How active clients are counted
Your plan limits active clients, not every client you have. A client is active when it isn't archived and, in the last 60 days, at least one of these happened:
- you added the client;
- a node on its tracking map was added or edited;
- one of its tasks was added or edited;
- a message was sent or received on it.
Files and comments on their own don't make a client active. A client that goes quiet for 60 days stops counting without you doing anything.
Limits by plan: Starter 1, Pro 10, Growth 30, Business 100, Scale 250, Enterprise unlimited.
Archiving and unarchiving
Archiving a client takes it out of the count straight away and keeps its history. Its details, contacts, files, tracking map, plans and conversations become read-only until it's unarchived, though mail your client sends to its forwarding address still arrives. Owners, admins and members can archive a client from its page (see Clients & groups).
To bring one back, open it and press Unarchive. Each client can be unarchived once every 30 days, and only while you have room under your plan's client limit.
Archived clients still count toward a total: active and archived together can be at most 3× your plan's client limit (Starter: 3 in total). Past that, adding a client needs a bigger plan.
Seats
Owners, admins and members each use a paid seat. Viewers are free. A pending invitation for an owner, admin or member holds a seat too, until it's accepted, revoked or it expires after 7 days.
Seats included: Starter 2, Pro 5, Growth 8, Business 15, Scale 30, Enterprise 50.
Need more? The owner buys extra seats in the Extra seats card on the Billing page, at your current plan's price per seat per month: Pro $9.99, Growth $9.99, Business $7.99, Scale $5.99, Enterprise $4.99. Starter can't buy extra seats, so upgrade first. Extra seats bill monthly, separately from your plan, and you cancel them from Manage billing. They're charged when you buy them, even during a trial, and they end with your plan: if it's cancelled or lapses, they end that day, and the rest of their month isn't refunded. So during a trial, buying seats needs a card on file: add one from Manage billing first.
Upgrading, downgrading and cancelling
Billing is in the sidebar for owners and admins. Only the workspace owner can change the plan, buy seats or open Manage billing; admins can see the page but not change anything.
The free trial: a new workspace starts a 14-day free trial as soon as it's created, on the plan picked on the pricing page, or on Pro. You don't need a card. Add one from Manage billing before the trial ends to keep the plan; without one, the subscription cancels and the workspace goes back to Starter. There is one trial per workspace.
When a plan ends, whether a trial without a card, a cancellation or a payment that didn't go through, the workspace moves to Starter. Nothing is deleted and your team keeps access. Starter keeps your most recently active client; the others are archived, never deleted, and you can unarchive them after you upgrade. To switch which client is active, archive it, then unarchive the one you want. Running recurring task templates past Starter's limit are paused, those on the client it keeps first; resume them after you upgrade. Back on Starter for any reason, your oldest published intake form stays open to visitors, without its file questions; the others close until you upgrade, or pause the open one to open the next. The owner gets an email naming what was kept, archived and paused.
From Starter: choose a plan and you go to Stripe Checkout. A workspace that hasn't had a trial starts its first paid plan with one, still without a card; one that has starts the plan right away.
On a paid plan: press Upgrade to … or Downgrade to … and confirm. The plan changes in place, with no second checkout:
- an upgrade on the same billing period is charged right away: the price difference for the rest of the period, after any credit on your account;
- a downgrade on the same billing period charges nothing now: the unused time is credited to your next invoice;
- a change that also switches between monthly and annual starts a new billing period that day and settles the difference right away, either way: charged to your card, or credited to your account when your unused time is worth more;
- during a trial nothing is charged until the trial ends.
What can block a change: Phloz refuses a plan whose limits you already exceed, and says which one and by how much. It checks active clients, paid seats plus pending invitations, published intake forms and active recurring task templates. Archive clients, remove members or revoke invitations, and pause forms or templates, then try again. The same check runs when you subscribe again after a cancellation, except for seats, which you can buy after.
To cancel: Manage billing opens Stripe's billing portal. Choose Cancel subscription there. You keep your plan until the end of the period you've paid for, then the workspace moves to Starter, as above. Phloz emails the owner the date, and the Billing page names the client that stays active and those that will be archived; to choose which stays, archive the others before the date. Extra seats end that day too, and the rest of their month isn't refunded. Until the date you can renew from the same portal, and nothing changes. The portal is also where you update your card and billing details and download invoices.
Monthly or annual
Annual billing is paid once a year and costs less than twelve monthly payments (about 17% less). Pick Monthly or Annual with the switch above the plans before you choose one; a plan you choose there uses the period that switch shows. On a paid plan, the Upgrade to … button beside your current plan, and the upgrade card a locked feature takes you to, keep your subscription's period.
To move the plan you're already on between monthly and annual, email contact@phloz.com. The Billing page and the Stripe portal can't change the period of your current plan.
Plans
6 plans, from Starter (free, 1 client) to Enterprise ($799/month or $7,990/year), which is set up with our team: email contact@phloz.com. Every plan and its limits are on the pricing page.