Your trial, plans, and billing

The plans at a glance

Annual billing saves 20% compared to monthly. Tenancy quota is total active tenancies across your portfolio. Users is total active users in your organisation (you + team members).

Your trial

If you signed up on any paid plan, you started with a 14-day free trial:

• Card details captured at signup (Stripe Checkout).
• No charge during the 14 days.
• On day 15, your card is charged for the first billing period automatically.
• You can cancel at any time during the trial — see Cancellation below.

The Starter plan has no trial because there's nothing to trial — it's free forever.

How tenancy quotas work

Each plan has a maximum number of active tenancies:

• Active tenancies count: any tenancy that's currently in the is_current = true state.
• Ended tenancies don't count — once a tenancy ends, it's archived and your quota frees up.
• When you hit the quota and try to add a new tenancy, PropFlow blocks the add and shows an upgrade prompt with the next tier's price.

Joint tenancies count as one tenancy regardless of how many named tenants are on it.

Vouchers and promo codes

Two ways to apply a code:

• At signup — there's a collapsible "Have a promo code?" field on the signup page.
• From Settings → Billing — apply codes that extend your trial, after signup.

PropFlow recognises two code types automatically:

• Trial vouchers — extend your trial by a fixed number of extra days. PropFlow's internal voucher table.
• Stripe promotion codes — percent-off or amount-off discounts on your subscription. Set up in Stripe.

You can apply one of each — for example, a trial extension voucher and a 10%-off discount code stack.

VAT

PropFlow Ltd is currently below the UK VAT registration threshold (£90k turnover over 12 months), so:

• Prices are flat — no "+ VAT" in advertising or invoices.
• Invoices include a footer disclaimer: "PropFlow Ltd is not currently registered for VAT. No VAT has been charged on this invoice and no VAT is reclaimable."
• You can optionally provide your VAT number at signup if you're VAT-registered — for our records.
• When we cross the threshold, we'll register and add VAT at the prevailing rate with 30 days' written notice.

Upgrading or changing plan

1. Go to Settings → Billing.
2. Click Subscribe (if on Starter) or Change plan (if on a paid plan).
3. Pick the new plan and Monthly / Annual.
4. You're redirected to Stripe Checkout to confirm.
5. Stripe pro-rates mid-cycle plan changes — you're charged the difference now, and the new plan rolls from the change date.
6. On success, you're returned to /billing?success=true with the new plan active immediately.

The Customer Portal

For everything else (card change, plan change, cancel, view invoices, download tax docs), use the Stripe-hosted Customer Portal:

1. Go to Settings → Billing.
2. Click Open Billing Portal.
3. You're redirected to Stripe's portal (signed in via short-lived token).

From the portal you can:

• Change your payment card
• Change plan (with pro-ration)
• Cancel your subscription
• View and download every invoice
• Download tax documents

Cancellation

Cancel from the Customer Portal — click Cancel subscription. Default behaviour:

• End of period, not immediate. You keep your plan's features until the end of the current billing period (next renewal date).
• A banner appears in PropFlow: "Subscription cancels on [date]. You'll keep [plan] features until then, then drop to Starter."
• On the cancellation date, you auto-downgrade to Starter (free, 5 tenancies). No data is deleted.
• If you have more tenancies than Starter allows, those remain visible but you can't add new ones until you upgrade again or end some.

Invoices

• Generated automatically by Stripe at each renewal.
• Emailed to your billing email (set in the Customer Portal).
• Available for download from the portal at any time.
• PDF format, with the VAT disclaimer in the footer.

Common gotchas

• "My card was charged after I cancelled." — cancellation is end-of-period, so if you cancelled near the start of a billing cycle, you may not see the drop-off until that cycle ends. Stripe doesn't issue partial refunds for mid-cycle cancels.
• "My trial extension voucher didn't apply." — vouchers are case-sensitive. Re-type the code rather than paste it, and check for trailing whitespace.
• "I'm being told to upgrade but I'm well under my tenancy limit." — joint tenancies sometimes confuse the count. Refresh the page or contact support if the count looks wrong.

Next steps

• Add your first property — properties don't count against tenancy quota; only tenancies do.
• Triage and approve a maintenance job — for the Power Team caps that scale with your plan.