Subscription and billing

Settings › Billing is where the owner manages your organisation’s Cadre subscription: the plan, this month’s usage, Cadre’s invoices and your payments.

Who can see and manage billing: Owner.

Nobody else in the organisation sees the amounts. Every member does see a notice when the subscription affects them, for example when the organisation becomes read-only.

The free trial

A new organisation starts with a 30-day free trial of the default plan, with every feature. Owners are told 7 days and 1 day before it ends. In its last week, owners also see a notice at the top of every screen with a link to Review billing. When the trial ends, the plan starts and the first invoice follows.

Your plan

The top of the Billing page shows your Status, your Plan, the Base fee a month, how many Employees included, the price of Each extra employee a month, your Balance and anything Overdue.

Each plan has a monthly base fee that includes a number of active employees, and a monthly price for each employee above that. Some plans also have an annual price.

Change your plan

Select Change plan.
Choose a Plan and a Billing cycle (monthly, or annual where the plan has an annual price).
Select Change plan.

During the trial, a change applies at once. After the trial, it applies from the start of your next billing period, and the page says when. Changes are never part-charged, and nothing you have paid in advance is refunded.

Usage this month

Usage this month shows your Active employees, how many are Included, how many are Extra, and the Estimated extra charge before VAT at today’s price. The rule for who counts as an active employee is printed under it, and on every invoice.

Invoices

Cadre invoices on the 1st of each month for the month just ended: the base fee, plus any employees above your allowance. On an annual cycle, the annual base fee is invoiced in advance, and the monthly invoices carry only employees above the allowance. VAT is added to each invoice.

The Invoices list shows each invoice’s number, period, dates, total, balance and state. For each one you can:

Pay it, while something is owed;
download it as a PDF;
view it.

Cadre’s invoices are never changed once issued. A correction is made with a credit note.

Pay an invoice

Select Pay on the invoice.
Tick Save this card for automatic payment if you want future invoices charged automatically. Only a card can be saved.
Select Pay. You pay on a secure payment page, by card, bank transfer or direct debit, then come back to Cadre.

Cadre then confirms the payment, which can take a few minutes. If it is still being confirmed, select Check again. Every attempt is listed under Payments.

If online payment isn’t available, the page says so. Pay by bank transfer to the account on the invoice, quoting its number.

Automatic payment and the billing email

Payment method shows your saved card, if any. Turn on Charge the saved card automatically when an invoice is issued to pay without doing anything. Select Remove card to remove it.
Billing email is where invoices, receipts and payment reminders go, as well as to the owners. Change it and select Save.

Billing history lists every change to the subscription.

If an invoice goes unpaid

The Home screen of an organisation that is read-only, with a notice that a Cadre invoice is overdue

Status	What it means
Trial	The free trial. Nothing is billed yet.
Active	Everything is paid up.
Overdue	An invoice has passed its due date. Owners see a notice on every screen with the date the organisation becomes read-only. The Billing page shows the same date under Overdue.
Read-only	The grace period has run out.

While your organisation is read-only:

everyone can still sign in, and view and download everything: payslips, records, documents and reports;
changes are paused, so payroll can’t be run or approved;
owners can still pay, and full access returns as soon as nothing is overdue.

Nothing is ever deleted or withheld because of an unpaid invoice.