Billing and plans

Org Admin → Billing is the home for everything subscription-shaped: your current plan, your usage, your payment method, your invoices, and the controls to upgrade, downgrade, or cancel.

Only Org Admins can see and use this page. Editors, Viewers, and members on the Free plan see a notice with a link to the public Plans page instead.

What you see on the page

Three panels:

• Current plan — your plan name and a Manage subscription button that opens the secure Stripe Billing Portal in a new tab. The portal is where card changes, plan changes, and invoice downloads live.
• Usage — current member count, board count, storage used, AI queries today. Each metric shows the limit for your plan and a soft warning when you're nearing it.
• Available plans — the four plans side-by-side, with an Upgrade or Downgrade button on each (other than your current one).

Manage Subscription

Click Manage Subscription to open the Stripe Billing Portal. Inside the portal you can:

• Update payment method — change the card on file.
• Update billing details — billing email, address, VAT number.
• Change billing interval — switch monthly ↔ yearly.
• Cancel subscription — see the cancellation section below.
• View and download invoices — every past invoice as PDF.

The portal is operated by Stripe and is the single source of truth for the subscription. Changes you make there flow back into MindWeaveBoard automatically.

Changing plan

The straightforward path for a plan change is to click Upgrade or Downgrade on the plan you want.

• Upgrade from Free → you're redirected to Stripe Checkout to enter card details. After payment, the upgrade takes effect immediately.
• Upgrade between paid plans → you're routed to the Stripe Billing Portal. The change applies at the next renewal with proration.
• Downgrade between paid plans → same as above, applied at the next renewal so you keep the higher-tier features until then.
• Downgrade to Free → same as above. Your current features stay live until the end of your billing period, then drop to Personal.

TIP

You always keep what you paid for. Features don't get revoked mid-period — downgrades and cancellations apply at the next renewal.

Cancellation

To cancel:

1. Click Manage Subscription on the Billing page.
2. In the Stripe Billing Portal, click Cancel plan.
3. Confirm. The portal sets the subscription to cancels at period end.

You keep all paid features until your current billing period ends. At that point your organisation drops to the Personal plan automatically and you stop being billed. Invoices for past periods remain available.

You can un-cancel any time before the period ends from the same portal.

Failed payments and grace

If a payment fails (expired card, insufficient funds), the system:

1. Retries the charge automatically over a 7-day window.
2. Emails the Org Admin and the billing contact at each retry.
3. After the grace window, downgrades the organisation to Personal and pauses paid features until the card is updated.

Updating the card during the grace window resumes everything; nothing is lost.

Invoices and tax

Invoices are PDF and downloadable from the Stripe Billing Portal at any time. EU VAT is added at checkout based on the billing address. For business customers, providing a VAT number reverse-charges as appropriate.

Related

• Plans and pricing — feature comparison.
• Upgrading and downgrading — detailed flows.
• Managing your subscription — portal reference.
• Enterprise inquiries — for plans beyond Advanced.