Manage your subscription

The Subscription Management page is where you pick a plan, change tier, resize a Build Your Own build, cancel, and reactivate. Plan tier and Build Your Own sizing happen inside Retrievy. Payment method, invoices, and end-of-cycle cancellation flow through the Stripe Portal button on the same page.

For the side-by-side capability grid, see the plan feature matrix. For the conceptual overview of the tiers, see Plans and pricing.

Before you start

• You need to be the workspace owner. Co-owners and additional admins do not see the Billing link in the workspace menu.
• A working payment method when you first subscribe. Retrievy charges through Stripe Checkout; promotion codes are accepted.
• If you are resizing or upgrading a live subscription, no new card is needed. Retrievy reuses the card on file.

Where to find it

Open Billing in the workspace menu. The breadcrumb reads Workspace > [company name] > Billing and the page title is Subscription Management. The top-right header carries a Stripe Portal button (visible the moment a Stripe customer record exists for the workspace, even before the first paid subscription).

Subscribing for the first time

A workspace with no subscription shows a Choose a Plan section with the two flat-plan cards side by side, followed by an Or Build Your Own block underneath. Until you complete checkout, scans cannot run.

1. Decide between Essentials, Advanced, or Build Your Own. The flat-plan cards list data sources, seats, and retention.
2. For a flat plan, click Start with Essentials or Start with Advanced. Retrievy opens Stripe Checkout in the same tab.
3. For Build Your Own, drag the Data Sources and User Seats sliders in the embedded builder, confirm the monthly total clears the floor, then click Apply Changes.
4. Enter your card details in Stripe Checkout. Promotion codes apply here. Complete the payment.
5. Stripe redirects you back to Subscription Management with a Waiting for Stripe overlay. The overlay clears the moment Stripe confirms the payment, usually within seconds.

Trials

There is no permanent free tier. Stripe trials are available on a per-workspace basis, configured at checkout. If you need one, ask your sales contact before you click through. While a trial is in effect, the state badge in the hero reads Trial instead of Active.

Upgrading and downgrading

An active subscription shows a collapsed Switch to a different plan panel near the bottom of the page. Click it to expand the side-by-side switch cards and the embedded Build Your Own builder.

Flat to flat (Essentials and Advanced)

1. Click Switch to Essentials or Switch to Advanced in the switch panel.
2. The Confirm Plan Switch modal opens. It shows a Today vs After switch comparison, the new recurring price, and a lockout warning if your current usage exceeds the new plan limits.
3. If you are downgrading and the panel turns amber with You will lose access to active resources, review the list of items that will be locked. The most-recently-added data sources lock first, and the workspace owner is always preserved.
4. Click Switch to [plan name] to confirm. For a downgrade the button turns amber and reads Confirm Downgrade, with a count of how many items will be locked.

Stripe charges the prorated difference for the remainder of the current cycle on an upgrade, or credits it on your next invoice on a downgrade. Bills the new amount in full from your next invoice.

Flat to Build Your Own

1. In the Switch to a different plan panel, drag the sliders in the embedded Or Build Your Own builder.
2. Click Upgrade Plan. The Confirm BYO Upgrade modal opens with a Stripe-quoted Charged today amount and the New recurring total.
3. Confirm with Charge $X & Upgrade. The amount on the button matches the modal exactly, because both come from the same live Stripe preview.

If Stripe is briefly unreachable, the modal shows the same number flagged as an estimate in amber. The upgrade still applies; the final figure on your invoice is whatever Stripe computes when it issues the prorated invoice.

Build Your Own resize (sliders)

A Build Your Own subscriber sees an Adjust Your Build card at the top of the page with two sliders.

1. Drag Data Sources and User Seats to your target sizes. The card on the left shows the change summary (for example +2 data sources, -1 seat), the new monthly total, and a $X charged today preview.
2. As you drag, Retrievy fetches the exact prorated figure from Stripe in the background. The card and the CTA on the right update together.
3. Click Charge $X & Upgrade (on a size-up) or Confirm Downsize (on a size-down). The Confirm Plan Resize modal opens with the same numbers.
4. Click the green button at the bottom of the modal to apply. A full-screen Talking to Stripe overlay covers the page until Stripe confirms.

The seat slider's minimum is the larger of the plan's seat floor and your current seats in use. You cannot accidentally downsize below the seats you have already assigned.

Build Your Own uses graduated tier pricing for data sources. The first sources are billed at the lowest rate, the next bracket at a middle rate, and any above that at the highest rate. The label under the slider reads From $X / source / mo (graduated) when tiered pricing is active. The modal carries a Pricing model update notice when a customer on a legacy flat BYO price is about to be moved to the tiered ladder.

Downsize credits

A Build Your Own downsize does not produce a cash refund. Stripe parks the unused portion as a credit and consumes it on your next invoice. The card and modal label this as Credit on next invoice.

Cancellation and the grace period

Cancellation runs in the Stripe Portal, not in Retrievy.

1. Click Stripe Portal in the page header.
2. In the portal, choose to cancel the subscription. Stripe defaults to cancel at period end.
3. You return to Retrievy. The state badge in the hero now reads Canceling at period end, and the page shows the amber banner Subscription scheduled to cancel with the end date.

While canceling, the workspace stays active until the end of the current cycle. Scans keep running, exports keep working, and you can resume the subscription from inside Stripe at any time before the period ends. The amber banner has a Resume button that opens the portal.

When the cycle ends, the state flips to Canceled and the workspace enters a 30-day grace window:

• Read access stays on. You can review dashboards and export findings.
• Writes are blocked. You cannot add data sources, invite users, or run new scans.
• A Welcome back banner appears at the top of the billing page with a Reactivate Subscription button and a countdown (30 days left to reactivate, then 14 days, then 1 day left).

Reactivating during grace

Click Reactivate Subscription in the banner. Retrievy walks the cancellation audit log, finds the plan and Build Your Own sizing you had right before cancellation, and opens Stripe Checkout pre-configured with that plan. Once you pay, the workspace state goes back to Active and writes resume.

If Retrievy cannot locate the previous plan (older workspaces with no audit record), the banner falls back to the standard plan picker. Pick whichever plan you want and check out as if subscribing fresh.

After the 30 days, the workspace transitions to Expired. Sign-in stops working, the dashboard is replaced by a billing-on-hold page, and data follows the retention policy. Email [email protected] if you need to reactivate past that window.

Payment states and what each one allows

The state badge in the hero of the Subscription Management page is the single source of truth for what you can and cannot do. Every gate in the product reads the same value, so what the badge says is what you get across the rest of the workspace.

Badge	What it means	Sign in	Read dashboards	Run scans	Add resources	Export
Trial	Stripe trial in effect, no card charged yet	yes	yes	yes	yes	yes
Active	Paid current, healthy	yes	yes	yes	yes	yes
Canceling at period end	You scheduled cancellation; runs until cycle end	yes	yes	yes	yes	yes
Past Due	Stripe could not charge your card. 7-day grace	yes	yes	yes (scans keep going)	no	yes
Unpaid	Stripe exhausted retries and gave up	no	no	no	no	no
Paused	Subscription is paused (collection on hold)	yes	yes	no	no	yes
Canceled	Subscription ended. 30-day reactivation grace	yes	yes	no	no	yes
Disputed	Chargeback opened. Immediate lock, no grace	no	no	no	no	no
Expired	Past grace. Read access removed	no	no	no	no	no

A few specifics worth pinning down:

• Past Due is paired with a red Payment failed banner and a Fix payment button that opens the Stripe Portal. Stripe retries the charge automatically on its dunning schedule. You have seven days from the failure before things start locking.
• Paused redirects browser navigation to a friendly /paused page. Sign-in still works so you can fix billing.
• Disputed is the hardest state. As soon as Stripe records the chargeback, sign-in is blocked, the dashboard is hidden, and the only path back is for the dispute to resolve in your favour or for you to contact support.
• Canceled within grace and Past Due both keep the dashboards visible (read-only). Retrievy blocks every write action and adds a ?billing_readonly=1 marker to the URL while you are in this state.

The dashboard hides the regular billing banners only on Active. Every other state surfaces an explanation strip and a primary recovery action.

Stripe Customer Portal

The Stripe Portal button in the header opens Stripe's hosted Customer Portal in a new tab. From there you can:

• Update the card on file. Necessary when your saved card expires and you see Past Due.
• Download any past invoice as PDF.
• Cancel the subscription (cancel at period end).
• Resume a subscription that is in Canceling at period end.
• See the Stripe-side history of every charge, refund, and proration.

Plan changes and Build Your Own resizing always happen inside Retrievy, not in the portal. The portal is for payment-method management, cancellation, and invoice history. Retrievy and Stripe stay in sync automatically.

If the two ever disagree (rare), the page shows an amber Records out of sync with Stripe banner with a Resync now button. Click it; Retrievy pulls the live state from Stripe and rebuilds the local subscription record.

How this affects your Retrievy Index

Billing actions do not change the Retrievy Index score. The score reflects the security posture of your data sources, not your plan tier or payment status. Upgrading from Essentials to Advanced does not raise the score; downgrading does not lower it. The full scoring rules are in the scoring rules catalog, and the math is explained in the Retrievy Index overview.

Two indirect effects matter:

• When a workspace enters Past Due, Unpaid, Paused, Canceled, or Disputed, scheduled scans pause. The score still reflects the last successful scan but stops moving until you recover the subscription.
• A plan downgrade that locks data sources stops collecting findings from those locked sources. Findings on file remain in the score until they age out per the retention window of the new plan (Essentials at 90 days, Advanced and Build Your Own at 180 days).

Troubleshooting

Symptom: I just paid in Stripe Checkout but the page still shows the old plan.

• Fix: Stripe sometimes takes a few seconds to notify Retrievy. The post-checkout overlay waits for up to 30 seconds. If it times out, an amber Records out of sync with Stripe banner appears with a Resync now button. Click it.

Symptom: The Charge $X & Upgrade button is disabled.

• Fix: The sliders haven't moved from your current sizing, or the new total is below the Build Your Own monthly floor. Drag either slider until the total clears the floor; the button lights up.

Symptom: I clicked Apply on a Build Your Own resize and got a red Plan Unchanged modal.

• Fix: Stripe declined the charge (expired card, 3DS challenge, insufficient funds). Your plan is untouched. Open the Stripe Portal and update your card, then retry the resize.

Symptom: I downgraded but my old data sources are still showing.

• Fix: Downgrades lock the most-recently-added sources first. They keep their data on disk and still count toward your old quota until the start of the next billing cycle. To free the slot immediately, archive the source manually.

Symptom: Reactivate Subscription says it cannot find my previous plan.

• Fix: Your cancellation predates the audit log. Scroll to the Choose a Plan section that appeared below the banner and pick a plan manually.

Symptom: The Billing link is missing from my workspace menu.

• Fix: You are not the workspace owner. Only the owner can manage billing. Ask the owner to make the change, or transfer ownership first.

Symptom: The hero shows Pricing model update in an amber panel.

• Fix: Your Build Your Own subscription is on an older flat per-source price. The pending resize moves you to the graduated ladder shown in the panel. The amount in the modal is the figure you will pay; confirm to migrate.

Related

• Plans and pricing
• Plan feature matrix
• Roles and permissions
• Retrievy Index overview