Subscription & Billing

The Subscription page (avatar menu) is where account admins read your plan and handle billing. Everything on the page comes from your subscription record — no other module touches these settings. To rename the subscription for everyone, use Edit subscription name in the page header. What a plan change or the end of a subscription does to access is on Plan Changes & Subscription End.

Your Subscription at a Glance

The top of the page states five things at a glance:

• Plan — your current subscription tier.
• Status — active, trial, or canceled.
• Seats — the number you’ve bought. Access → People shows who is using them: active members who aren’t guests and are either admins or have module access, along with pending invitations to people in that position. Guests and deactivated accounts don’t use a seat. See who counts as a seat.
• Renewal date — when a paid subscription next bills. A one-year subscription that doesn’t renew automatically shows when its subscription year ends and whether the renewal quote has gone out or been accepted instead. You renew it by accepting that quote, not from this page. In the billing portal, a subscription like that appears with its term date as the end date and a Renew option. Clicking Renew there doesn’t turn on automatic renewal: Lextree puts the setting back and emails your admins to say how the subscription does renew.
• Trial end — when a trial expires, shown instead of a renewal date.

If your subscription is managed by your provider, this page renders read-only. Your provider handles plan, seats, and billing on your behalf, so the controls described below aren’t available to you — check with them before assuming a change needs to happen here.

Managing Your Subscription

For subscriptions you manage directly, Manage Your Subscription groups every billing change behind secure flows rather than exposing raw account fields.

Plan, Seats & Payment Method

Plan & Billing changes your plan or adjusts how many seats you’ve purchased — useful the moment you add or lose a team member with module access. Payment Method updates the card or bank account your subscription bills to, independent of who receives the invoice — both open a dedicated billing flow rather than an inline form. If you pay by invoice, the billing flow doesn’t offer plan or seat changes. Email team@lextree.ai with the change you’d like, and a prorated invoice follows. If you’re deciding between tiers first, compare plans before changing anything here.

Billing Contact & Cancellation

Billing Contact sets who receives invoices and billing notices — a role that can differ from the people using Lextree day to day, such as an accounts-payable contact who never logs in. Cancel subscription stops a paid subscription from renewing. Access carries on until the end of the paid period: the status reads Cancel on expiration and the Renews date becomes Access ends. Cancelling has the details. Deletion is blocked only while a paid subscription is live and still set to renew, so cancel first if deletion is where you’re headed.

Requesting a Trial Quote

Trials see View Plans instead of the paid-subscription controls above: self-serve checkout, or request a quote for annual invoicing.

On Choose a plan, you pick Monthly or Yearly billing (yearly works out to two months free) and set your Team size. Every plan card gives you two routes: Subscribe to check out yourself, or Request a quote if you want annual invoicing. The quote form needs the plan, a seat count that covers at least the people already in the account, a billing name and email, and a billing address, which determines tax. A tax ID and a phone number are optional.

A requested quote arrives as a PDF by email at the billing address you provide, and you reply to that email — not a button in the app — to accept it. Include your purchase order number in the reply if you need it printed on the invoice.

While it’s outstanding, the pending quote also appears on this page and the plans page, with the PDF available to download, until it’s accepted or it expires. Meanwhile the Subscribe button in the left navigation reads Quote Pending. Once you accept, Lextree emails the invoice shortly afterward, and the subscription activates the moment the invoice is issued. Payment is due within 30 days; activation doesn’t wait for it.

Notices on the Page

Two notices appear on the Subscription page when they apply. Invoice Awaiting Payment lists open invoices, each with View invoice; on a card subscription whose payment failed, it also offers Update payment method. Seat Adjustment Pending appears after you reduce your seats. It reports the active seat count and says you’ll keep paying for the earlier count until the current period ends. Late payments and seats and storage explain what each notice means for access.

Emails About Your Subscription

Lextree emails admins at a few points in a subscription’s life.

• During a trial, tips and reminders arrive as the end approaches. Like the getting-started emails for new admins, they go only to people with Product updates & tips switched on in their notification preferences.
• For a one-year subscription, the renewal quote goes to the billing address roughly 60 days ahead of the term’s end.
• For a subscription scheduled for deletion, every admin is emailed when the deletion is requested, and again shortly before the date.

Creating and Revoking API Keys

On Enterprise plans, the API Access section is where admins create and revoke API keys and watch today’s request count — informational only, with no daily cap enforced against it. A new key is shown once, at creation, so copy it before you leave the page; there’s no way to retrieve the same key again later. If you lose one, revoke it and create a replacement. If the subscription moves to a plan without API access, every key is revoked (what turns off on a downgrade).

Each key is created with one of three scopes: Read-only, Read and write, or Read, write and purge (purge permanently deletes trashed records). Separately, an admin can give a key Configuration access, which lets it read and change the subscription’s configuration, such as custom fields, option lists, and templates. Neither the scope nor Configuration access can be changed after the key is created. To change either, create a new key and revoke the old one. The API access page covers what each scope allows.

A key reads across your whole subscription — it carries no individual person’s permissions, only the subscription’s. Treat one like an admin account: store it the way you’d store a shared password, and revoke any key you’re unsure of right away rather than waiting to investigate. See using your API key for how the API itself works.

Deleting Your Subscription

The Delete Subscription section has a Delete subscription forever button, and using it permanently deletes your subscription along with every record, document, and history entry inside it. It’s built to be hard to trigger by accident and hard to misunderstand once you’ve started it. What a plan change or the end of a subscription does to access is on Plan Changes & Subscription End.

What Happens When You Delete

You confirm by typing the subscription’s name rather than clicking a button, so a stray click can’t start the process. Once confirmed, access ends immediately for everyone in your account, even though the data itself isn’t purged yet. The exception is a subscription that is already cancelled with paid time left: its access continues to the end of that paid period. The action is blocked only while a paid subscription is live and still set to renew, so cancel first if deletion is where you’re headed. Every member then sees a banner reading This subscription is scheduled for permanent deletion on …. Admins also get an email with the date, and a second one shortly beforehand.

The Waiting Period

After you confirm, a waiting period runs before the data is permanently purged. During that window there’s no self-service undo — contact support immediately if the deletion was a mistake, rather than trying to reverse it yourself. Export anything you’ll need before you start the process; once the waiting period closes, the records, documents, and history are gone for good.