Billing FAQ
What Is a CheckFlow Member?
A member is a paid user of your team. Members are what your subscription is counted in.
Guests are free and unlimited. A guest can see their own dashboard and the tasks assigned to them — individually or through a group — and can comment on those tasks. Nothing else, which is often enough for people outside your organisation. Depending on how you work, your whole team may be members, or you may keep members for staff and share checklists with guests.
See Roles & Permissions for what each role can do.
What Consumes a Paid Seat?
Users in the Administrator and Member roles consume a paid seat. Users in the Guest role do not — guests are free and unlimited.
Three cases catch people out, and in all three the answer is that no seat is consumed:
| Consumes a seat? | |
|---|---|
| A disabled user | No. The seat is freed as soon as the account is disabled. |
| An invited user who has not yet accepted | No. The seat is consumed once they join. |
| A guest, however many | No, and there is no fair-use cap. |
Because a disabled account costs nothing, there is no billing reason to delete someone who has left. Disabling keeps their history intact and attributed. See Offboarding a User.
Removing a member frees the seat immediately, so it can be reused straight away — the billing adjustment follows separately, as described below.
There is no seat limit on a plan; pricing is per seat. The Enterprise plan has a minimum of 5 seats.
What Forms of Payment Do You Accept?
Any major credit card, processed by Paddle.
For annual subscriptions of more than 20 members, we can issue an invoice payable by bank transfer — contact us to arrange a purchase order.
Monthly subscriptions must be paid by credit card.
When Will My Credit Card Be Charged?
Not until you buy a subscription and the subscription period begins.
If you buy a subscription while you still have free trial time remaining, you are not charged until the trial ends.
How Do You Process Payments?
Through Paddle, our merchant of record. Paddle takes the payment and issues the invoice.
CheckFlow never stores or sees your card details. They are held by Paddle. We know only whether a payment succeeded — nothing about the card itself.
We Need to Change the Number of Members in Our Team. How Does That Work?
You can add or remove members at any time, and the seat itself is freed or taken immediately. How the money follows depends on whether you are billed monthly or annually.
| Billed monthly | Billed annually | |
|---|---|---|
| Adding members | Prorated and added to your next bill. | Prorated and charged immediately. |
| Removing members | Prorated and adjusted on your next bill. | Prorated, and the credit is applied to your next bill. |
The seat change and the billing change are separate things. Remove a member and the seat is available to reuse straight away, whichever billing period you are on.
See Inviting Users and Deleting Users.
Can We Cancel at Any Time?
Yes. There is no minimum contract, and no penalty.
To cancel, email support@checkflow.io and we will take care of it.
If you prepaid for a year, you are not left out of pocket for time you have not used — see the refund policy below.
What Is Your Refund Policy?
If you are not happy, we refund you. There is no minimum contract, and cancelling costs nothing. If you prepaid annually, we refund the unused months.
The full terms are in our fair refund policy.
Does CheckFlow Offer a Non-Profit or Educational Discount?
Yes — non-profit and educational organisations get 50% off any subscription. Contact us to arrange it.
Can You Extend My Free Trial?
Usually, yes. Fourteen days is not always long enough to evaluate CheckFlow properly across a team.
Contact us if you need more time.
What Happens When My Free Trial Ends?
The trial lasts 14 days and needs no credit card to start.
When it ends without a subscription, you are taken to the subscribe page showing the available options. Your data is not deleted. It stays in place so that subscribing later picks up exactly where you left off.
Data is removed after 180 days, or sooner if you ask us to delete it.
Where Do I Find My Invoices?
On the Billing tab of Team Management. You do not need to ask us for them.
Which Plan Includes Which Features?
Plans, prices and the full feature comparison are on the CheckFlow pricing page.
The documentation deliberately does not repeat them. A feature table in two places goes out of step, and the pricing page is the one that is kept current.
Related Pages
- Inviting Users — adding the members you are billed for.
- Enabling & Disabling Users — the reversible alternative to deleting someone.
- Roles & Permissions — why guests are free.
- Team Management — the Billing tab, where your invoices are.
- Contacting Support — cancellations and discounts are arranged by email.