Plans and Billing
Every workspace is on one of four plans: Free, Starter, Pro or Business. The plan sets how many people, projects and test cases the workspace can hold, how much it can store, and which governance controls are open. The day-to-day work — writing cases, running them, exploring, linking issues — is the same on every plan. Prices are on the pricing page.
What each plan includes
| What you get | Free | Starter | Pro | Business |
|---|---|---|---|---|
| Price | $0 | $59 a month, or $49 a month billed annually ($588 a year) | $189 a month, or $179 a month billed annually ($2,148 a year) | Through sales |
| Active users | 5 | 10 | 40 | Unlimited |
| Active projects | 2 | Unlimited* | Unlimited* | Unlimited |
| Test cases | 200 | Unlimited* | Unlimited* | Unlimited |
| Storage | 1 GB | 10 GB | 100 GB | Custom |
| Custom fields | 5 | Unlimited | Unlimited | Unlimited |
| AI test case generation | Limited | Generous | 5× Starter | Custom |
Deactivated users and completed projects don’t count towards a limit, and neither do built-in fields such as Steps. Storage counts attachments, files and system data. AI usage resets at the start of every billing month. *Unlimited is subject to abuse guardrails.
Prices are in USD and exclude tax; tax is added at checkout where applicable. Annual billing saves $120 a year on both paid plans.
Controls that need a bigger plan
| Control | Plan | On smaller plans |
|---|---|---|
| Creating and editing roles | Starter and above | The roles every workspace starts with — QA Engineer, Test Viewer and Senior QA Lead — can be assigned on every plan. |
| Creating and editing statuses | Starter and above | Every status is visible and records results; New status and the row actions are locked. |
| Access groups | Pro and above | Grant project access person by person. |
| QA agent | Pro and above | — |
| SSO and sign-in policy (Settings → Authentication) | Business | The page opens as a read-only preview. |
Everything else is on every plan, Free included: tags, templates, workflow states and automation, project-level roles, environments and cycle types, every tracker connection, the MCP server, bulk edit, and AI generation within the plan’s allowance.
What happens at a limit
Reaching a limit never removes or locks anything already in the workspace. Only the action that would go over is blocked. The control stays where it is, disabled, and a one-line note under the panel heading says what is full, how to free space, and which plan lifts the limit.
| Limit | What is blocked | The free way out |
|---|---|---|
| Users | Inviting people, on Users and Invitations. | Deactivate someone who no longer needs access. |
| Projects | New project. | Mark a project completed to free a slot. Only active projects count. |
| Test cases | Creating cases and generating them with AI. Existing cases stay editable. | Delete unused cases. |
| Storage | Uploads are paused. Files already stored stay downloadable. | Delete old attachments. |
| Custom fields (Free) | New field. Every existing field keeps working. | Delete a field you no longer need. |
The note is one sentence. On Free, for example:
- “All 5 seats on Free are in use — deactivate someone, or move to Starter for 10.”
- “All 200 test cases on Free are in use — delete unused ones, or move to Starter for unlimited cases.”
- “All 1 GB of storage on Free is used — delete old attachments, or move to Starter for 10 GB.”
Over the project limit after a downgrade, a billing admin chooses which projects stay active and the rest become read-only; completed projects are read-only too. See Limits & locks.
When AI generation drafts more cases than the plan has room for, it checks what fits before anything is saved and says so — for example, 12 drafts of which 3 fit — so you can keep the ones that fit or upgrade.
Nothing interrupts the work as you approach a limit. From 80%, the usage meters on Settings → Subscription turn amber.
After a downgrade
A downgrade or cancellation takes effect at the end of the period you have paid for. After that, configuration keeps working; only creating and editing it is locked:
- Access groups keep granting access, and custom roles stay assigned.
- Custom statuses and custom fields keep working.
- Everyone keeps access, even over the new seat limit. Invites stay blocked until the workspace is under it.
The QA agent pauses. It is the one exception to “configuration keeps working”: because it acts on its own, it stops after a downgrade below Pro.
The Subscription page
Settings → Subscription shows the plan with its status as a dot and a word, the price and how it is billed, and the next date that matters; then usage against each limit, and — on Starter and Pro — the billing interval, the next invoice and the way into the billing portal.
| Who | What they can do |
|---|---|
| Billing admins — everyone with the Manage billing permission, which every Tenant Admin has | Change the plan, open the billing portal, choose which projects stay active, and review upgrade requests. |
| Project Admins | See the same page read-only, with a banner naming who can change the plan. |
| Everyone else | Don’t see the Subscription page. They meet the plan where an action is gated — a limit note on the blocked action, such as the test-case cap note under the Test Cases toolbar when New case is disabled, or a lock on a governance control — and can ask for an upgrade from there with Ask, or Ask too when someone already has. |
| Status | Means |
|---|---|
| Active | Paid up. The page says when it renews. |
| Payment failed | The last charge failed — see If a payment fails. |
| Cancelled | The plan won’t renew. It keeps working until the end of the period you’ve paid for, then the workspace moves to Free. |
| Change scheduled | A move to a smaller plan takes effect at the end of the period. |
| Subscription ended | The paid plan has ended and the workspace is on Free. Everything in it is still there. |
Changing the plan, paying and invoices
Upgrade (on Free) or Change plan opens the plan picker: a Monthly / Annual switch and the four plans side by side. Each plan carries its own button, named for what it does — Upgrade to Pro, Downgrade to Starter, Cancel and move to Free, Switch to annual, Keep Pro, Talk to sales. Your current plan and any change already scheduled are marked and can’t be picked again, and a plan warns about every limit your workspace would be over on it — “10 active users · you have 26”.
- Upgrading goes straight to payment. The first payment goes through a secure checkout page, which asks for a billing address, takes an optional tax ID and accepts promotion codes; tax is calculated there. On a paid plan the change is confirmed in the billing portal and the prorated difference is charged that day.
- Downgrading or cancelling first shows what changes on the date the period you’ve paid for ends — each limit you would be over and each control that becomes kept-but-not-editable — then you confirm in the billing portal.
- The billing portal (Manage billing on Starter and Pro) is also where you update the payment method and billing address, add a tax ID, and download invoices and receipts — every one is always available there. An invoice is also emailed for each charge when billing emails are switched on for the account.
- Switching interval follows the same rule as plans. Monthly to annual lengthens the term, so it applies straight away with a prorated invoice for the rest of the current month. Annual to monthly shortens it, so it applies when the year you’ve paid for ends. The rule throughout: upgrades and longer terms apply now, prorated; downgrades, shorter terms and cancellation land at the end of the period.
- Changed your mind? While a downgrade or cancellation is scheduled, the Subscription page says so and offers Keep Pro (or whichever plan you’re on), which undoes it in the billing portal. Nothing changes until the date it was scheduled for.
A workspace has one subscription. Starting checkout again for the same plan and interval while a checkout page is still open hands back that same page rather than starting a second one (picking a different plan or interval replaces it), and a workspace that already pays for a plan can’t start a new checkout — it says “This workspace already has an active plan.” and plan changes go through the billing portal instead.
Business is set up with our team rather than through checkout, and is invoiced annually. Contact sales to talk about it.
The plan changes when the payment is confirmed, not when you leave for the payment page. Coming back, the page says which it is:
| You see | When |
|---|---|
| Confirming your payment… | You’ve paid and the page is waiting for the confirmation, usually a few seconds. |
| You’re on Pro. | The new plan is live; the banner names its limits. The invoice and receipt are in the billing portal. |
| Your payment went through but hasn’t been confirmed yet. | The confirmation is slow. The page updates on its own — you don’t need to pay again. |
| Checkout cancelled. | You came back without paying. Nothing was charged; Try again reopens the same checkout. |
| Back from billing. | You returned from the billing portal. Changes made there show within a few seconds. |
If a payment fails
The charge is retried automatically. The Subscription page names the date it failed and the date to fix it by, with Update payment method, and billing admins see a red banner across the top of every page until it is fixed; Hide until next sign-in dismisses it for the session. You have 14 days to update the payment method; after that the workspace moves to the Free plan’s limits until the payment goes through — nothing is deleted, and a successful payment restores the plan at once.
When a paid subscription ends, the workspace moves to Free and keeps everything in it. If it has more open projects than Free keeps active, a billing admin chooses which stay active.
Plans managed by TestOrchestrator
Business, and any plan our team has arranged for your workspace, is managed by TestOrchestrator rather than paid through checkout. The Subscription page marks it Managed plan and says “Your plan is managed by TestOrchestrator. Contact us to change it.”
- There is no billing portal, plan switch, interval switch or cancellation to do yourself. A billing admin gets Contact us (on Business, Contact your account manager).
- An arranged Starter or Pro plan can still Upgrade to a bigger self-serve plan through checkout; from then on it is billed like any other paid plan.
- The payment-failed banner doesn’t appear on a managed plan. If there is a billing problem, the page says “There’s a billing question on this workspace.” with Contact us.
Asking an admin to upgrade
Only billing admins can change the plan. Anyone else who meets a locked control or a full limit gets an Ask button where the upgrade button would be — on the lock card, in the limit note, on a locked button and on a read-only project — reading Ask Nadia to upgrade when the workspace has one billing admin, or Ask admins to upgrade when it has more. You never pick a person: one request reaches every billing admin — by email, and in the app under Upgrade requests on the Subscription page.
There is one request per plan. If someone has already asked, you see “Lena Fischer already asked for Pro 2 days ago” and Ask too adds your name to it; once you’ve asked, the button reads Requested. Billing admins see the open requests under Upgrade requests on the Subscription page — who asked, for what, and when. Each row’s menu has Review Pro (named for the plan asked for), which opens the plan picker on that plan, and Dismiss request; a dismissed plan can be asked for again. Reaching the plan — or a bigger one — closes the request on its own and emails everyone who asked.