Koalendar's billing policy for paid plans

Koalendar created this resource to explain how billing works for paid plans.

Below you’ll find details on how your seat-based pricing is managed on monthly and annual subscriptions, including how proration applies when you add or remove seats.

Overview

• Your price depends on how many paid seats you have.
• You can add or remove seats at any time.
• Charges (and credits) are automatically prorated based on when changes happen during your billing period.
• Your payment method is automatically charged at the start of each billing period (monthly or annual).
• If there’s an issue with your payment, we’ll notify the workspace admin by email.

Proration rules

• Adding seats: we calculate a prorated charge for the remaining time in the current period.
• Removing seats: we calculate a prorated credit for the remaining time in the current period and apply it to your next invoice (it reduces what you pay next).
• On annual plans, seat additions and removals are still prorated and billed or credited on your next monthly invoice.

Monthly Subscriptions

Adding seats (prorated charge)

When you add seats mid-cycle, you only pay for the remaining days in that month.

The charge appears on your next monthly invoice.

Example ($10 per seat per month):

Your billing cycle starts on November 1. On November 12, you add 2 seats.

• Proration: 18 days remaining in November.

• Prorated charge on next invoice (Dec 1): 2 × $10 × 18/30 = $12.00.

  Future months charge the full amount for all active seats.

Removing seats (prorated credit)

When you remove seats mid-cycle, we calculate a prorated credit for the remaining days and deduct it from your next invoice.

Example ($10 per seat per month):

You have 8 seats ($80/month). On February 10, you remove 2 seats; your cycle renews on March 5.

• Proration: from Feb 10 to Mar 5 = 24 days (example month).

• Credit applied to your March 5 invoice: 2 × $10 × 24/30 = $16.00.

  Your March 5 invoice will reflect the new 6-seat total ($60) minus the $16.00 credit.

Notes

• Credits are applied to your next invoice; we don’t issue refunds for mid-cycle removals.
• If you remove a member but keep the same number of seats, billing doesn’t change. You must reduce seat count to generate a credit.

Annual Subscriptions

Your plan renews every 12 months.

Seat changes are prorated against the remaining time in your annual term, and any charge or credit appears on your next monthly invoice.

Adding seats (prorated charge)

Example ($100 per seat per year):

You purchased an annual plan on September 1, 2025. On October 15, 2025, you add 2 seats.

• Remaining term: Oct 15, 2025 → Sep 1, 2026 (321 days).
• Prorated charge on next invoice (Nov 1): 2 × $100 × 321/365 = $175.89.

Removing seats (prorated credit)

Example ($100 per seat per year):

Your annual plan started September 1, 2025. On January 10, 2026, you remove 3 seats.

• Remaining term: Jan 10 → Sep 1 (234 days).

• Credit applied to your next invoice: 3 × $100 × 234/365 = $192.33.

  Your seat count is reduced immediately, and the credit is applied to your next payment.

  No refunds are issued.

Notes

• Annual plan seat additions and removals always settle on your next invoice.
• Credits reduce future payments; Koalendar does not issue cash refunds for downgrades mid-term.

Summary