Upgrading and downgrading

Upgrading your plan

Go to Setup > Billing & Plan and click Change Plan. Select the plan you want to move to and confirm.

When you upgrade:

• New features become available immediately
• Your seat limit increases
• You are charged the prorated difference for the rest of the current billing period
• The next full billing cycle uses the new plan price

The plans page opens on the billing cycle you pay on, monthly or annual, and a plan change keeps it unless you switch it there first.

While your firm has a subscription, a move between a per-seat plan and Trust Close, which is billed per trust account, is made by support so that nothing is billed twice. A paused subscription is resumed by support before its plan can change. For either, write to hello@caseflow.law.

Downgrading your plan

Go to Setup > Billing & Plan and click Change Plan. Select the lower plan.

Before the downgrade goes through, CaseFlow checks:

1. Seat count: If you have more active staff than the new plan allows, you must deactivate staff members first. For example, moving from Growth (10 seats) to Solo (2 seats) requires that you have no more than 2 active staff.

2. Feature usage: Data created with higher-plan features (conflict checks, leads, billing adjustments, etc.) is not deleted. It is kept in your workspace but becomes inaccessible. You will see lock icons on those sidebar items.

If you meet the requirements, the downgrade takes effect at the end of your current billing period. You keep the higher plan until the period ends.

Switching billing cycle

To switch from monthly to annual billing (or the other way around), go to Setup > Billing & Plan and look for the billing cycle option. Switching to annual triggers an immediate charge for 12 months at the discounted rate.

What happens to data when downgrading

Nothing is deleted. For example:

• If you downgrade from Multi-Practice to Growth, your conflict check history and lead records are kept in your workspace. You just cannot access or run new conflict checks until you upgrade again.
• If you downgrade from Growth to Solo, your billing adjustments, client portal settings, and subscription records remain. Clients lose portal access but their records are preserved. A client who opens the portal while it is unavailable is signed out, and a device they chose to stay signed in on is forgotten the next time it is used. The client sign-in page tells them the portal is not available on your plan. No portal invitation or password reset email is sent to a client, the portal's password links no longer open, and clients cannot register themselves. When you upgrade again, the portal opens to them and your registration setting is as you left it.

Seat reduction

If you downgrade to a plan with fewer seats than your current active staff count, CaseFlow blocks the downgrade. Deactivate the extra staff first:

1. Go to Setup > Staff
2. Open each staff member you want to remove
3. Set their status to Inactive
4. Return to the billing page and retry the downgrade

Inactive staff retain their data (time entries, notes, matter assignments). They just cannot log in, and they do not count toward your seat limit.

Cancelling your subscription

To cancel entirely, go to Setup > Billing & Plan and click Cancel Subscription. Your account remains active until the end of the current billing period, then becomes suspended.

Suspended accounts:

• Data is preserved (not deleted)
• Only the billing and upgrade pages open; the rest of the workspace is closed
• The firm administrator can subscribe again at any time: sign in, then go to yourfirm.caseflow.law/admin/billing

CaseFlow does not delete firm data after cancellation. If you come back months later, everything is still there.