# Billing Account Setup FAQs

## Table of Contents
1. [Pricing Plans](#pricing-plans)
2. [Free Plan](#free-plan)
3. [Pro Plan](#pro-plan)
4. [Upgrading & Downgrading](#upgrading--downgrading)
5. [Payment & Billing](#payment--billing)
6. [Common Issues](#common-issues)
7. [Subscription Management](#subscription-management)

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## Pricing Plans

### What plans does QubitTask offer?

QubitTask offers two simple plans:

| Plan | Price | User Limit | Project Limit | Features |
|------|-------|------------|---------------|----------|
| **Free** | $0/month | Up to 5 users | Up to 7 projects | Full features |
| **Pro** | $5/user/month | Unlimited | Unlimited | Full features + increased AI quota |

### What's the difference between Free and Pro?

The **only differences** are:
- **Team size**: Free supports up to 5 users, Pro is unlimited
- **Projects**: Free supports up to 7 projects, Pro is unlimited
- **AI quota**: Free gets 25 messages/day, Pro gets 200 messages/day
- **Support**: Pro users get priority support

**Everything else is identical.** No feature gating, no hidden tiers, no surprises.

### Why is QubitTask so affordable?

We run lean and target a ~20% margin instead of the industry-standard 80-90%. We don't have a large sales team or VC-driven growth targets. We pass the cost savings directly to you.

---

## Free Plan

### Is the free plan really free forever?

**Yes.** There's no trial period, no time limit, and no credit card required. As long as you stay under 6 users and 8 projects, you'll never pay anything.

### What features are included in the free plan?

**Every single feature**, including:
- ✅ Up to 7 projects with unlimited tasks
- ✅ Board, List, and Calendar views
- ✅ Team collaboration & @mentions
- ✅ File attachments & subtasks
- ✅ Labels, priorities & due dates
- ✅ Real-time notifications
- ✅ Activity logs & task history
- ✅ Role-based access control (Admin, Member, Client)
- ✅ Qubit AI assistant (25 messages/day)
- ✅ AI-powered insights & summaries

### Can I invite clients on the free plan?

**Yes!** Client users don't count toward your 5-user limit. You can invite unlimited clients to view and comment on tasks.

### What happens when I reach 5 users?

You can continue using QubitTask as-is with 5 users. To add a 6th user, you'll be prompted to upgrade to the Pro plan at $5/user/month.

### What happens when I reach 7 projects?

You can continue using your existing 7 projects. To create an 8th project, you'll be prompted to upgrade to Pro for unlimited projects.

---

## Pro Plan

### When do I need to upgrade to Pro?

You **must** upgrade to Pro when:
- You want to add your 6th team member (or beyond)
- You want to create your 8th project (or beyond)

You **can** upgrade voluntarily anytime for increased AI quota (200 msg/day) and priority support, even if you're under the free limits.

### How much does Pro cost?

**$5 per user per month**, billed monthly. 

**Example pricing:**
- 6 users = $30/month
- 10 users = $50/month  
- 25 users = $125/month
- 50 users = $250/month

### Does the Pro plan include everything?

**Yes.** Same features as Free, plus:
- Unlimited team members
- Unlimited projects
- Qubit AI (200 messages/day per workspace)
- Priority support

### Can I upgrade voluntarily while under 5 users?

**Yes.** If you want the increased AI quota (200 msg/day) or priority support, you can upgrade to Pro even with fewer than 6 users.

---

## Upgrading & Downgrading

### How do I upgrade from Free to Pro?

1. Go to **Settings > Billing** in your workspace
2. Click **Upgrade to Pro**
3. Enter your payment details in the Stripe checkout
4. Your subscription starts immediately

OR

If you try to add a 6th user or 8th project, you'll be prompted to upgrade automatically.

### What happens immediately after upgrading?

- Your workspace is marked as Pro
- You can add unlimited users and projects
- AI quota increases to 200 messages/day
- You're charged $5/user/month starting today
- Billing cycles monthly from your upgrade date

### Can I downgrade from Pro to Free?

**Yes**, but you must:
1. Remove team members until you have 5 or fewer (excluding clients)
2. Delete or archive projects until you have 7 or fewer
3. Go to **Settings > Billing** and click **Cancel Subscription**

Your workspace reverts to Free at the end of your current billing period.

### What happens if I cancel my Pro subscription?

- You can continue using Pro features until the end of your current billing period
- At period end, your workspace reverts to Free
- If you're over the limits (>5 users or >7 projects), you'll be blocked from adding more users/projects until you comply
- Existing tasks, data, and history are preserved

### What if I remove team members and go back under 5 users?

The system automatically cancels your subscription and reverts you to Free at the end of your current billing period. You won't be charged again.

---

## Payment & Billing

### What payment methods do you accept?

We use **Stripe** for payment processing. Stripe accepts:
- Credit cards (Visa, Mastercard, Amex, Discover)
- Debit cards
- Apple Pay / Google Pay
- Bank transfers (ACH) for annual subscriptions

### When am I billed?

- **Monthly subscriptions**: Charged on the same day each month (your subscription anniversary)
- **Mid-cycle changes**: If you add/remove users, you're prorated immediately
  - Adding users: Charged prorated amount for the rest of the current billing period
  - Removing users: Credited prorated amount applied to your next invoice

### How does proration work?

**Example**: You have 10 users at $50/month. On day 15 (halfway through the month), you add 2 users.

- New monthly cost: $60/month (12 users × $5)
- Prorated charge today: ~$5 (2 users × $5 × 0.5 months remaining)
- Next full bill: $60

### Can I get an invoice?

**Yes.** All invoices are automatically emailed to your workspace admin. You can also download them from:
- **Settings > Billing > Payment History**

### Can I change my billing email?

Yes. Go to **Settings > Billing** and update your payment method. The billing email is tied to your Stripe customer account.

### Do you offer annual billing?

Not yet, but it's on our roadmap. When available, annual billing will offer a ~10% discount.

### What happens if my payment fails?

1. **Day 0**: Payment fails. We send you an email notification.
2. **Day 3**: Automatic retry. Another email if it fails again.
3. **Day 7**: Automatic retry. Another email if it fails again.
4. **Day 14**: Final retry. If this fails, your subscription is marked as **Past Due**.
5. **Day 30**: Subscription is canceled. Your workspace reverts to Free and you lose access to Pro features.

### Can I update my payment method?

**Yes.** Go to **Settings > Billing** and click **Update Payment Method**. You'll be redirected to Stripe to securely update your card.

---

## Common Issues

### I upgraded but still see "Free Plan" in my dashboard

Try these steps:
1. **Refresh the page** (Ctrl+R or Cmd+R)
2. Go to **Settings > Billing** and click **Sync Subscription Status**
3. If still not updated, contact support with your workspace ID

### I removed users but I'm still being charged for them

Billing updates are prorated but take effect at the end of your current billing period. Check:
- **Settings > Billing** to see your current vs. next billing amount
- Next invoice will reflect the reduced user count

### I can't add a 6th user even though I'm on Pro

Verify:
1. Your subscription status: **Settings > Billing** should show "Active"
2. Your payment method is valid and not expired
3. Try syncing: **Settings > Billing > Sync Subscription Status**

If still blocked, contact support.

### I'm being charged for client users

**Clients don't count toward billing.** Only users with **Admin** or **Member** roles are billed. Check:
- **Settings > Members** 
- Verify the user's role is set to "Client"

### My subscription says "Canceled" but I didn't cancel it

This usually means:
1. You removed users and dropped below 6 (auto-downgrade to Free)
2. A payment failed 30 days ago and we couldn't process it
3. Someone on your team canceled it

Check your billing history in **Settings > Billing > Payment History**.

### Can I get a refund?

We offer refunds on a case-by-case basis within 14 days of your first charge. Contact support@qubittask.com with:
- Workspace name
- Reason for refund request
- Date of charge

---

## Subscription Management

### Where do I manage my subscription?

Go to **Settings > Billing** in your workspace. From there you can:
- View current plan and usage
- See member count and monthly cost
- Update payment method
- View payment history
- Cancel subscription
- Reactivate canceled subscription

### Can I pause my subscription?

No, but you can **cancel** it. Your workspace will continue to work until the end of your billing period, then revert to Free.

To "pause":
1. Cancel your subscription
2. Remove users/projects to fit within Free limits
3. When ready to resume, simply add users again and you'll be prompted to reactivate Pro

### What happens to my data if I cancel?

**Nothing.** All your data is preserved:
- Projects, tasks, and subtasks remain intact
- Comments, attachments, and history are preserved
- You can continue using your workspace on the Free plan
- If you exceed Free limits, you just can't add more users/projects until you upgrade or reduce usage

### Can I transfer billing to a different workspace admin?

Billing is tied to the workspace, not a specific user. Any workspace **Admin** can:
- View billing details
- Update payment methods
- Cancel subscriptions
- Download invoices

To transfer "ownership" of billing:
1. Make the new person a workspace Admin
2. They can update the payment method to their own card
3. Optionally demote the previous admin

### How do I delete my account and stop all billing?

To fully delete your workspace:
1. Go to **Settings > Billing** and cancel your subscription
2. Go to **Settings > General > Danger Zone**
3. Click **Delete Workspace**
4. Confirm deletion

**Warning**: This is permanent and irreversible. All data will be deleted within 30 days.

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## Contact Support

If your question isn't answered here:

📧 **Email**: support@qubittask.com  
💬 **Live Chat**: Available in-app (bottom right corner)  
📚 **Documentation**: [docs.qubittask.com](https://qubittask.com)  

**Pro users**: Priority support with <4 hour response time during business hours  
**Free users**: Support within 24-48 hours

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## Philosophy: Why We're Different

### Transparency
If our costs go down, your price goes down. If they go up, we'll tell you exactly why before anything changes.

### No Feature Gating
Every feature is available on every plan. Free users get the same product as Pro users. The only difference is scale.

### Fair Margins
We target ~20% margin, not the 80-90% typical in SaaS. We're building a sustainable business, not a gouging one.

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**Last updated**: May 2026  
**Version**: 1.0