing
  2. Click "Upgrade to PRO"
  3. Select billing cycle: • Monthly (€4.99/month — Early Access) • Annual (€49.99/year — Early Access, save ~16%)
  4. Add payment method
  5. Confirm upgrade
  6. PRO features unlocked immediately!

What happens:

  • Charged immediately (prorated if mid-month)
  • All PRO features available instantly
  • Invite up to 20 users
  • Unlimited projects per workspace
  • Advanced reports unlocked
  • 1-year data retention
  • Rate management & invoicing

No downtime, no data loss!

Full guide: Upgrading →

What happens if I downgrade?​

Downgrade from PRO to FREE:

Process:

1. Settings → Billing
2. Click "Cancel Subscription"
3. Select reason (optional)
4. Confirm cancellation
5. Access until end of billing period
6. Then downgrade to FREE

What you keep:

  • All time entries (read-only beyond FREE limit)
  • All projects and workspaces (read-only above limit)
  • Reports (limited to last 30 days)

What you lose:

  • Users beyond 5 are removed (you keep up to 5 members, but only 1 workspace will be active)
  • Workspaces beyond 1 become read-only (you can view data but cannot edit)
  • Projects beyond 10 per workspace become read-only
  • Tasks beyond 50 per workspace become read-only
  • Advanced reports & custom reports (limited to basic CSV only)
  • Rate management & invoicing features
  • Data older than 30 days (archived, read-only)

FREE plan original limits (after downgrade):

• Users:        Up to 5 team members per workspace (originally)
• Workspaces:   2 workspaces (1 active, 1 read-only after downgrade)
• Projects:     10 projects per workspace
• Tasks:        50 tasks per workspace
• Time entries: Unlimited
• Reports:      Basic CSV export, 30-day history

Important: If you were using more team members in your active workspace during PRO, downgrades that exceed the FREE tier limits will result in workspace access restrictions. For example, if your active workspace has 15 team members and you downgrade to FREE (5-member limit), the excess members will lose access until you remove them or upgrade again.

Reactivation:

  • Can upgrade again anytime
  • All data restored
  • No penalty for downgrading

More info: Downgrading →

Do you offer refunds?​

Refund policy:

14-day withdrawal right (EU consumer protection):

  • Annual plans only
  • First purchase only
  • Within 14 days of purchase
  • Full refund, no questions

Request refund:

1. Email: <a data-action="support" href="#">support@cadensa.io</a>
2. Include:
   - Workspace name
   - Email address
   - Reason (optional)
3. Refund processed within 5-7 business days
4. Refunded to original payment method

Monthly plans:

  • No refunds
  • Cancel anytime
  • Access until end of billing period

Prorated credits:

If you cancel mid-period:
• Monthly: No refund, access until end
• Annual:  No refund (except 14-day withdrawal right)
• Downgrades: Credit applied to future billing

Special circumstances:

  • Billing errors: Full refund
  • Duplicate charges: Immediate refund
  • Service outages: Account credit

How do I add or remove users?​

Adding users:

Steps:

1. Settings → Workspace → Members
2. Click "+ Invite Member"
3. Enter email address
4. Select role (Member, Admin, etc.)
5. Click "Send Invitation"

Plan limits:

FREE:       3 users total
PRO:        20 users total
ENTERPRISE: Unlimited

Billing:

Upgrade mid-period → Mollie calculates proration automatically
- Charged immediately for the remainder of the current period
- Then full amount from next billing cycle

Removing users:

Steps:

1. Settings → Workspace → Members
2. Find user
3. Click "..." → "Remove from Workspace"
4. Confirm removal

Billing:

Removing a user mid-period → Mollie calculates credit automatically
- Credit applied to the next invoice

What payment methods do you accept?​

Accepted payments:

Credit/Debit Cards:

  • Visa, Mastercard
  • American Express

Bank & Local Methods:

  • SEPA Direct Debit (EU bank accounts)
  • iDEAL (Netherlands)
  • Bancontact (Belgium)

Payment security:

  • Mollie integration (PCI DSS Level 1)
  • 3D Secure authentication
  • No card details stored by CADENSA

More details: Payment Methods →

Can I change my payment method?​

Yes! Update anytime:

Steps:

1. Settings → Billing → Payment Methods
2. Click "+ Add Payment Method"
3. Enter new card details
4. Click "Save and Set as Default"
5. Old card can be removed

Default payment method:

If you have multiple cards:
• Mark one as "Default"
• Future charges use default card
• Backup cards used if primary fails

Update before renewal:

Recommended: Update 2-3 days before billing date
• Allows time for verification
• Avoids failed payment
• No service interruption

What if my payment fails?​

Automatic retry:

Mollie handles payment retries automatically. If a charge fails, Mollie will attempt to collect payment again. You will receive email notifications for each failed attempt.

Payment fails
→ Email notification sent
→ Mollie retries automatically

Subscription status moves to: past_due
→ Time tracking and access remain active
→ "Update payment method" banner shown in app

If all retries fail:
→ Subscription status: unpaid
→ Access suspended
→ Data preserved (read-only)
→ Update payment method to restore access

How to fix:

  1. Settings → Billing
  2. See "Payment Failed" banner
  3. Click "Update Payment Method"
  4. Add new card
  5. Click "Retry Payment"
  6. Access restored immediately

Common reasons:

  • Insufficient funds
  • Expired card
  • Card declined by bank
  • Incorrect billing address

Do you charge VAT/sales tax?​

Yes, depending on location:

European Union (EU):

Business with VAT number:
• Reverse charge applies
• You pay 0% VAT to CADENSA
• You report VAT in your country

Hungarian customers:
• 27% VAT added to invoice
• €60 + €16.20 VAT = €76.20 total

EU without VAT number:
• VAT rate of customer's country
• Added to invoice automatically

Non-EU:

Outside EU:
• No VAT charged
• €60 subscription = €60 total

Invoice example:

┌─────────────────────────────────────────┐
│ INVOICE #2026-01-001                    │
├─────────────────────────────────────────┤
│                                         │
│ CADENSA PRO Subscription                │
│ 5 users × €9.99              €49.95     │
│                                         │
│ Subtotal:                    €49.95     │
│ VAT (27%):                   €13.49     │
│ ─────────────────────────────────────── │
│ Total:                       €63.44     │
│                                         │
│ (Hungarian customers)                   │
└─────────────────────────────────────────┘

VAT ID validation:

  • Automatic check via VIES database
  • Invalid VAT ID = customer country VAT rate
  • Update VAT ID: Settings → Billing → Company Info

How do I view my invoices?​

Access invoices:

Steps:

1. Settings → Billing → Invoices
2. See all past invoices
3. Filter by:
   • Date range
   • Status (Paid, Failed, Pending)
   • Amount
4. Download individual or bulk

Invoice actions:

┌─────────────────────────────────────────┐
│ Invoice #2026-01-001   €76.20   Paid    │
│ Jan 25, 2026                            │
│                                         │
│ [View Details] [Download PDF]           │
│ [Email Invoice] [Print]                 │
└─────────────────────────────────────────┘

Email delivery:

  • Automatic email on payment
  • Sent to billing email address
  • CC additional recipients (Settings)
  • Resend anytime

Export for accounting:

  • CSV format (Excel)
  • All invoices at once
  • Import to QuickBooks, Xero, etc.

More info: Invoices →

Can I get a receipt for my payment?​

Yes! Invoices serve as receipts:

Download receipt/invoice:

1. Settings → Billing → Invoices
2. Find payment
3. Click "Download PDF"
4. Save receipt

Invoice includes:

  • Invoice number
  • Payment date
  • Amount paid
  • Payment method (last 4 digits)
  • Itemized charges
  • VAT breakdown
  • Company details

For expense reports:

Export all invoices:
1. Invoices page
2. Click "Export All"
3. Select format: PDF, CSV
4. Download ZIP file
5. Submit for reimbursement

How do I cancel my subscription?​

Cancel anytime:

Steps:

1. Settings → Billing
2. Scroll to "Cancel Subscription"
3. Click "Cancel Plan"
4. Select reason (optional feedback)
5. Confirm cancellation
6. Receive confirmation email

What happens:

Monthly subscription:
• Access until end of current period
• Example: Paid Jan 25 → Access until Feb 24
• No charge on Feb 25
• Downgrade to FREE on Feb 25

Annual subscription:
• Access for remainder of year
• No refund (except 14-day withdrawal right)
• Downgrade to FREE at year end

Data retention:

  • All data preserved
  • Can export data for 30 days after cancellation
  • Can reactivate subscription anytime
  • Permanent deletion after 7 days (grace period, GDPR)

Reactivation:

  1. Settings → Billing
  2. Click "Reactivate Subscription"
  3. Charged immediately
  4. All features restored

Next Steps​

Need Help?​