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A lapse moves the workspace to the Free plan. That is all it does. Your data is not touched, nobody is removed, and the app does not lock you out.

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The three ways a plan lapses

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What is never affected

  • No data is deleted. Not one time entry, invoice, budget, task or report.
  • Nobody is removed. A 5-person workspace that drops to Free keeps all 5 people working.
  • Nothing is locked behind a login wall. Every page still opens. Every past record is still readable on screen.
  • The audit trail is intact.

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What locks

Free is capture only. Recording work stays open; resolving it does not.

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The backlog is safe, and it clears the day you pay

This is the important part. A Free workspace accumulates submissions it cannot clear. Timesheets keep arriving in the pending queue. Timecards, expenses and leave requests do the same. They sit there, complete and correct, waiting. The day the workspace pays, the whole backlog becomes approvable at once. Nothing has to be re-submitted and nothing was lost.

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Profitability is only half-locked

Setting a cost rate is blocked on Free. That is the entire restriction.
  • Cost, revenue and margin already recorded stay readable.
  • Billable rates stay free to set.
  • Whether you can see cost figures at all is a permission question (time.viewCost, rate.viewCost), not a plan question.
So a Free workspace keeps its margin history. What it cannot do is keep those numbers current as costs change.

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When a payment fails

A failed payment does not drop you to Free immediately.
1

Status becomes past due

A red banner appears: “Payment didn’t go through. Update your payment method to keep your Pro features – nothing changes before then.”
2

You keep Pro through the grace window

Every paid feature keeps working while the grace period runs. The default grace window is 7 days after the end of the billing period.
3

Fix the card

Click Manage billing to open the billing portal and replace the payment method. Once the retry succeeds, the status returns to active and the banner clears itself.
4

If it is not fixed

When the grace window ends, the workspace moves to Free. Still nothing is deleted.

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What you see in the app

The bar is quiet on purpose. A healthy trial with more than 3 days left shows nothing at all.

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Example

Northwind Studio’s card expires on 12 June, the day its monthly period ends.

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Permissions

Only someone with billing.manage – owners and admins by default – can resolve a lapse. Everyone else sees an accurate message telling them to ask an owner or admin, rather than a link to a page they cannot use.

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What happens next

  • Upgrading turns every locked feature back on at once.
  • The queues clear as soon as somebody works through them.
  • Seats resume being billed from the people who have access at that moment.

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Common questions

No. Past invoices stay in the workspace and stay readable. You cannot create new ones until you upgrade.
No. They stay submitted until a human acts on them.
No. Exports is a Pro feature. Export while you are still on Pro, or upgrade for a month to take a copy out.
No. Client portal is Pro. The contacts stay in your workspace, but the portal locks until you upgrade.
7 days after the end of the billing period, by default.
No, never. The limit blocks adding a new person. It never removes one.
No. The trial is a one-time thing per person. Upgrading goes straight to a paid plan.

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Troubleshooting

Free vs Pro

What each plan includes.

Payment methods and receipts

Fix a failed payment.

Cancel or downgrade

End a plan on purpose.

Seats

Why being over the cap is fine.

Billing troubleshooting

When a plan does not behave.

Export your data

Take a copy while you are on Pro.