When you add users or upgrade your plan in the middle of a billing period, Qase does not charge you the full price for the time you have already paid for. Instead, the new charge is prorated — you only pay for the portion of the billing period that is still remaining.
This article explains what proration is, when it applies, and how the amount is calculated, with worked examples for both monthly and annual subscriptions.
What is proration?
Proration is charging for a change in proportion to the time left in your current billing period, rather than for a full period.
Your billing period does not restart when you make a change. Your renewal date stays exactly the same. Only the amount of the mid-cycle change is adjusted to match the days remaining before your next renewal.
In short: You pay for what you use, for the time you use it.
When does proration apply?
Proration is applied whenever you increase your subscription during a billing period, for example:
Adding one or more Regular Users (read and write access)
Adding one or more Collaborators (view-only access, previously called Read-only Users
Upgrading to a higher plan
In every case, the extra cost is calculated only for the time left until your next renewal date.
How the amount is calculated
The prorated charge is based on the fraction of the billing period that remains on the day you make the change:
Prorated charge = Full-period price per seat × (Days remaining ÷ Days in the billing period)
Make the change early in the period → you pay more of the seat price (most of the period is still ahead).
Make the change late in the period → you pay less (little time remains before renewal).
You will always see the exact prorated amount before you confirm the change in your workspace’s Billing section.
Some examples
Monthly subscription
You are on a monthly plan and add one Regular User halfway through the month.
Monthly rate for the seat: $42 / month
Time remaining in the cycle: about half the month
Prorated charge ≈ $21 for that user, instead of the full $42. From the next renewal onward, the user is billed at the normal $42 / month.
Annual subscription
You are on an annual plan and add one Regular User six months into the year.
Annual rate for the seat: $420 / user / year ($35 / user / month, billed annually)
Time remaining in the cycle: about six months (half the year)
Prorated charge ≈ $210 for that user for the rest of the term, instead of the full $420. At your next annual renewal, the user is billed the full $420 / year along with the rest of your seats.
Adding a Collaborator
The same rule applies to Collaborators (view-only access).
Annual rate: $120 / user / year ($10 / user / month, billed annually)
Adding a Collaborator for a full annual period adds $120 to your subscription. If you add the Collaborator partway through the period, the charge is prorated for the remaining time in the cycle in the same way as the examples above.
What proration does not change
Your renewal date stays the same. Adding a seat mid-cycle does not start a new billing period.
At renewal, you pay the full price for all seats. Proration only affects the one-time, mid-cycle charge for the newly added seats.
Removing users mid-term does not generate a refund. A subscription that has already been purchased cannot be terminated or refunded partway through the current billing period. You can turn off auto-renewal at any time before the renewal date; you keep access until the end of the current period, and the subscription simply does not renew for the next term.
Where to see your exact amount?
The precise prorated figure depends on the exact day you make the change. You can always review the amount before confirming in the Billing section of your workspace.
The rates used above are current example rates for the Teams plan and are shown for illustration. For up-to-date pricing, see the Qase pricing page.
Still have questions?
If you would like help estimating the cost of a mid-cycle change for your specific workspace, reach out to our team at [email protected] and we will be happy to prepare an estimate for you.