How to manage subscription and billing in JobSheet
Who can manage billing
The workspace admin and office staff see Subscription in the sidebar and can add a card, change add-ons, and open the billing portal. Field staff cannot. That means accounts or office colleagues can sign the workspace up even when the director is the workspace admin.
Add your card during the trial
While you are on the free trial, Subscription tells you how many days are left. Add your card details now and you will sign up automatically on the day the trial ends. You are not charged before then.
- Open Subscription. Your plan summarises your current seats, branding, Xero, and promotions.
- Under Change your plan, review JobSheet subscription, optional Custom branding, optional Xero integration (£5/month), and Extra staff seats. The JobSheet subscription includes the workspace admin. The extra-seats number is staff on top of that (not including the admin).
- Adjust Custom branding, Xero integration, and extra staff seats if needed. The plan summary at the bottom shows the monthly price that starts when billing begins.
- Choose Save plan choices to keep branding, Xero, and seat preferences without opening Stripe. Your plan updates after that click.
- When you are ready to start billing after the trial, choose Add card with this plan (or Add card details in the trial banner). Stripe Checkout stores your card with the plan you selected. You are not charged until the trial end day.
- You return to Subscription when checkout succeeds. The page says you are set, and that billing starts on the trial end date.
If you already have an active or scheduled subscription, change seats or add-ons under Change your plan, check the plan summary, then choose Update subscription. Your plan only updates after that click. Stripe prorates on your next invoice. Use Discard changes if you change your mind.
If the trial has already ended, Subscribe with this plan charges immediately and restores edit access.
Extra staff seats
- JobSheet subscription includes the workspace admin.
- Extra staff seats on Change your plan is the extra-staff count (for example 15 extras, not 16 people). Extra seats are billed per person on top.
- Team members shows extra-seat usage as a row (for example 14 / 15) and a Manage extra seats in Subscription link for office staff and the workspace admin.
- You cannot reduce extra seats below your current staff. The page shows the minimum extra seats for your team.
- Promotional extra seats from JobSheet support are already available. Invite people on Team members; you do not need a card or Save plan choices to use those seats. The stepper on Change your plan sets how many seats you want on the bill when the promotion ends (or if you need more than the promotional allowance).
Payment and invoices (Customer Portal)
- Open Subscription.
- Choose Payment & invoices (when your workspace has a Stripe customer record).
- Stripe Customer Portal opens for receipts, changing a saved card, and cancellation. It does not start a subscription. Return to JobSheet when finished.
Free trial
Registration includes a 14 day free trial with no card required. The trial banner shows how many days are left and Add card details. Put your card in during the trial and you sign up automatically on the day it ends. While trialing, you have full edit access.
We email you during the trial: a welcome message when you register, a nudge a couple of days in if you have not added anything yet, a reminder two days before it ends, and one on the day it ends. Every reminder links straight to Subscription in your own workspace. Each of those emails has an unsubscribe link if you would rather not get them. Turning them off does not affect quotes, invoices or password resets.
Read-only grace
When the trial or subscription ends without payment:
- The workspace enters Read-only. You can view customers, job sheets, quotes, invoices, reports, and support history but cannot create or edit records, upload files, or mark invoices paid.
- Staff logins keep read access. Office staff and the workspace admin can open Subscription and checkout. Field staff cannot.
- A banner shows days left in grace to subscribe before access is blocked entirely.
- Choose Subscribe with this plan on Subscription to restore full edit access immediately after payment.
After grace expires, the account is closed until you subscribe again. Your data remains on the shard until retention policies apply; contact support if you need export help before closure.
Promotional pricing
Some workspaces receive time-limited promotions (core subscription, extra staff seats, or custom branding) from JobSheet support. While a promotion is active:
- Subscription shows Included via promotion for items covered today, and the monthly price that starts when the promotion ends.
- Promotional extra seats are already in your allowance on Team members. You can invite up to that number without paying or adding a card.
- Save plan choices stores branding, Xero, and preferred seat counts for when billing starts. It does not unlock promotional seats (those are already unlocked).
- You can still add your card during a promotion. Stripe stores it and bills the selected plan from the promotion end date.
- You can turn Custom branding off even while a branding promotion is active. That keeps it off the bill after the promotion ends. Turn it back on if you want it on that bill.
Promotions expire at the end of the UK calendar day shown on Subscription. When a promotion ends within 30 days, a banner reminds you to review your plan.
After promotions end:
- If you have a Stripe subscription, JobSheet syncs billing automatically (early each UK morning) so invoices match your plan.
- You can also open Subscription, change add-ons or extra seats under Change your plan, then choose Update subscription.
- Use Payment & invoices only for cards and receipts; change seats and add-ons on Subscription so promotions apply correctly.