Your plan, add-ons, payment method and subscription invoices are all under Settings › Avaza Subscription. Only Administrators can open it, and only in a web browser: the mobile apps send you to the browser for it.

Your free trial

New accounts start on a 14-day free trial, with no card needed. The trial includes every Avaza feature, with room for 10 Timesheet/Expense users, 5 Admin/Finance users, 10 Scheduling users and 5 chat users. A bar at the top of the app shows how many days are left. You can upgrade at any time, and everything you set up during the trial stays.

While you're on the trial:

  • You can invite up to 15 team members and 10 customer contacts a day.
  • Emailing invoices and estimates to your customers is switched on when you upgrade, or on request from Avaza Support. Until then, you can download the PDF and send it from your own email, or send a test to your own address.

When the trial ends

After 14 days, the account is locked until an Administrator chooses what happens next. Administrators see Your free Avaza trial has ended! with three choices:

  • Upgrade Now opens the upgrade steps below.
  • Continue on the Free plan moves the account to the Free plan and keeps everything you created. If the account uses more than the Free plan allows, Avaza shows what's over the limit, and you deal with each item before you confirm, for example by choosing who keeps a paid role.
  • Extend my trial by 7 days gives you one more week. You can only do this once.

Everyone else sees a list of the account's Administrators to ask. While the account is locked, recurring invoices, expenses and tasks and scheduled reports aren't created, and apps that use the Avaza API, such as AI tools connected through the Avaza MCP Server, can't reach it. Anything that fell due during the lock isn't created afterwards.

Upgrade to a paid plan

You can upgrade from the trial or the Free plan at any time. To see what each plan includes, read the comparison of Avaza plans.

  1. Click Upgrade Account at the top of the page, or go to Settings › Avaza Subscription and click Upgrade.
    The Upgrade Account button shows for Administrators on the trial or the Free plan, on larger screens. During the trial, the Choose the best plan for you link in the trial bar opens the same page.

  2. On Choose a plan, pick Monthly or Annual billing. Then click Choose under the plan you want, for example Choose Basic, and click Continue.

  3. On Tailor your subscription, add any extra users or storage you need. If you have a Discount code, enter it and click Apply. Discount codes work with monthly plans only. Then click Continue.

  4. On Payment, check the summary. Enter a Visa, Mastercard or AMEX card and click Make payment. Where PayPal is offered, you can choose PayPal and click Proceed with PayPal instead.
    If a payment method is already saved, you just click Confirm and upgrade.

The new plan applies straight away. For the first few days after you move up from the trial or the Free plan, invoice, estimate and bill emails are limited to a few recipients a day. See emailing invoices.

Check your usage

Plan Details shows your Current Plan and how many days ago the subscription was last adjusted. Current Usage shows each count against what your plan and add-ons include: customers, Timesheet/Expense users, active projects, Admin/Finance users, invoices and bills this month, storage, Scheduling users and chat users. limit reached marks any you've hit. The plan comparison explains how each is counted.

Add extra users or storage

On a paid plan, you can add to what the plan includes. Add-ons aren't available on the Free plan.

  1. Under Manage Plan Addons, click Edit next to Current Extra Timesheet/Expense Users, Current Extra Admin/Finance Users, Current Extra Scheduling Users, Current Extra Chat Users or Current Extra File Storage.

  2. Enter the new total (storage is in whole GB). When you increase an add-on, Avaza shows what will be charged, prorated for the rest of the billing period.

  3. Click OK.

  • Each plan has a maximum for each add-on. Above it, Avaza asks you to upgrade your plan instead.
  • You can't reduce an add-on below what's in use, for example to fewer users than have the role. Take the role away from someone first.
  • After any change to your plan or add-ons, you have to wait a day before you can reduce them.

Free up storage

Only uploaded files use storage, not what you type into Avaza or Google Drive and Dropbox links. When storage is full, uploads stop with "Storage quota exceeded". To make room:

  • Delete files you no longer need. In a project's Files view, switch to List and click the Size heading to find the biggest. Deleting is permanent, so download anything you want to keep. See file management.
  • Buy more storage with Current Extra File Storage, above.

Payment method and billing

  • Payment Method shows the card or PayPal account on file. Click Update Payment Method to change it. You type card details into the payment provider's secure fields, and Avaza doesn't store them on its servers.
  • You can pay monthly or annually, in USD: you choose when you pick a plan. Monthly plans are charged on or around your anniversary date: the day of the month you first moved to a paid plan. Annual plans are charged once a year, and add-ons are billed with the plan, monthly or annually. About 30 days before an annual plan renews, the billing contact gets a reminder email. VAT is added for customers in the UK and the Isle of Man.
  • An upgrade or a new add-on is charged from the day you make it, for the rest of the billing period. Avaza doesn't give credits or refunds for downgrades or cancellation. That includes moving to monthly billing, or to a lower plan, before an annual plan ends.
  • Larger teams can pay by bank transfer instead of by card. To arrange it, email support@avaza.com. Plans that support has set up specially, such as older annual plans or plans paid by bank transfer, show Contact support instead of Change plan on the subscription page: ask support to change them.

Subscription invoices and billing contact

Recent Invoice/Payment History lists each subscription invoice with its Date, Amount and Status. Click View Invoice to open it as a PDF. An unpaid invoice also has Retry Payment.

Avaza doesn't email subscription invoices unless you ask. To get each one by email on the day it's created, ask support@avaza.com to turn this on. The emails go to the address in Billing Contact Details. To change it:

  1. Under Billing Contact Details, click Update Contact Details.

  2. Change the Email, and if needed the Company Name, address, Country and Tax Number. Then click Update.

Billing Contact Details appears once the account has had a paid subscription. If invoice emails still don't arrive, check that address and your spam folder, then contact support.

If a payment fails

Update your payment method, then click Retry Payment next to the unpaid invoice.

Avaza tries the charge up to three times within 14 days. If it's still unpaid 14 days after it was due, the account is locked: your team sees an "Avaza Subscription Overdue" page, and external contacts see that the account is unavailable. Administrators can still open the subscription page to fix it. Under Avaza's terms, you then have 30 days to reactivate by updating the payment method and paying what's owed. Accounts more than 45 days overdue may be deleted.

Downgrade or cancel

To cancel your paid subscription, switch to the Free plan.

  1. Go to Settings › Avaza Subscription and click Change your plan.

  2. Click Downgrade under a smaller plan, or under Free to cancel.

  3. Click Confirm Downgrade. The new plan's limits apply straight away.

  • Your account must fit the new plan first. If it doesn't, Avaza lists what's over, such as "Active Projects: 12 (5 allowed)". It checks active projects, customers, Timesheet/Expense users, Admin/Finance users and this month's invoices. Moving to Free also checks storage, Scheduling users and chat users. The plan comparison lists ways to make room.
  • Extra users don't carry over. Every plan change resets extra Timesheet/Expense and Admin/Finance users to zero. The new plan's own allowance must cover everyone with those roles. Add extra users again afterwards if you need them.
  • Wait a day after any subscription change before you downgrade.
  • Have a valid card on file. If the saved card has expired, Avaza asks for a payment method before it changes the plan.

You can also ask support@avaza.com to cancel for you.

Your data after cancelling

Your data stays in the account on the Free plan, and you can still sign in, view it and export it. What changes:

  • All add-ons are removed, and paid-only features stop. Recurring tasks and scheduled reports are no longer created, automatic invoice reminders are turned off, and your brand colour and logos stop showing.
  • Custom fields are hidden, not deleted. They come back when you upgrade again and switch them on.
  • The Timesheet/Expense User and Scheduling User roles, and chat access for your team, are removed from everyone. Give them back in Contacts, within the Free plan's limits.
  • Avaza may delete Free accounts that nobody has signed in to for more than 6 months.

To have the account and its data deleted, an Administrator can email support@avaza.com. Export anything you need first, because deleted data can't be recovered.