Subscription, Plans & Billing
Manage your Qvian subscription: plans and modules, usage metering across the billing cycle, payment cards, invoices, and what happens when a trial ends.
Your Qvian subscription is managed at Settings → Subscription. It shows your current plan and status, the usage recorded in the current billing cycle, and the payment card charges are taken from. You can change your saved card, turn off auto-renewal, and cancel — a cancelled subscription runs to the end of the period you have already paid for.
Last updated
Subscription states
| Status | Means |
|---|---|
| Active | Running normally and renewing at the end of the cycle |
| Ending Soon | Auto-renewal is off, or a trial is close to expiring |
| Cancelled | Will not renew. Access continues until the paid period ends |
Common Tasks
How to Check Your Plan and Usage (what plan am I on, check subscription, usage this month)
See what you are paying for and what you have used in the current cycle.
Required permission: Organization owner
- Go to Settings → Subscription in the left sidebar
- Read the current plan and its status
- Review the usage recorded for the current billing cycle
- Use the period navigator to compare against earlier cycles
Result: You see your plan, where you are in the billing cycle, and how usage compares to previous periods.
Note: Usage is measured per billing cycle, not per calendar month. If your cycle starts mid-month, the figures will not line up with a calendar view.
How to Add or Change Your Payment Card (update card, change payment method, new card, card expired)
Keep a valid card on file so renewal does not fail.
Required permission: Organization owner
- Go to Settings → Subscription
- Open the payment section
- Add a new card and complete the verification with your bank
- Set it as the default card for the subscription
Result: Renewals are taken from the new card. A confirmation reads Default payment card updated.
Note: Add the replacement card before removing the old one. Removing your only card leaves nothing for the renewal to charge.
How to Remove a Saved Card (delete card, remove payment method)
Remove a card you no longer want stored.
Required permission: Organization owner
- Go to Settings → Subscription
- Find the card in the payment section
- Remove it
Result: The card is removed and can no longer be charged. A confirmation reads Card removed.
Note: If it was your default card, set another as default straight away or the next renewal will fail.
How to Turn Off Auto-Renewal (stop auto renew, do not renew, turn off renewal)
Stop the subscription renewing without ending it immediately.
Required permission: Organization owner
- Go to Settings → Subscription
- Turn off auto-renewal
- Confirm
Result: The subscription runs to the end of the current period and then stops. A confirmation reads Auto-renewal has been turned off and the status becomes Ending Soon.
Note: Turning auto-renewal back on before the period ends keeps the subscription running with no gap.
How to Cancel Your Subscription (cancel subscription, end subscription, stop paying)
End the subscription. You keep access for the period you have already paid for.
Required permission: Organization owner
- Go to Settings → Subscription
- Choose to cancel
- Confirm — you will be asked to type CANCEL to proceed
Result: The subscription is Cancelled and will not renew. Access continues until the end of the paid period.
Note: Export anything you need before access ends — sales history, financial reports, customer and supplier lists. See the export options on the relevant pages.
How to Resume a Cancelled Subscription (undo cancel, reactivate subscription, resume plan)
Reverse a cancellation before the paid period ends.
Required permission: Organization owner
- Go to Settings → Subscription
- Resume the subscription
- Confirm your payment card is current
Result: The subscription returns to Active and renews as normal.
Note: This works while the paid period is still running. After it has ended you will be starting a new subscription rather than resuming one.
Trials
A new organization starts on a trial. During it you have full use of the modules included in your plan. As the trial nears its end the status becomes Ending Soon. Add a payment card before it expires and the subscription continues without interruption; leave it and access stops when the trial ends.
Your data is not deleted when a trial ends
Access stops, but the data stays. Subscribing later returns you to the state you left — you are not starting again from an empty system.
Troubleshooting
A renewal payment failed
Cause: The card expired, was declined, or was removed without a replacement being set as default.
Fix: Go to Settings → Subscription, add a current card and set it as the default. Renewal is retried against the new card.
I cannot find the subscription page
Cause: Subscription management is restricted to the organization owner.
Fix: Ask the account owner to make the change. Administrators can manage users and settings but not billing.
Usage looks higher than I expected
Cause: Usage is counted across the whole organization — every business unit — for the billing cycle, not the calendar month.
Fix: Use the period navigator to compare with previous cycles. A step change usually coincides with a new outlet going live or a module being enabled.
I cancelled by mistake
Cause: Cancellation takes effect at the end of the paid period, not immediately.
Fix: Resume the subscription from Settings → Subscription before the period ends and it continues with no gap in access.
What happens to my data if I stop paying?
Cause: Access and retention are separate.
Fix: Access stops at the end of the paid period; your data is retained rather than deleted. Export what you need before access ends, and contact support if you need it after that point.