Your Plan determines how many users your account has, how many organisations can be active and which features you use. This guide shows where you can see your plan and usage, how you change the plan and how you pay by invoice or credit card. It is aimed at Tenant Admins.

Before you start

  • Tenant Admins manage the plan, invoices and payment under Administration › Account & contacts.
  • Users are Tenant Admins and people with a functional role other than “Employees”. People who only report and read policies do not count. Free includes at most 4 users, Starter 15; Pro and Ultimate have no limit.
  • Free and Starter include one active organisation, Pro and Ultimate several, see Managing organisations and the account.
  • Before you order a paid plan, enter the address and the email for invoices in the Billing details card.

Trial

Every new account starts with a 30-day trial with all features of the Pro plan, free of charge and without a credit card. Under Administration › Account & contacts, the Trial card shows what changes for your account once it ends: with Free, with Starter and with Pro, plus a recommendation based on your usage so far. With Choose Starter or Choose Pro, you open the plan change directly.

  • One week before the end, Varmo reminds the Tenant Admins at the top of the app, under My tasks and by email (7 days, 3 days and 1 day beforehand).
  • If you order by invoice, the trial continues until payment is received, at most until it ends.
  • If you do not choose a plan, your account then continues free of charge as Free. No data is deleted: standard catalogues are read-only, integrations are paused, and if there are more than 4 users, the most recently assigned functional roles are suspended. With a purchase, everything becomes active again.
  • If you need more time, we will extend the trial once by 30 days. Ask via Help › Support request.

Viewing your plan and usage

The Plan and usage card shows your plan, the number of users and employees, the active organisations, the payment method with “paid until”, the currency and, under From the next term, a planned change. At the top of the page, the “What happens next?” box tells you whether there is something to do, such as an open invoice.

How to change the plan

  1. Open Administration › Account & contacts and click Change plan.
  2. Choose the plan and, under Billing, Monthly or Annually (12 months for the price of 11).
  3. If a credit card is offered, choose Credit card (also Apple Pay, Google Pay) or Invoice (QR-bill, 30 days) under Payment.
  4. Read the sentence below the selection: it tells you what the change costs and from when it applies. Below it, Varmo lists what can no longer be used after a switch to a smaller plan.
  5. Accept the terms and conditions and the data processing agreement, if required, and click Order with obligation to pay, Continue to payment or Confirm change.
  1. Tenant AdminOrder

    Under “Change plan”, choose plan, billing and payment.

  2. Pay invoice

    QR-bill by email, payable within 30 days.

  3. Plan active

    Once payment is received; until then, the previous plan applies.

By credit card

Varmo takes you to payment at Stripe; the plan is active immediately after payment.

Smaller plan or Free

Applies from the next term; until then, you use your plan as before.

Changing the plan: by invoice or by credit card

By invoice: you order, receive a QR-bill payable within 30 days, and the plan is activated once payment is received; until then, the previous plan applies. With a credit card, Varmo takes you to payment at Stripe, and the plan is active immediately after payment. A smaller plan or Free applies from the next term.

With payment by invoice, an upgrade during a paid term is charged at the difference up to the end of the term. You withdraw an open order in the box at the top with Withdraw order, as long as it has not been paid. By invoice, you pay in CHF and EUR; in USD only by credit card.

Invoices and receipts

  • The Invoices card lists all invoices with number, service, amount, payment deadline and status. With PDF, you open the invoice with the QR payment part.
  • If you pay by credit card, the receipts are in the Card payment receipts card. You can also change the card and download receipts in the Stripe payment portal via Manage card and receipts.
  • With a credit card, you can switch to invoice under Invoice from the next term, if your currency allows this.

What happens next

  • Before the end of the term, if you pay by invoice, you receive the follow-up invoice by email: about 30 days beforehand for an annual subscription, about 10 days for a monthly subscription. Once payment is received, your plan is renewed.
  • With a credit card, the subscription renews automatically, and Stripe charges your card in advance.
  • If a switch to a lower plan is coming up, all Tenant Admins receive an email with the consequences 14 and 3 days beforehand. No data is deleted; after an upgrade, everything can be used again.

Frequently asked questions

What happens if an invoice is not paid?

If the follow-up invoice remains unpaid, your account switches to Free 30 days after the end of the paid term. The box at the top of the page states the date.

Payment with my card failed.

Update your card via Update card in the payment portal. Without a valid card, your account switches to Free 21 days after the failed payment.

What happens to my data when I switch to a smaller plan?

Nothing is deleted. Features and catalogues not included in the new plan are then read-only or can no longer be used. If your account still has too many users on the effective date, the most recently assigned functional roles are removed automatically.

How do I cancel?

You will find the cancellation on the same page, see Managing organisations and the account.