Upgrading & Downgrading
Overview
Change your CADENSA subscription anytime. Upgrades take effect immediately, downgrades occur at the end of your current billing period.
Quick facts:
Upgrade anytime → instant access to new features- Downgrade anytime → takes effect next billing cycle
- Prorated billing on upgrades
- No refunds on downgrades (use remainder of paid period)
- Data retained during transitions
Upgrading Plans
FREE → PRO
Get instant access to PRO features.
How to upgrade:
- Navigate to Settings → Billing
- Click "Upgrade to PRO" button
- Select billing cycle:
- Monthly: €9.99/user/month
- Annual: €8.33/user/month (save 17%)
- Enter payment method (credit card)
- Review and confirm
- Instant upgrade - PRO features activate immediately
What happens:
Before Upgrade:
- Plan: FREE
- Features: Basic time tracking, unlimited entries
- Cost: €0
Click "Upgrade to PRO":
- Enter credit card details
- Select monthly or annual
After Upgrade (Immediate):
PRO features unlocked
Can invite team members
Advanced reports available
1,000 entries/workspace limit
Bulk editing enabled
Mobile apps unlocked
Billing:
- First charge: Today (€9.99/user for monthly, €99.99/user for annual)
- Next charge: Next month/year on same date
Step-by-step:
┌─────────────────────────────────────────┐
│ Upgrade to PRO │
├─────────────────────────────────────────┤
│ │
│ Current Plan: FREE │
│ New Plan: PRO │
│ │
│ Billing Cycle: │
│ ● Monthly (€9.99/user/month) │
│ ○ Annual (€8.33/user/month, save 17%) │
│ │
│ Active Users: 1 │
│ Monthly Cost: €9.99 │
│ │
│ Payment Method: │
│ [Add Credit Card] │
│ │
│ First Billing: │
│ Date: Jan 25, 2026 (today) │
│ Amount: €9.99 │
│ │
│ Next Billing: │
│ Date: Feb 25, 2026 │
│ Amount: €9.99 │
│ │
│ ☑ I agree to Terms of Service │
│ │
│ [Cancel] [Confirm Upgrade] │
└─────────────────────────────────────────┘
PRO → ENTERPRISE
Contact sales for custom pricing.
Process:
- Navigate to Settings → Billing
- Click "Contact Sales for ENTERPRISE"
- Fill out contact form or email: support@cadensa.io
- Sales call scheduled (30-45 min)
- Custom quote prepared based on needs
- Contract signed
- Implementation & migration assistance
What to expect:
Timeline:
- Initial contact: Same day response
- Sales call: Within 2 business days
- Quote: 1-3 business days
- Contract: 1-2 weeks (legal review)
- Implementation: 2-4 weeks
Information needed:
- Number of users (current + projected)
- Feature requirements (SSO, custom reports, etc.)
- Integration needs
- Compliance requirements
- Budget range
- Timeline for rollout
Custom Pricing Factors:
- User count (volume discounts apply)
- Contract length (annual vs multi-year)
- Feature selection
- Support level (standard vs premium)
- Professional services needed
Upgrade process:
1. Quote Approval
- Custom pricing confirmed
- Payment terms agreed
- Contract sent for signature
2. Migration Planning
- Kickoff call with account manager
- Migration timeline established
- Training sessions scheduled
3. Account Upgrade
- ENTERPRISE features enabled
- SSO configured (if applicable)
- Custom integrations set up
4. Data Migration
- PRO data automatically migrated
- No downtime required
- All history preserved
5. Team Training
- Admin training session
- User onboarding materials
- Ongoing support established
Downgrading Plans
PRO → FREE
Reduce costs by downgrading to FREE tier.
How to downgrade:
- Navigate to Settings → Billing
- Click "Change Plan"
- Select "Downgrade to FREE"
- Review what you'll lose
- Confirm downgrade
- Effective at end of current billing period
Important:
Downgrade takes effect at end of billing period
No refunds for remaining days
Continue using PRO until period ends
Data exceeding FREE limits will be locked (not deleted)
What happens:
Today (Jan 25):
- Current: PRO (paid through Feb 25)
- Click "Downgrade to FREE"
- Confirmation: "Effective Feb 25, 2026"
Jan 25 - Feb 24:
- Continue using PRO features
- No new charges
- Can cancel downgrade anytime
Feb 25 (Downgrade takes effect):
Team members lose access (only you remain)
Entry limit: 1,000/workspace → Unlimited
Data retention: 1 year → 30 days
Advanced reports disabled
Bulk editing disabled
Mobile apps locked
Scheduled reports stopped
All data retained (read-only for locked data)
Projects remain intact
Time entries preserved
Can upgrade again anytime
Confirmation dialog:
┌─────────────────────────────────────────┐
│ Confirm Downgrade to FREE │
├─────────────────────────────────────────┤
│ │
│ Current Plan: PRO │
│ New Plan: FREE │
│ │
│ Downgrade Date: Feb 25, 2026 │
│ (End of current billing period) │
│ │
│ You will LOSE access to: │
│ Team collaboration (4 users) │
│ Advanced reports │
│ Bulk editing │
│ Mobile apps │
│ Scheduled reports │
│ Entry limit: 1,000/workspace → Unlimited │
│ History: 1 year → 30 days │
│ │
│ Affected team members: │
│ - john@example.com (will lose access) │
│ - sarah@example.com (will lose access) │
│ - mike@example.com (will lose access) │
│ │
│ Your data WILL be preserved: │
│ Projects remain intact │
│ Time entries saved (read-only) │
│ Can upgrade anytime │
│ │
│ No refund for remaining 30 days │
│ (€9.99 not refunded) │
│ │
│ [Cancel] [Confirm Downgrade] │
└─────────────────────────────────────────┘
ENTERPRISE → PRO
Contact support to downgrade.
Process:
1. Email support: <a data-action="support" href="#">support@cadensa.io</a>
Subject: "ENTERPRISE to PRO Downgrade Request"
2. Account review call scheduled
- Discuss reasons for downgrade
- Review feature impact
- Confirm data migration
3. Custom data export (if needed)
- Custom reports exported
- Audit logs archived
- SSO users migrated to email/password
4. Contract amendment
- ENTERPRISE contract ended
- PRO billing begins
5. Downgrade executed
- At end of current ENTERPRISE period
- PRO features activated
- ENTERPRISE features disabled
Timeline: 2-4 weeks (contract dependent)
What you'll lose:
Unlimited users → Max 20 users
Unlimited workspaces → Max 10
Custom report builder
SSO/SAML (users migrate to password login)
Approval workflows
Audit logs (exported before downgrade)
White-label branding
Dedicated account manager
24/7 phone support
99.9% SLA → 99% SLA
Billing Cycle Changes
Monthly → Annual
Switch to annual billing and save 17%.
How to switch:
- Navigate to Settings → Billing
- Click "Switch to Annual Billing"
- Review annual cost and savings
- Confirm switch
- Charged immediately for full year
- Monthly billing canceled (prorated credit applied)
Example:
Current: PRO Monthly
- 5 users × €9.99/month = €49.95/month
- Paid through: Feb 15, 2026
- Remaining: 20 days (€32.22 value)
Switch to Annual (Jan 25):
- Annual cost: 5 × €99.99 = €499.95/year
- Prorated credit: -€32.22 (for unused monthly days)
- Charge today: €467.73
- Next bill: Jan 25, 2027 (€499.95)
Annual Savings:
- Monthly total/year: €599.40 (€49.95 × 12)
- Annual total/year: €499.95
- Savings: €99.45/year (16.6%)
Confirmation:
┌─────────────────────────────────────────┐
│ Switch to Annual Billing │
├─────────────────────────────────────────┤
│ │
│ Current: Monthly (€49.95/month) │
│ New: Annual (€41.66/month, billed yearly) │
│ │
│ Savings: €99.45/year (16.6%) │
│ │
│ Today's Charge: │
│ - Annual cost: €499.95 │
│ - Credit (20 days unused): -€32.22 │
│ - Total charge: €467.73 │
│ │
│ Next Billing: │
│ Date: Jan 25, 2027 │
│ Amount: €499.95 │
│ │
│ [Cancel] [Confirm Switch] │
└─────────────────────────────────────────┘
Annual → Monthly
Switch back to monthly billing (less flexible).
Process:
Cannot switch mid-year
Options:
1. Wait until annual renewal
- Keep annual until expiration
- Select "Switch to Monthly" before renewal
- Renewal will be monthly instead
2. Cancel annual, restart monthly (lose savings)
- Cancel current annual plan
- No refund for remaining months
- Subscribe to monthly plan
- Not recommended (costly)
Recommended: Wait until renewal date
At renewal:
Annual Plan Renewal Notification:
Your annual plan renews in 30 days.
Current: Annual (€499.95/year)
Renewal Options:
● Annual (€499.95/year) - SAVE ~€99
○ Monthly (€49.95/month = €599.40/year)
Select preferred billing and confirm.
Prorated Billing
Mid-Cycle Upgrades
Charges prorated when upgrading.
Example 1: FREE → PRO mid-month
Scenario:
- Upgrade on Jan 15, 2026
- Monthly cycle would be Jan 15 - Feb 14
- 1 user
Calculation:
- Full month: €9.99
- Days remaining in Jan: 16 days
- Prorated charge: €9.99 × (16/31) = €5.16
Charges:
- Today (Jan 15): €5.16 (prorated for Jan 15-31)
- Feb 15: €9.99 (full month)
- Mar 15: €9.99 (full month)
- ...
Example 2: Adding users mid-month
Scenario:
- Current: 5 users on PRO (monthly)
- Billing date: 1st of month
- Today: Jan 15 (add 3 more users → 8 total)
Calculation for new users:
- Full month: 3 × €9.99 = €29.97
- Days remaining: 16 days
- Prorated: €29.97 × (16/31) = €15.47
Charges:
- Today (Jan 15): €15.47 (3 users, 16 days)
- Feb 1: €79.92 (8 users, full month)
User Management During Transitions
Adding Users After Upgrade
Invite team members post-upgrade.
Process:
1. Upgrade to PRO
2. Navigate to Team → Invite Members
3. Enter email addresses
4. Send invitations
5. Users accept and create accounts
Billing:
- Prorated for current period
- Full price from next period
Example:
Upgrade Jan 15 (1 user):
- Jan 15 charge: €5.16 (1 user, 16 days)
Add 4 users Jan 20:
- Jan 20 charge: €15.47 (4 users, 11 days)
- Feb 15 charge: €49.95 (5 users, full month)
Removing Users Before Downgrade
Reduce costs before FREE downgrade.
Strategy:
Scenario:
- Current: PRO with 5 users
- Want to downgrade to FREE (1 user only)
- Paid through Feb 15
Actions:
1. Jan 25: Initiate downgrade
- Downgrade effective: Feb 15
2. Export data for team members
- Each user exports their reports
- Download time entries
- Save needed data
3. Feb 10: Deactivate team members (optional)
- Remove 4 team members
- Only you remain
- No charge reduction (already paid through Feb 15)
4. Feb 15: Downgrade effective
- FREE plan active
- 1 user (you)
- No future charges
Data Retention During Changes
What Happens to Your Data
Data is NEVER deleted during plan changes.
Upgrading:
FREE → PRO:
All data immediately accessible
Previous 30 days visible
New entries counted toward 1,000/workspace limit
No data loss
PRO → ENTERPRISE:
All data migrated automatically
Full history retained
No interruption
Downgrading:
PRO → FREE:
Data retained but access limited
- Entries older than 30 days: Read-only
- Team member entries: Read-only
- Advanced reports: Not accessible
- Scheduled reports: Stopped
Can still view in basic reports (last 30 days)
To access locked data:
- Re-upgrade to PRO
- Export before downgrade effective date
- Contact support for data export
Over-limit resources after downgrade:
If your existing data exceeds the new plan's limits (e.g. you had 8 team members and downgrade to FREE with a limit of 5), excess resources are marked as over-limit:
- Team members — newest members get an "Access limited" badge and are blocked from being assigned to new tasks
- Projects — excess projects get an "Over limit" badge and cannot be selected in task creation
- Tasks / Time entries — new creation is blocked until you're within limits
Data is never deleted. Upgrade again or remove excess resources to restore full access.
➡️ Full guide: Over-Limit Resources After Downgrade →
ENTERPRISE → PRO:
Custom data exported before downgrade
- Custom reports: Exported to PDF/Excel
- Audit logs: Exported to CSV
- Approval workflows: Completed items exported
- SSO users: Migrated to email/password
Cannot access after downgrade:
- Custom report builder
- Audit log viewer
- Approval workflow interface
Historical data: Available in PRO reports
Canceling Completely
Cancel Subscription
Stop all charges and keep FREE account.
How to cancel:
- Navigate to Settings → Billing
- Click "Cancel Subscription"
- Select reason (optional feedback)
- Confirm cancellation
- Effective at end of billing period
What happens:
PRO Cancellation:
Today (Jan 25):
- Click "Cancel Subscription"
- Paid through: Feb 25
Jan 25 - Feb 24:
- Continue using PRO
- No new charges
- Can reactivate anytime
Feb 25:
- Automatic downgrade to FREE
- 1 user only
- Basic features
- No credit card required
Future:
- FREE account remains active
- Data preserved (30-day access)
- Can upgrade anytime
Confirmation:
┌─────────────────────────────────────────┐
│ Cancel PRO Subscription │
├─────────────────────────────────────────┤
│ │
│ We're sorry to see you go! │
│ │
│ Cancellation Date: Feb 25, 2026 │
│ (End of current billing period) │
│ │
│ After cancellation: │
│ FREE account remains active │
│ Data preserved (30-day window) │
│ Can reactivate anytime │
│ │
│ You'll lose: │
│ Team collaboration │
│ Advanced reports │
│ Mobile apps │
│ 1,000 entries/workspace → Unlimited │
│ │
│ Reason (optional): │
│ [ ] Too expensive │
│ [ ] Missing features │
│ [ ] Switching to competitor │
│ [ ] No longer needed │
│ [ ] Other: ___________ │
│ │
│ [Keep PRO] [Confirm Cancellation] │
└─────────────────────────────────────────┘
Reactivating Canceled Plans
Resubscribe After Cancellation
Upgrade again anytime.
Process:
- Navigate to Settings → Billing
- Click "Upgrade to PRO"
- Enter payment method
- Confirm subscription
- Instant reactivation
Your data:
All preserved (if within 30 days of cancellation)
Projects intact
Time entries available
Team members can be re-invited
Reactivation example:
Timeline:
- Jan 25: Canceled PRO
- Feb 25: Downgraded to FREE
- Mar 15: Decide to reactivate
Reactivation (Mar 15):
1. Click "Upgrade to PRO"
2. Enter credit card
3. Confirm
Immediately:
- PRO features unlocked
- Data from last 30 days fully accessible
- Data older than 30 days (Feb 15-Mar 15) read-only
- Will become fully accessible after upgrade
- Team members can be re-invited
Best Practices
Do's
- Export data before downgrading - Keep reports, time entries
- Notify team before downgrade - Give advance notice
- Time downgrades strategically - End of month/year
- Review user count before upgrading - Deactivate unused accounts
- Use annual billing - Save 17% if team is stable
- Trial PRO features - 14-day free trial before committing
- Contact support for ENTERPRISE - Get custom quote
Don'ts
- Don't expect refunds - Downgrades at period end, no refunds
- Don't downgrade impulsively - Consider impact on team
- Don't lose data - Export before downgrade effective date
- Don't forget team members - Notify before they lose access
- Don't switch billing cycles mid-year - Wait for renewal
- Don't cancel without exporting - Data becomes read-only after 30 days
Refund Policy
When Refunds Apply
30-day money-back guarantee (Annual plans only):
Eligible:
Annual PRO plan
First purchase only (not renewals)
Within 30 days of payment
Requested via support email
Not eligible:
Monthly plans
Annual renewals
After 30 days
ENTERPRISE (custom contracts)
Process:
- Email: support@cadensa.io
- Subject: "Refund Request - [Invoice #]"
- Reason (optional)
- Refund processed: 5-10 business days
- Account downgraded to FREE
No refunds for:
Partial months (unused days)
Mid-cycle downgrades
Canceled monthly subscriptions
Annual plans after 30 days
User reductions mid-cycle
Next Steps
- Subscription Plans → - Compare plans
- Payment Methods → - Update billing info
- Invoices → - View invoices & receipts
- Workspace Settings → - Manage workspace
Need Help?
- Billing questions: support@cadensa.io
- Support: support@cadensa.io
- Phone (PRO+): Available in Settings → Support
- Live chat (PRO+): Bottom right corner