Billing, plan and modules

Billing lives in OrganizationBilling & planSubscription & billing. It has four tabs: Subscription, Modules, Payments and invoices and Billing profile. The trail of plan, seat and payment changes is in the Billing activity panel, inside Subscription.

Before you start

You need the billing permission, which the admin has. A seat is a person with a current contract, including anyone on leave: the seat Limit is how many of them you can have at the same time. That’s why the number of seats taken can be higher than the active tab in Employees. When the limit is full, the employee list warns you with the seats taken.

Plans and prices

Each plan has a fixed monthly fee plus an amount per active person. Prices exclude VAT. You can also pay yearly: Orquiva shows the yearly price when you pick the period.

Plan	Monthly price	What it adds
Starter	€27 + €4 per person	People, clock-in, time off, documents, electronic signature, offboarding, salaries, sub-companies and SSO
Professional	€49 + €5 per person	Everything in Starter, plus performance (goals, reviews and surveys), salary budget, Team overview, posting announcements and password policy
Enterprise	€75 + €6 per person	Everything in Professional, plus the audit log, mandatory two-step verification for the whole company and advanced schedules (the monthly schedule planner)

On top of the plan, some modules can be bought on any plan: Public API, Expense management, Asset management and Advanced reports. Advanced schedules can be bought on its own on Starter and Professional. Performance and salary budget aren’t sold on Starter, and the audit log and mandatory verification are only sold on Enterprise, which already includes them. Each person’s own two-step verification is available on every plan.

The free trial

A new company starts with a 14-day trial on Enterprise. The initial seats come from the team size you gave when you signed up: at least 10, 25 if you didn’t give one, and at most 500. Subscription shows “… plan on free trial until …”.

During the trial, adding seats costs nothing up to 500: click Add seats, raise the New seat limit and click Confirm change. To carry on when it ends, click Subscribe now and choose plan, period and seats.

Adding or reducing seats

In Subscription, click Add seats. Manage seats opens.
Set the New seat limit.
To add seats, click Pay & confirm and complete the payment in Stripe, in another tab. You’re charged the prorated part of the period, and the limit goes up once the payment is confirmed.
To reduce seats, click Confirm change. The limit drops at once, with no charge.

You can’t set the limit below the number of active people you have. Each renewal bills the people active at that moment, so letting someone go before the renewal is what lowers the invoice.

Changing plan

In Subscription, click Change plan.
Choose the period (monthly or yearly), the plan and the initial seats, which can’t be fewer than the seats you already have taken.
Click Start payment and complete the payment.

Moving to a lower plan, or from yearly to monthly, doesn’t happen straight away: you ask for it under Changes on renewal with Request change, and it takes effect at the next renewal. Until then you can undo it with Cancel change.

Activating or removing a module

The Modules tab shows the modules you have, the ones your plan includes and the ones you can buy. Click Activate module and complete the payment. Modules your plan can’t buy offer Talk to sales or a link to the plans. With Deactivate module, the module stays active until the end of the paid period.

If you bought a module separately and your plan now includes it (as happened to anyone paying for offboarding before it came with every plan), its card tells you you’re still paying the earlier subscription. Cancel it with Deactivate module: it stops being charged at the end of the period and you don’t lose the module, because your plan gives it to you. Orquiva doesn’t cancel it on its own.

Payments, invoices and billing profile

Payments and invoices brings together the Payment method, the Last payment and Your invoices, each with Download PDF. Manage in portal opens Stripe’s customer portal; it only works if your company has paid through Stripe before.
In Billing profile, click Edit to change the Billing information and the Billing contact. The legal name, tax ID and address are the same as in the company’s legal details.

Canceling your subscription

Click Cancel subscription in Subscription, then Confirm cancellation. You keep full access until the end of the billing period, and Orquiva shows you the date. Until that day you can change your mind with Reactivate subscription.

What happens next

Seat, plan and module changes are recorded in Billing activity. If the trial ends without a subscription, or the subscription lapses, nobody in the company can use Orquiva: everyone sees the Your subscription has expired screen. The data stays intact. Only the admin can sort it out, from that screen with Continue to payment or from the customer portal.

Add seats before you add people

With the limit full, nobody else can be added, either one by one or through the import. Outside the trial, the limit doesn’t go up until the payment is complete.

If something goes wrong

I can’t add any more people. You’ve reached the Limit. Add seats with Add seats and complete the payment.

I paid for more seats and the limit hasn’t changed. The limit goes up when Stripe confirms the payment. If you closed the payment tab before finishing, start again.

It won’t let me lower the limit. You have more active people than the number you entered. Offboard whoever has left and try again.

I asked to move to a lower plan and I’m still on the same one. It applies at the next renewal. You can see it under Changes on renewal.

Manage in portal says it isn’t available. Your company hasn’t paid through Stripe yet. If you have a question about a charge, write to us.