Seats and billing

#Seats follow your directory

You never buy or assign seats. A seat opens when someone becomes active in your directory and closes when they're suspended, deactivated or removed. Every open and close is recorded with a timestamp; that history is your bill.

Shared mailboxes get signatures but don't use a seat, unless you turn on Settings → General → Bill shared mailboxes.

#The Employees & seats page

Employees & seats lists everyone your directory sends us. It is read-only: people, seats and departments always come from the directory.

• Tabs: All (active and suspended), Active, Suspended and Archived (removed from the directory), each with its head count for the whole workspace. A template's people count on Signatures opens an Including archived tab, since it counts archived people too.
• Filters: Department, Location, Template and Deployment (Deployed, Pending, Failed, Removed, No mail platform) are pills that open a searchable list; × on a pill clears it, Clear all clears every filter. Search matches name, email, department and title.
• Hover a name to preview that person's signature in a new-message window: exactly what was rendered for them, or, if nothing has been rendered yet, a preview of the template they would get.
• Header actions: Sync directory pulls changes now (admins; one entry per Google or Microsoft connection; SCIM pushes changes itself), Export downloads everyone as CSV (admins), Manage rules opens the assignment rules, and Add people explains where to add them: in your directory, after which they appear here within minutes with a signature and a seat.
• On a phone the rows become cards.

#How the price works

• One price per seat per month (shown on the Billing page; $3.00 by default).
• A seat-day costs price ÷ days in the month.
• The activation day is billed; the deactivation day is not. Same-day add-and-remove bills one day.
• Overlapping periods for one person count once: nobody costs more than one seat per day.
• Months are calendar months in UTC.

#Worked examples (April, 30 days, $3.00 / seat)

Situation	Days billed	Charge
Active all month	30	$3.00
Hired April 11	20 (11th–30th)	$2.00
Left April 21	20 (1st–20th)	$2.00
Hired April 5, left April 15	10	$1.00

Removals never need credit notes: unused days simply aren't charged.

#Trial and suspension

Days during your free trial cost nothing. Days while your workspace is suspended or paused also cost nothing.

#Plans: Free and paid

Every new workspace starts with a 14-day free trial with everything included. When the trial ends:

• With a payment method on file (Billing → Add payment method), you're on the paid plan: everyone's signature is deployed and seats are billed as described above.
• Without one, you move to the Free plan. Nothing is charged, ever.

Three days before the trial ends, owners, admins and finance members get an email saying which of the two will happen, with a link to Billing to add a payment method.

#The Free plan

Free forever for one person. On the Free plan:

• One person's signature is deployed. By default that's your own (the owner's) if you're in the directory, otherwise the first active person. To pick someone else, open their page under Employees and choose Deploy this person's signature instead (admins and owners).
• Everyone else's signature is paused: their status shows Paused, Free plan and their signature is cleared from Gmail or Outlook. Nothing is deleted; their templates and details stay.
• Your directory keeps syncing: people still appear, change and leave as usual, and seats still follow the directory, but nothing is billed and there are no invoices to pay (the Billing page shows months as no charge).
• Templates, the studio, rules and everything else keep working, so you can set things up before upgrading.

#Upgrading

Click Upgrade to deploy to everyone (Billing, the dashboard or Employees; owners and finance). If you have no payment method yet you add one first; adding a payment method is the upgrade. From that moment you're on the paid plan, every paused signature is deployed again within minutes, and seats are billed per day from the upgrade date (days on the Free plan are never billed). If an invoice from before you moved to Free is still unpaid, the workspace goes back to past due until it's paid. If our team moved your workspace to Free after you added a card, it stays on Free; click Upgrade again to move back.

#Invoices

• Generated on the 1st for the previous month, numbered WS-000001, and emailed by Stripe with a PDF.
• The Billing page shows this month's accrued and projected amounts, the per-person breakdown, and every invoice with Pay / View / PDF links.
• Payment is automatic from the card on file; update it under Billing → Replace card or the billing portal.
• Invoices and receipts go to your billing email (Settings → General).

#Billing profile

Billing → Billing profile holds the legal entity details your accounts-payable team needs on invoices. It is separate from your workspace name, which is only how the workspace appears in the app.

• Legal name: printed on invoices. Leave it blank to use the workspace name.
• DBA / trade name: optional, kept on the account for reference.
• Billing address: street, city, state or region, postal code and a two-letter country code (for example US).
• Tax ID: pick the type (US EIN, EU VAT, UK VAT, Canada BN, Australia ABN and others) and enter the number. It is printed on invoices, and Stripe checks the format and verifies it where it can. After you save, the page tells you whether it was verified, is still pending, or could not be verified.
• PO number: optional, printed on every invoice so AP can match it.

Owners, admins and finance can edit the profile. Changes apply to the next invoice you receive; invoices already sent are not changed. If you haven't added a payment method yet, the profile is applied as soon as you do. Every change is recorded in the audit log.

#Tax documents

Under Billing → Tax documents (owners, admins and finance) you can download our signed W-9 to give to your accounts-payable team, and copy our legal name, trade name and address for vendor forms.

• We do not send year-end tax forms. Card payments are reported by Stripe, not by us.
• If your AP team needs anything else, ask us through Help.

#Discounts, credits and adjustments

If we've agreed a discount, credit or one-off charge with you, it appears on the Billing page under Upcoming invoice and on the invoice itself as its own line:

• Discounts (a percentage or a fixed amount per month) apply to the seat amount for the months they cover.
• Credits are used automatically on your next invoices until they run out.
• Adjustments are one-off charges or refunds added to your next invoice.

#Promo codes

If you have a promo code, enter it under Billing → Have a promo code?. Only owners and finance can apply one.

• The discount appears straight away under Upcoming invoice and on each invoice it covers, as a line named after the code.
• A code is either a percentage off the seat amount or a fixed amount off per month. It covers a set number of months, counting the month you apply it, or runs for as long as the code allows.
• Each workspace can use one promo code, once. It can't be combined with another code or applied again later.
• Codes can expire or have a limited number of uses. If a code is rejected it is invalid, expired or fully redeemed; we can't tell you which, so check it with whoever gave it to you.

#Failed payments

(Not on the Free plan: it's never billed, so there's nothing to fail.)

We never delete anything just because a payment failed. Here's what happens, step by step:

1. Past due (30 days). A failed payment marks your workspace past due. Everything keeps working, the card is retried automatically, and owners, admins and finance members get an email every day ("Payment failed: day 3 of 30") with the amount due and a button to update your card. The banner at the top of the app shows the same.
2. Suspended (90 days). If it's still unpaid after 30 days, the workspace is suspended: seats still follow your directory, new signatures aren't deployed, and nothing is billed while suspended. Your data is kept for 90 days. You get an email when it's suspended, then warnings that say "Your WorkplaceSignatures data will be deleted on date" 60, 30, 14, 7, 3 and 1 days before that date.
3. Deleted. If it's still unpaid on that date, the unpaid invoices are closed, the workspace is cancelled, and its data is permanently deleted about a day later (like any cancelled workspace).

Paying at any point restores everything (until the data is deleted): update your card on Billing, or pay the open invoice from the link in any of the emails. The workspace becomes active straight away, signatures deploy again, the deletion date is cleared and the reminders stop. If a later payment fails, the 30 days start again.

#Cancelling

Billing → Cancel subscription (owners only). It takes three short steps:

1. Why you're leaving: too expensive, missing features, switching to another tool, not using it enough, or something else.
2. One follow-up question:
   • Too expensive: name the price per seat per month that would work for you. We review every request and email you the answer. If we approve it, the new price is set and your workspace is reactivated automatically.
   • Missing features: tell us which feature you need. It goes to our team as an urgent feature request.
   • Anything else: optional details.
3. Stay or cancel: stay and get 50% off for 3 months (this month and the next two), or type your workspace handle and cancel anyway.

When you cancel, every seat closes straight away and signatures are removed from mailboxes. You get an email with the exact deletion time.

• Your data is kept for 24 hours. Until then you can reactivate from Billing (the page shows a countdown) and everything comes back as it was. Export it first if you're leaving: Settings → General → Export data.
• If you named a price, your data is kept while we decide, for up to 7 days. If we haven't answered by then, the request expires and we email you.
• After that, your workspace content is permanently deleted: templates, employees' details, signatures and signature history, directory connections, SCIM tokens, invites, logos and photos. This can't be undone, and the workspace can no longer be reactivated.
• Billing: when the content is deleted you get the final invoice for the days used this month (and last month too, if it hadn't been invoiced yet). Invoices and payment records are kept; the workspace itself is removed once the final invoice is paid.

The 50% offer can be used once per workspace, ever. It's also shown while a cancelled workspace can still be reactivated: accepting it reactivates the workspace and applies the discount. You'll see it as a discount line on each invoice it covers.