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Billing & Payments FAQs

How much does CADENSA cost?​

Simple pricing:

FREE: €0

  • Up to 3 users
  • 3 projects per workspace
  • 100 time entries per workspace
  • 30-day report history
  • 1 workspace
  • 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 ~16% 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%)

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 3 (workspace limited to 3 members)
  • Workspaces beyond 1
  • Projects beyond 3 per workspace (read-only)
  • Advanced reports & custom reports
  • Rate management & invoicing
  • Data older than 30 days (read-only)

FREE plan limits after downgrade:

• Users:        Up to 3 (workspace owner + 2 members)
• Workspaces:   1 (choose which to keep active)
• Projects:     3 per workspace
• Tasks:        15 per workspace
• Time entries: 100 per workspace
• Reports:      Basic CSV export, 30-day history

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?​