Upgrade or Downgrade Your Plan
Change your Toolfy plan anytime to match your business needs. Upgrades take effect immediately, and downgrades apply at your next billing cycle. All plan changes are prorated automatically.
Plan limits at a glance
Before you switch, double-check how seats, reminders, and API limits differ. The table below summarises the most common questions support receives when customers change tiers.
| Feature | Solo | Team | Business |
|---|---|---|---|
| Included users Seats before you pay for a higher tier | 1 user | Up to 5 users | Unlimited |
| Reminders & communications Email and SMS reminders | Email reminders + SMS via your own Twilio number. | Email + SMS reminders and saved replies. | Advanced routing and concierge workflows. |
| Branding & portal Customer-facing experience | Basic email theming & customer portal branding. | Advanced branding plus quote approvals. | Fully white-labelled portal and routing buffers. |
| SMS credits Included per billing month | 0 included (pay carrier directly via Twilio). | 100 SMS (UK/US numbers). | 300 SMS + concierge top-ups. |
| API & PAT limits Requests per minute / max PAT tokens | 60 RPM · 2 PATs | 120 RPM · 5 PATs | 300 RPM · 15 PATs |
| Priority support | Email support (<12h SLA). | Priority chat during business hours. | Concierge onboarding + quarterly reviews. |
Need a full pricing breakdown? Visit the Toolfy Pricing Overview.
How to upgrade your plan
Upgrades happen instantly—you get access to new features and higher limits right away.
Navigate to Settings → Subscription
Your current plan displays at the top with a "Change plan" button.
Choose your new plan
Compare available plans and features. The pricing page shows monthly vs annual options and what's included at each tier.
Confirm the upgrade
Review the prorated charge (you only pay for the time remaining in your current billing cycle at the new rate). Click "Upgrade now" to confirm.
Access new features immediately
Your new plan limits and features activate instantly. Stripe charges your payment method for the prorated amount within minutes.
How to downgrade your plan
Downgrades schedule for your next renewal date, so you keep full access until the end of your current billing period.
Go to Settings → Subscription
Click "Change plan" and select a lower tier.
Review feature changes
Toolfy shows which features you'll lose and any data that might be affected (e.g., team members exceeding new limit, extra storage).
Schedule the downgrade
Click "Downgrade at renewal". The change schedules for your next billing date. You won't be charged until then, and no refund is issued for the current period.
Keep using current features until renewal
Your current plan remains active until the scheduled downgrade date. A banner in the dashboard shows the pending change. Cancel the downgrade anytime before renewal if you change your mind.
Downgrade checklist
Review each area below to ensure nothing breaks when the downgrade activates. Toolfy reminds you in-app, but it’s best to confirm ahead of time.
Team members
Ensure you’re within the new seat count before the downgrade date. Remove or deactivate extra technicians so they aren’t locked out.
Reminders & SMS
Solo keeps email reminders only; Team loses travel optimisation and concierge routing. Review any high-touch reminder workflows and confirm they’re no longer needed.
Branding
Business-only branding (white-labelled portal) is removed after downgrade. Download assets if you need a record.
Storage & files
If you were using storage add-ons, check usage under Settings → Subscription. Toolfy emails you if a downgrade requires deleting files.
Unsure how limits apply to your workspace? Check Settings → Subscription → Usage, or email support@toolfy.io before confirming the downgrade.
Switching billing frequency
Change between monthly and annual billing anytime. Annual billing saves 15% compared to monthly.
Monthly → Annual
Click "Switch to annual billing" in Settings → Subscription. You'll receive a prorated credit for unused monthly time, then Stripe charges the full annual amount. Your renewal date moves to exactly one year from today.
Saves 15% over 12 months of monthly billing
Annual → Monthly
Click "Switch to monthly billing". The change schedules for your annual renewal date. No refund is issued for remaining annual time, so you keep annual benefits until the end of your paid year.
Understanding proration
Toolfy uses Stripe's automatic proration to ensure you only pay for what you use. Here's how it works:
| Scenario | Billing behavior |
|---|---|
| Upgrade mid-cycle | Charged immediately for (new plan price - old plan price) × days remaining |
| Downgrade mid-cycle | Change scheduled for renewal; no immediate charge or refund |
| Monthly → Annual | Credit for unused monthly time applied to annual charge |
| Annual → Monthly | Change scheduled for annual renewal; keep annual benefits until then |
What happens to your data?
When upgrading
All existing data stays intact. New features and higher limits activate immediately. No disruption to jobs, invoices, or customer records.
When downgrading
Your data remains accessible, but features may become restricted:
- • Team members: Remove users exceeding new limit before downgrade completes
- • Storage: No new file uploads if you exceed limit (existing files stay accessible)
- • Premium features: Advanced reporting, custom workflows, etc. become read-only
Toolfy emails you 7 days before the downgrade with a checklist of actions needed.
Common questions
Can I cancel a scheduled downgrade?
Yes. Go to Settings → Subscription and click "Cancel scheduled downgrade". Your current plan continues at the next renewal instead.
Do I get a refund if I downgrade?
No. Downgrades schedule for your next billing date, so you keep current features until the end of your paid period. This is standard practice for SaaS subscriptions.
What if my payment fails during an upgrade?
The upgrade doesn't complete, and you stay on your current plan. Update your payment method in Settings → Subscription → Payment method, then try the upgrade again.
Can I upgrade just for one month?
You can upgrade and downgrade back immediately. The upgrade takes effect now, and the downgrade schedules for next renewal. This gives you one full billing cycle at the higher tier.
Related articles
- Manage Your Subscription - View current plan and usage
- Cancel Your Subscription - End your Toolfy account
- View Billing History & Invoices - Download past invoices