Account & Billing

How your subscription and billing work

Two tabs, two different jobs

Account → Subscription and Account → Billing sit side by side but answer different questions. Subscription is Fieldtec's own record of your plan — tier, seats, your trial countdown. Billing is a live window into the payment side — the card on file, your invoices, what's coming due — pulled fresh from our payment processor every time you open it, never something we store a stale copy of.

Both are Super Admin only. What a company pays is not something an ordinary admin can see or change.

During your trial

Everything is unlocked while you're trialing, and switching between Core, Pro and Enterprise costs nothing and needs no card — pick whichever tier fits, change your mind as often as you like. You'll get a reminder at 15 days and 5 days before it ends.

Once the trial ends

Picking a paid tier for the first time needs a payment method on file. If you try to switch plans without one, you're taken straight to a secure card-entry page — add a card there and you're brought right back to finish the switch.

Switching tiers mid-month

Tier switches are billed the same flat, no-cents way seats are. Upgrade — Core to Pro, say — and the new tier's features unlock immediately, with the flat dollar difference between the two tiers' monthly rates charged right away, on its own invoice — never a fraction of it for the part of the month remaining. Your very next invoice then bills the new tier's full rate, same as anyone who'd been on it all along. Downgrade and there's no credit — whatever the higher tier already billed for the current month stands, and the lower rate simply takes over starting the next invoice.

Example: upgrading from Core ($399/mo) to Pro ($999/mo) on day 15 bills the $600 difference immediately, in full — not a fraction of it for the 15 days left in the month. Next month's invoice is the full $999. Switch back down to Core later and there's no refund for the unused days on Pro — that invoice stands, and Core's $399 starts on the following one.

What a seat costs

Every tier has the same per-person pricing — a flat platform fee, then a rate per admin seat and per worker seat. Switching tiers never changes what a person costs — only what the platform fee includes.

Everyone — admin or worker — shares the exact same personal Overview, so that's not what decides the seat. An admin seat is someone whose position is set up to reach the company-wide Dashboard (Workers, Positions, Stats, Fleet, and the rest of the module tiles) on top of that shared Overview, or who's been granted Admin or Super Admin rights directly. Neither one requires the other: a scheduling or office role can be set up to reach the Dashboard without ever being granted Admin rights, and still counts as an admin seat, because they're using those company-wide tools day to day. Everyone else — including every crew member working from just their personal Overview — is a worker seat.

What	Who
Admin seat	Position reaches the company-wide Dashboard, or granted Admin/Super Admin
Worker seat	Everyone else — free on annual billing

Someone moves from admin to worker, or the other way

A person is always billed as exactly one of the two — never both, never neither. Take someone's admin access away and they're never dropped from the bill entirely; they just move to the worker rate instead of the admin rate (free instead, if you're on annual billing). Give someone admin access and they move the other way. Either change bills the same way adding or removing a seat does — see below.

Adding or removing someone mid-month

Seats are billed flat, by the month — never split into partial days. Add a worker on day 8 of a 30-day month and that seat's full monthly rate shows up on your very next invoice, the same as if they'd been there since day one. Remove someone on day 18 and there's no credit for the days they didn't use — the charge for the current month stands as already billed, and the seat simply isn't billed again starting the following month. An invoice never shows a fraction of a seat, in either direction.

Example: a worker added on day 8 of a 30-day month is billed the full $2 for that month right away — not a prorated $2 × 22/30. If that same worker is removed on day 18, there's no credit for the 12 unused days — the $2 already billed stands, and the following month's invoice simply doesn't include them.

Deactivating someone and deleting them work the same way here — either one stops that seat from being billed starting the next month, but neither refunds anything already billed for the current one. You don't need to delete a record to stop paying for it going forward; deactivating is enough, and it's the one that keeps their history (certificates, incidents, training) attached and readable. Deleting is only for removing someone who should never have been added in the first place.

Managing your card and invoices

The Billing tab's "Manage billing" button opens a secure page — hosted by our payment processor, not built by us — where you can update your card, download any invoice, and see your full billing history. We never see or store your card number ourselves.

Cancelling your subscription

"Manage billing" is also where you cancel — there's a Cancel option right on that same secure page, and you'll be asked why before it's confirmed. It's a single cancellation for the whole account, not per-tier or per-seat: there's no way to cancel just the admin seats, or just drop from Enterprise to a paid-off Core, from that page. Downgrading to a cheaper tier while staying subscribed is a separate thing — that's done from the Subscription tab, not here.

Cancelling takes effect at the end of what you've already paid for, not the instant you click it — everything keeps working until then. Your data is never deleted by cancelling. But this ends the whole account, not one plan or one seat — everyone at the company loses their subscription together, and there's no partial cancellation. If you're not sure, reach out to us before confirming rather than after.

If a payment fails

A failed payment doesn't lock you out immediately. The account moves to a grace period first — you can still file and read everything safety-critical (incidents, hazard assessments) while you sort out the card, and every record stays fully available to export regardless of payment status. Update your card from the Billing tab and the very next payment attempt clears it. An account that stays unpaid for an extended stretch does eventually get fully suspended, but that's a last resort after the grace period, never an on-the-spot lockout the moment a card is declined.