Billing and plans

Qualis has two plans: Qualis Start, which is free forever, and Qualis Complete, which unlocks every module and is priced per seat. This guide explains what you get on each, how the seat pricing works, and how to do the things you will actually need to do: upgrade, change someone's seat, check your storage, find an invoice, and cancel.

Everything here lives on one page in the app: Billing, in the sidebar under Administration. You need the platform-billing:read permission to open it; organization admins always have it.

The two plans

Qualis Start is free and does not expire. It is not a trial. It includes a fixed set of starter modules for your master data and documents, unlimited users, and a base amount of file storage. If it covers what you do, you can stay on it forever.

Qualis Complete includes every module in the marketplace. You pay per seat, per month, and every paid seat also adds to your file storage allowance.

The exact prices and the full module-by-module comparison are published on the pricing page. We never hide prices behind a sales call.

How seats are priced

Seats are what you pay for, and there are two kinds.

• An office seat is for people who work in the back office: planning, purchasing, quality, finance, management. They get the full application, limited only by the permissions you grant them.
• An operator seat is for the shop floor. Operators see the operational surface they need to report production and check their work. Operator seats cost less than office seats.

Every office seat you pay for includes two operator seats at no charge. You only pay for operators beyond that allowance. If you have five office seats, the first ten operators are free.

Two things surprise people, so they are worth stating plainly:

• Seats are counted per membership, not per person. If the same person belongs to two of your organizations, that is two seats.
• Promoting someone from operator to office can make your bill go down. The new office seat brings two more free operator slots with it, which can pull more operators under the allowance than the office seat costs. The app always shows you the real calculated total before you confirm, so trust the number rather than the intuition.

Portal users — your clients and suppliers — are free and unlimited. They never consume a seat.

Upgrading to Qualis Complete

1. Open Billing from the sidebar.
2. Choose Upgrade. A secure checkout opens, run by our payment partner Paddle.
3. Enter your payment and billing details. Paddle collects your country and VAT number and applies the correct tax.
4. Finish the payment and return to the app.

Your plan activates when the payment is confirmed, which is usually a few seconds. The billing page updates on its own — you do not need to refresh or log out. Your paid modules appear in the sidebar, the app menu and the command palette straight away.

If the page still says you are on Start a minute after paying, do not pay again. Refresh once, and if it has not changed, contact us — we can see the payment.

Changing seats

Seats follow your members, so you change them on the Users page rather than on the billing page.

1. Open Users.
2. Find the member and change their Seat column.
3. The dialog shows what the change does to your monthly total before you confirm.

Your subscription quantity updates automatically, and your payment provider prorates the difference for the current period. You do not need to do anything else.

On Qualis Start you will not see any prices on the Users page. Users are unlimited and free on Start, so there is nothing to total up.

Storage

Every organization gets a base storage allowance free, and each paid seat adds more on top. The billing page shows how much you have used against your allowance.

If you go over, nothing breaks and nothing is deleted. Storage beyond your allowance is billed per gigabyte per month — but only if metered overage has been switched on for your organization. If it has not, you are simply asked to free up space or upgrade.

Invoices and payment method

Your invoices are on the Billing page under payment history. Each row links to the official invoice issued by Paddle, which is the legal document for your accounting.

To change the card you pay with, use Update payment method on the same page. That opens Paddle's secure portal — we never see or store your card details.

If a payment fails

Payment failures happen: cards expire, banks decline. Here is exactly what happens, in order.

1. Your payment provider retries the charge automatically over several days, and emails you.
2. In the app you will see an amber banner. Nothing is switched off yet. This is the window to fix your card.
3. If the grace period passes without a successful payment, your organization is suspended and a red banner replaces the amber one. Your paid modules stop being available.

Even while suspended:

• You can still log in. We never lock you out of your own account.
• Your data is all still there. Nothing is deleted.
• The core parts of the app and the billing page keep working, so you can always fix the payment.

As soon as a payment succeeds, everything is restored automatically.

Cancelling

1. Open Billing.
2. Choose Cancel subscription and confirm.

Your subscription stays active until the end of the period you have already paid for — you are not cut off mid-month and you are not refunded a partial month. At the end of the period your organization moves to Qualis Start.

Cancelling does not delete anything. Your records stay exactly where they are. The modules that are not part of Start simply stop being accessible. If you upgrade again later, everything reappears as you left it.

If you cancel within the money-back guarantee window, you can ask for a full refund of that charge instead — see the refund policy for how that works and what it covers.

Frequently asked

Will my price go up at renewal? No. If we raise our list prices, active subscriptions keep the price they started on. That is a published commitment in our terms, not a discretionary discount.

Are there limits on orders or transactions? No. We do not meter your production, orders or documents, and we will not charge you more for using Qualis more.

Who is the payment actually with? Paddle is the Merchant of Record for every order. They handle checkout, tax and invoices, and they are named on your card statement.

Can I get a plan with only some modules? No, and that is deliberate. Qualis Complete includes everything; what you pay for is seats, not a shopping list of modules. It keeps your bill predictable and means a module you try once never costs you anything extra.