# Plan & Billing

Source: https://docs.qualflare.com/docs/administration/billing · Last updated: 2026-11-02

Manage a Qualflare subscription on Plan & Billing: read the plan and usage, change seats, use the Stripe billing portal, cancel, and fix a failed payment.

In Qualflare, **Plan & Billing** is the workspace page where the Owner sees the plan, seats and usage and manages the Stripe subscription; it shows only to the workspace Owner, and prices are on [qualflare.com/pricing](https://qualflare.com/pricing/).

## Before you begin

Requires the Owner role in the workspace.

Open **Management** > **Plan & Billing** in the workspace sidebar. Only the workspace Owner can open it. Other members don't see it in the sidebar. If they open it from a link, they see `Plan & billing is owner-only`.

For what each plan includes, see [Plans and limits](https://docs.qualflare.com/docs/administration/plans).

## Read the plan summary

Plan & Billing shows your current plan. On Starter or a paid plan it has two buttons:

* **Upgrade Plan** opens the plan picker, where you choose a plan and the number of seats.
* **Manage Billing** opens the Stripe billing portal.

During a trial it shows the days left and a **Subscribe and pay** button instead.

In every state, the plan card has a **Billing period** row with the current period's dates.

| State       | The card shows                                                                                                                        | Button                                  |
| ----------- | ------------------------------------------------------------------------------------------------------------------------------------- | --------------------------------------- |
| Active      | `<plan> Plan`, the price per seat times your seat count, "Billed monthly" or "Billed yearly", and a status badge such as **Active**   | **Manage Billing** and **Upgrade Plan** |
| Trial       | `<plan> Plan`, `<n> days left in trial` and the **Trial** badge                                                                       | **Subscribe and pay**                   |
| Trial ended | `Your <plan> trial has ended` and `Subscribe to keep <plan> features, or switch to the free Starter plan`, with the **Expired** badge | `Subscribe to <plan> and pay`           |

*Figure: The plan card shows the plan, its status and the billing period.*

## Read your usage

Plan & Billing lists your usage against each limit on your plan:

* The **Resource** table: Projects, Team Members, Test Cases, Test Suites, Shared Steps, Test Plans and Storage.
* The **Monthly Quota** table: Test reports (launches), which resets monthly.
* The **AI Feature Quota** table: Agent Messages (Monthly), Agent Messages (Daily), and a monthly row for each AI feature on your plan, such as Case Suggestions, Coverage Analysis, Step Generation, Case Analysis and AI report analyses.

Rows for features your plan does not include are hidden. For the numbers, see [Plans & Pricing](https://docs.qualflare.com/docs/administration/plans#limits).

**At a limit:**

* **Team Members**: on a paid plan, the limit is the number of seats you bought. Remove a member to free a seat, or change your seat count in the billing portal.
* **Projects**: projects can't be archived, so the only way to free a slot is to delete a project. **Deleting a project can't be undone**. It removes the project and every test case, suite, launch, defect and milestone in it, for everyone, and you can't restore it in the app. See [Managing Projects](https://docs.qualflare.com/docs/administration/projects#delete-a-project).
* **Test Cases**: archived test cases still count toward the limit.

*Figure: The AI Feature Quota table lists each AI allowance on your plan.*

## Seats and members

On a paid plan, the workspace can have as many members as the seats you bought, up to the plan's maximum. Every member counts, Guests included. During the trial, Core has 3 seats and Scale has 10. When no seat is free, accepting an invitation fails with **Could not accept invitation**.

Change the seat count in the Stripe billing portal from **Manage Billing**. See [Limits](https://docs.qualflare.com/docs/administration/plans#limits) for each plan's maximum and [Invite and manage users](https://docs.qualflare.com/docs/administration/users) to free a seat.

## Start or end a trial

A Core or Scale trial starts only from that plan's sign-up link and lasts 14 days. To keep the plan, select **Subscribe and pay** before the trial ends.

> **Warning:** Subscribing during your trial ends the trial and starts billing immediately.

See [Free trial](https://docs.qualflare.com/docs/administration/plans#free-trial).

## Change plans

**Upgrade Plan** opens the plan picker. For the steps, see [Changing plans](https://docs.qualflare.com/docs/administration/plans#changing-plans). Plans below yours show **Downgrade in billing portal**: to move to a lower plan, cancel your subscription there. For Enterprise, select **Contact Sales**.

## Manage payment and seats in Stripe

Qualflare takes payments through Stripe. Select **Manage Billing** on Plan & Billing to open the Stripe billing portal. There you can update your payment method, change your seat count and cancel your subscription.

Stripe Checkout asks for a billing address and adds tax automatically.

## Cancel the subscription

1. Select **Manage Billing** and cancel your subscription in the Stripe billing portal.
2. Plan & Billing then shows `Your <plan> plan ends on <date>`. The plan stays until that date, then the workspace moves to Starter. To undo it, select **Manage billing** on the banner before then.

> **Warning:** Deleting the workspace doesn't cancel its subscription. Cancel it here first.

## Fix a failed payment

When a payment fails, the subscription becomes past due and you have 7 days to pay. Plan & Billing shows these banners:

| Banner                                                                                                                                                                                                             | What to do                                                                                                     |
| ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ | -------------------------------------------------------------------------------------------------------------- |
| `Payment required — your last payment failed`, with `Your bank requires additional authentication. Click below to complete the payment challenge.` or `Please update your payment details to restore full access.` | Select **Complete payment** and finish your bank's check, or **Manage billing** to update your payment details |
| `Payment failed — please update your card by <date>`, with `We'll try the charge again. If it still fails after the grace period, your plan will be canceled.`                                                     | Select **Update payment** and update your card by that date                                                    |

If the payment still fails after the grace period, the workspace moves to Starter and keeps its seat count. The email `Payment failed — action required` goes to the billing contact (see [Billing emails](https://docs.qualflare.com/docs/administration/billing#billing-emails)).

## Billing emails

Billing emails go to one Owner: the workspace's creator while they hold the Owner role, otherwise its longest-standing Owner. The subjects are:

* `Your subscription has been cancelled`
* `Your subscription has been paused`
* `Your subscription has been resumed`
* `Your refund has been processed`
* `Payment failed — action required`
* `Your trial ends in <n> days`
* `Your subscription renews soon`
* `A payment dispute has been opened`

## Open Source plan

Activate the free Open Source plan for an empty workspace by connecting
GitHub and linking an eligible public repository. Owner-only. The workspace
must be on the Starter plan and have no projects. No menu item links to this
page: open `app.qualflare.com/workspace/<workspace-id>/open-source`.

| Field          | Description                                                              |
| -------------- | ------------------------------------------------------------------------ |
| Connect GitHub | Installs the Qualflare GitHub App, used to verify repository eligibility |
| Repository     | The target repository, entered as `owner/repo`                           |

Full eligibility rules and both setup paths (converting an existing workspace
vs. starting a new one) are in [Open Source → Activating the Plan](https://docs.qualflare.com/docs/open-source/activating).

## Verify

After checkout, Plan & Billing shows your plan with the **Active** badge and the new seat count; the **Team Members** row of the usage table shows the new limit.

## Troubleshoot

| What you see                                  | What to do                                                                                                                  |
| --------------------------------------------- | --------------------------------------------------------------------------------------------------------------------------- |
| `Plan & billing is owner-only`                | Ask the workspace Owner to make the change                                                                                  |
| A locked feature with **Upgrade to Unlock**   | Your plan doesn't include it. See [Features by plan](https://docs.qualflare.com/docs/administration/plans#features-by-plan) |
| `Payment required — your last payment failed` | See [Fix a failed payment](https://docs.qualflare.com/docs/administration/billing#failed-payment)                        |
| `Your <plan> trial has ended`                 | Select `Subscribe to <plan> and pay` to keep the plan, or stay on Starter                                                   |

## Next steps

* [Plans and limits](https://docs.qualflare.com/docs/administration/plans)
* [Invite and manage users](https://docs.qualflare.com/docs/administration/users)
* [Activating the Open Source plan](https://docs.qualflare.com/docs/open-source/activating)
* [Workspace admin guide](https://docs.qualflare.com/docs/administration)