Billing & Subscription

The Billing tab is where administrators view their workspace’s current subscription and upgrade to a higher plan. Billing is a tab inside the Admin panel (/admin?tab=billing), not a separate page, and it is available to any tenant Admin on every plan.

Subscription plans

InnoQualis has three subscription tiers. Each tier includes everything in the tier below it, and the entry tier starts as a free 30-day trial — no card required.

Plan	Price	Seats	Documents	What it includes
Compliance	Free for 30 days, then £1,250/month on a 12-month term (£15,000/year) or £1,330/month on a 6-month term (£7,980)	Up to 5 QA + 15 trainees, plus additional trainee seats	Unlimited	Dashboard, My Tasks, Calendar. Documents, Training, Deviation Management, and the read-only AI help assistant. Adds CAPA and Audits, and the Validation Package admin section.
Growth	£2,300/month on a 12-month term (£27,600/year) or £2,440/month on a 6-month term (£14,640)	Up to 12 QA + 40 trainees, plus additional trainee and QA seats	Unlimited	Everything in Compliance plus Change Control, Equipment, Suppliers, SCARs, Complaints, Regulatory Checks, and the AI Compliance Officer actions — including on-demand AI document analysis.
Enterprise	from £4,000/month on an annual term (from £48,000/year), sales-led	Unlimited	Unlimited	Everything in Growth plus Analytics and Templates, and unlocks the Enterprise-only admin tabs (Document Templates and AI Usage), with SSO and custom regulatory frameworks.

There is deliberately no monthly plan — the 30-day free trial is how you evaluate. Subscriptions run as prepaid 6- or 12-month terms: the 12-month rate is the standard price, the 6-month term carries a small premium for flexibility. Terms renew automatically unless cancelled with written notice before renewal (see the Terms of Service). Self-serve checkout accepts card or SEPA direct debit. Prices are set in GBP; customers in the eurozone are charged the same figure in EUR at checkout (£1,250 is presented as €1,250).

Additional seats

Each plan includes a trainee allowance (15 on Compliance, 40 on Growth). You can buy more from Admin → Billing, in the Seats card.

Seat type	12-month term	6-month term	Available on
Trainee seat	£15/seat/month (£180/year)	£16/seat/month (£96 for the term)	Compliance, Growth
QA seat	£200/seat/month (£2,400/year)	£212/seat/month (£1,272 for the term)	Growth only

The number you enter is the total number of purchased seats, not how many to add — so setting it twice never buys twice.

Adding seats takes effect immediately and is charged pro-rata for the remainder of your current term: five trainee seats added in month three of a twelve-month term are charged for the nine months that remain. Your renewal then includes the seats for the full term.

Removing seats takes effect at your next renewal. Prepaid terms are not refunded mid-term, so the seats stay usable until the term ends and the lower count applies from the renewal date, which is shown before you confirm. You cannot reduce a seat count below the number of seats currently in use — deactivate or reassign those people first.

Only active accounts use a seat. Deactivating someone frees their seat; activating them again takes a seat again, so it is refused with the same seat-limit message as an invite when that kind of seat is full. Changing someone’s role from Trainee to a full-user role (or back) needs a free seat of the new kind in the same way.

Need more than 12 QA users? That is usually an Enterprise conversation rather than a seat purchase — talk to us.

QA seats are full users — administrators, quality staff, and anyone who creates or approves records. Trainee seats are for people who need access without being part of the quality team: a trainee can read controlled documents, complete assigned training and quizzes, and sign their own completions — nothing else. That keeps everyone who must read an SOP inside the system without paying full price for a reading-and-training account.

Auditor invites

Auditor and External Auditor accounts don’t consume a QA or trainee seat — an audit engagement shouldn’t cost you a purchased seat — but each plan still caps how many you can have invited or active at once:

Plan	Auditor invites
Compliance	10
Growth	10
Enterprise	Unlimited

The Billing tab’s current-plan card shows how many you’ve used. Inviting an auditor beyond your plan’s allowance is refused with a message naming the limit — from both the dedicated auditor-invitation flow and the ordinary Invite User flow in Admin → Users when you assign the Auditor or External Auditor role directly. The same limit applies when you change an active user’s role to Auditor or External Auditor in Admin → Users, and when you activate a deactivated Auditor or External Auditor account: each adds an active auditor account, so each is refused with the same message once the allowance is used up. Moving someone between Auditor and External Auditor uses no extra allowance. A pending invitation counts toward the limit until it’s accepted or expires, same as an active auditor account. Downgrading your plan never removes auditors you’ve already invited — it only stops you from inviting more once you’re over the new, lower limit.

The 30-day trial

A new workspace on the Compliance plan starts as a free 30-day trial with no card required. You get the full Compliance feature set from the first minute. Before the trial ends we ask for payment details; a workspace whose trial lapses keeps its data but drops to a read-limited state until a subscription starts.

A lapsed workspace is read-only. Everyone can still sign in, open the Dashboard and My Tasks, read Documents and Training, search, and ask the AI help assistant. Nothing can be created, edited, approved or deleted anywhere in the workspace until a subscription starts; trying shows the “Reactivate” prompt described below. This includes findings from external auditors and documents suppliers upload through a link. A few actions stay available so the workspace can be paid for and kept secure:

the Billing tab: subscribing, reactivating and managing payment;
inviting users and external auditors up to your plan’s seat allowance, and changing a user’s role or deactivating them;
revoking an external auditor’s invitation, allocation or access;
marking steps on the “load your quality system” checklist, and dismissing its dashboard card;
your own account and your own training: changing your display name, saving notification, digest and interface preferences, marking your own notifications read, sending feedback to InnoQualis, and reading, acknowledging and completing the training assigned to you (including its quiz and the verification code for your signature). Signing in and out also keeps working. These only ever change your own records; assigning training or changing anyone else’s records stays locked.

If you open a locked feature while lapsed, the prompt reads “Reactivate your subscription”, not “Upgrade” — you’re already on the right plan, you just need an active subscription. “Upgrade” prompts are reserved for a feature that genuinely needs a higher tier.

Who sees the upgrade button

Upgrade prompts (on a locked page, in a plan-limit message, or in the trial countdown banner) appear for everyone in the workspace, but only a tenant Admin can open the Billing tab. An Admin sees the button or link that opens Billing. Everyone else (QA Team, User, Auditor and Trainee accounts) sees “Ask your workspace admin to upgrade.” (or “…to subscribe” for a trial) in its place, with no link, because Billing would refuse them.

Open the Billing tab

On the left sidebar, select Admin.
In the admin sidebar under Billing, select Plan & Billing (URL: /admin?tab=billing).

The tab shows a Current plan card with:

Your current plan (Compliance, Growth, or Enterprise).
The subscription status (or “No subscription” during an unconverted trial).
The renewal date (or the date the subscription ends if it is set to cancel at period end).
The current billing period, when a paid subscription is active.

The Billing tab shows a call-to-action for each tier above your current one that is on sale — never a card for the plan you’re already on. Right now that part of the grid is empty for a Compliance workspace: Growth is not on sale yet (see the note above) and Enterprise is not offered as a self-serve upgrade card; contact us if you want to discuss either.

If your workspace has no active subscription — an unconverted or lapsed 30-day trial, or a subscription that was cancelled — the tab shows a card for your own plan instead, since there is no lower tier to “upgrade” from: Subscribe to Compliance if you’ve never had a subscription, or Reactivate Compliance if you previously did. This is the one place to fix a lapsed trial or a failed renewal payment, so it renders even when every other part of the workspace is locked to a read-only view.

Open Admin > Billing.
Choose your billing term — 12-month (the standard rate) or 6-month (a small premium for flexibility).
Select the button for the plan you want — the upgrade/subscribe/reactivate card, whichever applies to your workspace.
You are redirected to secure Stripe Checkout to enter payment details. The button is disabled while the checkout session is being created, so a double-click cannot start two checkouts.
Complete payment on Stripe’s hosted page. You return to the checkout success page, and your plan activates once Stripe confirms the payment.

If starting checkout fails, an error message appears and your plan is unchanged – you can try again.

On a workspace with an active subscription, the tab shows your current-plan summary and a manage action. Selecting it re-enters Stripe Checkout for your active tier. (A full Stripe Customer Portal for editing payment methods is planned for a later release.)

Cancel or downgrade your plan

If your workspace has an active subscription, a Cancel or downgrade card appears on the Billing tab.

Cancel subscription schedules cancellation for the end of your current paid period — never immediately. You keep full access to your plan until then, and nothing is refunded for the remaining time (matching how a prepaid term always works). Before that date arrives you can select Keep subscription to reverse it.

Downgrade to Compliance is offered on any plan above Compliance. Like cancellation, it takes effect at the end of your current paid period, not today — you keep your current plan and its higher seat allowance until then. If more seats are in use than Compliance includes (5 QA + 15 trainees), the excess is automatically converted into chargeable add-on seats at the renewal, so nobody is removed and no data is deleted; the confirmation dialog tells you this before you confirm, and the exact seat counts are shown once the change is scheduled. Downgrading below Compliance is not offered — Compliance is the entry tier.

Once either change is scheduled, the card shows the exact date it takes effect. Requesting a downgrade also reverses a pending cancellation on the same subscription, since choosing to downgrade is a decision to keep paying, just less.

After checkout

Payment succeeded

Stripe returns you to /billing/success. This page waits while Stripe’s webhook records your new subscription, then redirects you to the dashboard with your plan active. This usually takes only a few seconds. Both the Billing tab and the signup wizard use this page after a successful upgrade.

Payment cancelled

If you back out of Stripe Checkout, no charge is made and your workspace stays on its current plan. Where you land depends on where you started:

From the Billing tab, Stripe returns you to the Billing tab (/admin?tab=billing) so you can try again.
From the signup wizard, Stripe returns you to the /billing/cancel page, which shows a Payment cancelled message with options to return to the dashboard or choose a different plan.

Validation & onboarding

For GxP customers we supply the validation documentation your supplier-qualification process expects — an IQ/OQ/PQ package for the platform, a validation summary, and 21 CFR Part 11 / EU Annex 11 documentation. The validation package is included on every paid plan (Compliance, Growth and Enterprise); it is part of the subscription, not quoted separately. Onboarding packages beyond that are quoted separately.

Supplier qualification

Under ISO 13485 §7.4 and EU GMP Chapter 7 you must qualify InnoQualis as a supplier of a GxP-critical service. We are prepared for that, and you can request the supplier qualification pack at any time — it includes a pre-completed supplier questionnaire, our quality manual and SDLC description, security and business-continuity documentation, and insurance certificates, alongside the validation package above. We also accept supplier audits by arrangement.

Your data and your exit

Records in a regulated QMS often have to be kept longer than any vendor relationship lasts. Our commitment: your records belong to you, and a full export in usable, open formats is available at any time and on exit. If you leave, your workspace stays intact for a 30-day retention-and-return window and is then deleted within a further 30 days, with written confirmation. Before we erase it we make an encrypted off-site export copy of its records, keep it for 6 years from erasure and give it to you on request; after 6 years it is deleted and can no longer be provided. The Terms of Service §5 and the Data Processing Agreement §10 set this out. If you are evaluating us and this is the question holding you back, ask it — we would rather answer it in writing before you buy.

How larger organisations buy

Compliance is self-serve today: click-through terms, card or SEPA payment through Stripe, on a prepaid 6- or 12-month term that renews with notice. (Growth is priced and defined above so you can plan around it, but is not on sale yet — see the note under “Subscription plans”.) For Enterprise (and any customer who prefers it) we support the way procurement actually works — a signed MSA and Quality Agreement, a countersigned copy of our Data Processing Agreement (the DPA itself is self-serve at hub.innoqualis.com/dpa and incorporated into every subscription), an SLA, and annual invoicing against a purchase order (SEPA or bank transfer, net 30/60). VAT IDs are collected and EU reverse-charge is applied where it should be. Our production infrastructure is moving to OVHcloud, in its Frankfurt (Limburg) data centre in Germany — the provider and region are decided, and the migration is in progress. If your procurement requires residency in a specific EU member state, raise it with us early.

You also choose a plan when you first create a workspace — but Compliance is the only one you can actually select: choosing it creates the workspace immediately as a 30-day trial with no payment step. Growth’s card is informational (“Notify me when it ships”) and Enterprise’s is a “Talk to us” link to sales; neither reaches Stripe Checkout from signup. See Sign Up for the full signup wizard.

Sign Up – Create a workspace and pick your initial plan
Administration Panel – The full admin hub and its tabs