Understand your plan, usage and billing

Open your Plan page

Open Settings and look for the Billing group in the settings menu. It holds two entries, Plan and Payments. Choose Plan.

At the top sits a summary card that answers the money questions at a glance:

• Your plan name, with the price and whether you are billed per month or per year
• Next charge, the date your renewal is due
• The card on file, shown as its brand and last four digits, or the words No card on file when nothing has been saved yet
• A Change plan button, and an Update Payment Information button once a card-based subscription is active
• A quiet Manage subscription link along the bottom edge, which is the door to pausing and cancelling

If a pause or a scheduled cancellation is already in place, a coloured pill appears next to that link saying so, and clicking it takes you to the page where you can undo it.

This one screen is worth bookmarking; it is the fastest answer to almost every billing question.

Open your Plan page in Mailsoftly

Read your three usage tiles

Below the summary card sit three tiles: Emails sent this month, Team members, and Contacts. Each one works the same way.

• The big number is what you have used right now
• A small percentage pill appears in the corner whenever your plan sets a ceiling
• A bar fills underneath, with the used figure on the left and the ceiling on the right
• The bar stays neutral while you have room, turns amber once you pass seventy percent of the ceiling, and turns red at ninety percent
• At those same two thresholds a link appears reading Approaching limit or Limit reached, which takes you straight to the plans page

Where your plan sets no ceiling at all, the tile shows a dash instead of a bar, because there is nothing to fill. Team members counts the people who can sign in to your account, and unlimited users are included, so that tile reads Unlimited rather than a bar on plans without a seat ceiling.

Know how the two limits are actually counted

The two numbers people ask about most are contacts and monthly sends, and they are counted differently.

Contacts is every contact record on your account, not just the subscribed ones. Someone who unsubscribed still occupies a slot until you delete them. When you reach the ceiling, two things happen: a red alert appears in the header reading Contact Limit Reached, and new contacts stop saving with the message that you have reached your contact limit. The import wizard checks the whole file against your remaining room before it starts, so a large import is refused up front rather than half completed.

Emails sent this month is one shared pool across every way you send. A campaign sent through your own authenticated domain and a campaign sent through a connected Google or Microsoft account both draw down the same monthly counter, so there is a single monthly number to watch rather than one per channel. It resets on the first day of each month.

Connected mailboxes add one extra rule that the Plan page does not show, because it is a daily rule rather than a monthly one. A connected Google or Microsoft mailbox carries its own daily cap, kept separate to protect that mailbox’s own reputation with its provider. A work account, meaning Google Workspace or Microsoft 365, is granted a noticeably higher daily allowance than a personal Gmail or personal Microsoft address. You will find today’s daily figure in the profile menu in the header, alongside the same monthly number the Plan page shows.

If a campaign is larger than what is left, Mailsoftly stops it before it sends and tells you which allowance you hit. When it is the daily one, it offers Gradual Sending or simply waiting for the reset. When it is the monthly one, the options are a bigger plan or a smaller list.

Read your billing history and download an invoice

Back in the Billing group, choose Payments. Below the summary you will find Billing History, a table with one row per charge, newest first.

• Invoice: the invoice number
• Status: a green Paid pill, an amber Due pill, or a neutral pill for a refund
• Plan: what the charge was for
• Date and Amount: a refund shows as a negative amount, and where a discount applied, a smaller line underneath shows the amount before the discount and how much came off
• Card Ending: the brand icon and last four digits of the card used
• Download: opens that invoice as a PDF, served directly by our payment provider

The Download icon only appears on rows that have a PDF behind them. One-off charges that were never issued as an invoice sit in the table for the record but have nothing to download. If your account has a long history, only the most recent invoices are listed and a line under the table offers a link to the full history.

Two cards sit below the table: Company Information and Billing Address & Information, each with its own Edit button. The billing address card is where a tax number and tax office go, and it is worth filling in before your next invoice is issued rather than after, because that is the address the invoice carries.

Open your billing history in Mailsoftly

Change the card you pay with

The Payment Methods card sits just above the billing history. Your current card is shown masked, with a green Default badge. Any other saved cards list underneath with their expiry date and a small menu offering Set as default payment method or Remove.

There are two ways to change what you pay with:

• Add a new payment method saves another card to your account, which you can then set as the default from its menu
• Update Payment Information hands you over to our payment provider’s own secure portal to change the card behind the subscription, then returns you to this page

Card details are handled by the payment provider throughout; Mailsoftly stores only the brand and the last four digits so it has something to show you here.

Manage your subscription

The Manage subscription link at the bottom of the summary card on your Plan page opens a page of its own. It opens on a management view, not a cancellation form, and gives you two cards:

• Change your plan, which takes you to the plans page to move up or down
• Payment method, which opens the same secure portal as the button on the Payments page

At the very bottom, in small grey text, sits a single Cancel subscription link. Nothing about leaving appears until you click it, so you can use this page freely to change a plan or a card without wading through retention offers.

Pause, schedule a cancellation, or come back

Clicking that quiet link reveals three options, in order of how much you keep.

Pause. Choose one, two or three months. You are not charged while paused, your contacts, lists, templates and reports are kept exactly as they are, and the subscription starts itself again when the pause ends, or earlier if you press Resume now. A subscription can be paused once every twelve months, so the option is offered only when you have not used it in the last year. Pausing also clears a cancellation you had already scheduled.

A smaller plan. The middle card simply points at the plans page, in case the real problem is size rather than the product.

Schedule a cancellation. Pick a reason from the list, add an optional comment, and confirm. Cancellation always takes effect at the end of the billing period you have already paid for, never immediately, and the page tells you the exact date when it can read it.

Whichever you choose, your Plan page then carries a pill saying Paused until that date, or Cancellation scheduled. Clicking the pill brings you back here, where one button undoes it: Resume now while paused, or Keep my subscription while a cancellation is scheduled.

Between the Plan page for usage, the Payments page for invoices, and this page for everything else, nothing about your subscription needs a support ticket to find.