Cancel or change the subscription

Cancelling

Only an organisation admin can cancel. In the platform:

1. Open Settings in the sub menu and choose Plan & Usage.
2. Under Payment method & subscription, choose Manage billing. This opens the Stripe customer portal for your organisation.
3. Choose to cancel the subscription and confirm.

Back on the Plan & Usage page a notice reads “Cancellation scheduled — your access ends on ”. Until that date everything keeps working, including uploads and scans. A “Membership ending” notification is sent to the organisation, and “Membership ended” when the date passes.

When access ends

• Monthly: at the next renewal date. You are not charged again.
• Yearly: at the end of the paid twelve months. The prepaid amount is not refunded for the remaining months, so time the cancellation before the renewal rather than just after it.

Extra products above 20 that were active in the final period are still invoiced for that period, because the count is taken when the period closes.

Changing your mind

Reactivate from the same Manage billing portal any time before the end date; the cancellation is removed and billing continues as before. After the end date, start the subscription again from the membership page — the organisation, its products and documents are still there.

What happens to your data

Cancelling does not delete anything. The organisation, its members, products, documents, recall cases and scan reports stay in place; after the end date the platform shows the membership page instead of them until the subscription is started again. The free account keeps working for the Academy, downloads and the Radar. If you want the organisation’s data deleted, an admin can request that under Settings › Data protection, or send a request naming the organisation.

Updating the card or billing details

The same Manage billing portal is where you change the payment card, the billing address and the VAT number, and download older invoices. Changes to the address and VAT number appear on the next invoice, not on invoices already issued.

Switching between monthly and yearly

Also in Manage billing. A switch is scheduled for the end of the current period; the Plan & Usage page shows “Plan change scheduled — switching to on ”, and nothing changes until then. A “Plan changed” notification is sent when it takes effect.

Failed payments

If a renewal payment fails, the organisation’s status becomes past due: a “Payment failed” notification is sent, the platform shows “Your last payment failed” and the engine and tools are paused until the payment method is updated. Nothing is deleted. Open Manage billing, update the card, and access is restored as soon as the retry succeeds — usually within minutes, no reload needed.

Invoices and receipts

Invoices are issued by Stripe on Conphora’s behalf and listed under Plan & Usage › Invoices with a PDF each. They document what was charged to the card — payment by invoice is not offered. The per-product fee is a separate invoice from the membership. If your finance team needs a purchase-order number on the invoice, send a request before the renewal date.