Managing Your Billing and Subscription

All of your TrailerBase billing lives in one place. You can change plans, switch between monthly and annual pricing, update your card, pull past invoices for your accountant, or cancel without drama. This guide walks you through each.

Where to manage

Go to Settings > Billing & Plan. You will see your current plan, next renewal date, current seats, usage highlights, and payment method.

Upgrading or downgrading

To change your plan:

1. Click Change Plan.
2. Pick the new plan (Starter, Pro, Business).
3. Review what is included and not — the comparison grid highlights differences.
4. Confirm.

Upgrades are instant. Your card is charged immediately on a prorated basis, and the new features light up right away.

Downgrades take effect at renewal. You keep current features for the rest of the billing period, and no refund is issued. If the downgrade would drop you below current usage (e.g., more staff than the new plan allows), TrailerBase will list what you need to tidy up before the downgrade can complete.

Switching between monthly and annual

Annual billing saves you roughly two months of cost. To switch:

1. Click Switch to Annual (or Monthly).
2. Confirm the new rate and renewal date.
3. Your card is charged the difference.

Annual plans renew every 12 months. Switch back to monthly any time at the next renewal.

Updating your payment method

TrailerBase billing runs through Stripe (separately from your own Stripe integration for customer payments — do not mix them up).

1. Click Update Payment Method.
2. A Stripe-hosted page opens.
3. Enter your new card or ACH details.
4. Save.

All future charges go to the new card. Any failed charge on the old card will retry automatically.

Invoice history

Under Invoice History you will see every TrailerBase charge. For each:

• Click View to see the itemized invoice online.
• Click Download to grab the PDF for your accountant.

If you need older invoices (over 2 years back), contact support and we will pull them from the archive.

Cancellation

If TrailerBase is not working for your business, you can cancel any time. We do not do retention-guilt phone calls.

1. Click Cancel Subscription.
2. Give a reason (optional, but it helps us improve).
3. Confirm.

Your subscription stays active until the end of the current billing period. After that:

• You retain read-only access to your data for 30 days.
• You can export all customer, booking, and financial data as CSV any time.
• At 30 days, data is archived (still recoverable for another 60 days on request).
• At 90 days, data is deleted unless you reactivate.

You can reactivate any time during the read-only and archive windows by clicking Reactivate and updating your payment method.

Step-by-step: annual upgrade to Pro

1. Open Settings > Billing & Plan.
2. Click Change Plan and pick Pro.
3. Confirm the upgrade (monthly).
4. On the confirmation screen, click Switch to Annual for the extra savings.
5. Review the new annual total.
6. Save. The prorated charge hits immediately, and your card is billed annually from that day forward.

Tips

• Turn on Payment Retries in settings so a temporary card decline does not interrupt service.
• Keep a backup card on file if you run a seasonal business — it saves a scramble in peak month.
• Download every invoice monthly and park in your accounting folder, or let QuickBooks pull them automatically.
• Review your plan twice a year — your needs change faster than you think.