Subscription, seats and invoices
Starting a subscription, adding seats and profiles, changing the interval, billing details and VAT, invoices and cancelling.
Everything about your subscription lives in the app under Billing. Payments are processed by Stripe; the invoices are issued by Polytender and can be downloaded from the billing page at any time.
Who can change billing
Only the organization owner can start, change or cancel a subscription and edit the payment method. Admins and members see the billing page read-only, with the owner named so they know who to ask.
Starting a subscription
During or after the trial, open Billing and choose the billing interval (monthly, quarterly or yearly) and the number of seats and search profiles. Checkout runs inside the app; you can still adjust the add-on quantities there. Polytender is sold to businesses only, so checkout asks for your company name, address and VAT ID.
Longer intervals are cheaper per month and are billed upfront. Prices are shown net; VAT is added at checkout where it applies.
Adding seats or search profiles
Add units from the billing page, from the organization page, or from the dialog that appears when you hit a limit. Additions take effect immediately and are prorated: you pay for the rest of the current period today, and the new amount from the next renewal. The dialog shows the exact amount charged today before you confirm.
Reducing, and changing the interval
Anything that makes the subscription smaller, fewer seats or profiles or a shorter interval, is scheduled for the next renewal. You keep what you paid for until then; there are no mid-term refunds or credits. The scheduled change is shown on the billing page and can be cancelled until it takes effect.
Switching to a longer interval is treated like an upgrade: the difference is prorated and charged now, and you save from the next renewal on.
A reduction below what you currently use is refused: remove members or archive profiles first.
Billing details and VAT
Your company name, address and VAT ID are edited on the billing page under Billing details; changes apply to future invoices. The VAT ID is required wherever your country has one. Companies with a valid EU VAT ID outside Austria are invoiced without VAT (reverse charge); outside the EU, enter your national business tax ID.
You can pay in EUR or in USD, CHF, GBP, NOK, SEK, DKK, PLN or CZK; the currency is chosen at checkout.
Payment method and failed payments
The card on file can be replaced on the billing page. If a renewal payment fails, you keep access while we retry automatically and you see a notice asking you to update the payment method. If it keeps failing, the subscription is cancelled.
Invoices
Every invoice is listed on the billing page with its number, date, amount and status, and can be opened or downloaded as a PDF.
Cancelling and resuming
Cancel from the billing page. The subscription stays active until the end of the period you paid for; after that the daily alerts pause and the organization becomes read-only. You can resume any time before that date with one click. Your search profiles, matches, favorites and notes are kept either way.
To delete your data entirely, see Profile, password and your data.
Refunds
The rules are in our terms: additions are immediate and prorated, reductions and cancellations take effect at the next renewal, and there are no pro-rata refunds. The cardless trial is there so you can try everything before paying.