Plans, billing & data

Billing & payments

Every control on the Billing page: your plan card, the price breakdown, the cycle toggle, upgrading, switching plans, downgrading to Free, the Stripe portal and dunning.

Open in WagePilot

Billing is where you see your current plan, exactly how your price is built up, and every button to change it. Payments run entirely through Stripe — WagePilot never stores your full card details. Open it from the left sidebar under Account → Billing.

Adding sites · never per head

Free 1 site · up to 5 staff

Free

Core £29 × 1 site

£29/mo

1 2

Core £29 × 2 sites

£58/mo

1 2 3

Core £29 × 3 sites

£87/mo

1 2 3 4

Core £29 × 4 sites

£116/mo

1 2 3 4 5

Core £29 × 5 sites

£145/mo

Adding more staff never moves the price

No cap and no cliff: the fifth site costs the same £29 as the first

Same maths on Pro at £59 a site. You pick the rate, not the site count

Adding a site moves the price automatically. Staff headcount never changes the bill.

Reading your current-plan card

The card at the top is a live summary of what you are on and what you pay. Every figure updates with the Monthly / Annual toggle, so you can price a cycle before you subscribe or switch plan. The toggle previews and sets the cycle for a purchase: it does not re-bill the plan you are already on.

What each part shows

WagePilot [plan]: Your plan name (Free, Core, Pro or Scale) with “Up to 5 staff” on Free, or “Unlimited staff included” on every paid plan.
Headline price: The total for the selected cycle: £0 on Free, a per-cycle figure on Core or Pro, or “Custom” on Scale.
Status chip: Once you have a subscription: Active, Payment overdue or Cancelled, plus the next-invoice or access-until date and whether you’re billed monthly or annually.
Active staff · Sites · Per-seat fees: Three tiles. Sites drives the price; Per-seat fees always reads £0, the reminder that people are free.

The price breakdown

Below the tiles is a line-by-line breakdown so nothing is a mystery. Only the lines that apply to you are shown (it is hidden entirely on Scale, which has no public per-site price):

Base — the plan’s core price for your first site.
Extra sites × your plan rate: one line if you run more than one site, e.g. “2 extra sites × £59 = +£118”.
Monthly / Annual total — the bold figure you actually pay this cycle.
A muted comparison line: on monthly it shows the yearly price with two months free; on annual it shows the ≈ £x/mo equivalent versus the monthly rate.

Moving from Free to a paid plan

1

Hit a Free wall

The Free plan never asks for a card. When you open a second site, take on a sixth member of staff, or reach for a feature that starts on Core (payroll-formatted export, team messages, tips and tronc), WagePilot prompts you to move up. Both walls point at Core at £29 a site: Core carries unlimited staff and unlimited sites, so you never need Pro to hire or to open another venue. These two are the only hard limits anywhere in the product.
2

Pick a cycle

On Billing, use the Monthly / Annual · 2 months free toggle above the button to choose how you’re billed. The button price updates to match. Choose carefully: changing cycle afterwards is not self-serve.
3

Add a payment method

Click Add payment method · £x/mo (or Upgrade to Core · £x, since Core is the plan that lifts the Free limits whatever your size). This hands you to Stripe’s secure checkout. If you want Pro instead, pick it from the Plans ladder rather than this button.
4

Land back on Billing

Stripe returns you here. You’ll see “Payment method saved. Your subscription is being activated”, and the page reconciles so your new plan shows straight away.

How your bill changes when you grow

This is the question most owners ask, so here it is plainly. The only thing that changes your bill is adding a site. Adding staff never does:

Adding a site on a paid plan: Just add it in Locations. There is no upgrade step and no ceiling to cross on any paid plan: the per-site quantity goes up, and the charge is added to your bill automatically and prorated. Your existing sites keep the price they were on. On Core that is 2 sites = £58/mo, 3 sites = £87/mo, 5 sites = £145/mo, 10 sites = £290/mo (sites × £29); on Pro it is the same arithmetic at £59, so 2 sites = £118/mo and 4 sites = £236/mo.
Adding a second site on Free: The Free plan is single-site, so you’re prompted to move up to Core before the second site is created. Two sites on Core is £58 a month, or £580 a year. This is the only site limit in the product.
Adding staff: Free on every plan, because every paid plan carries unlimited staff. Only the Free tier caps headcount (5), and that wall points at Core at £29, not Pro. You never need to pay £59 for headcount.
Choosing Pro (a features decision): Nothing about your size ever requires Pro. You move up when you want cross-site analytics, rota autofill and budget guardrails, HR documents or branding. Because a plan change replaces the whole subscription, every site re-prices to £59, not just the ones you add next: 3 sites on Core at £87 a month become £177 on Pro. Worth it for the features, and never something growth forces on you.
Reaching about ten venues: Nothing breaks and nothing is blocked: Core and Pro both run as many sites as you like. It is simply the point at which a conversation about Scale (group pricing, white-label, an SLA and an account manager) usually pays for itself. Email info@whealbit.co.uk when you want to have it.

The primary button, explained

The full-width button under your plan card changes label depending on where you are:

Add payment method · £x / Upgrade to <plan> · £x: You’re on a plan that needs a card. The button names the smallest paid plan that lifts the Free limits, which is always Core however many sites and staff you have, and takes you to Stripe checkout for the selected cycle. If you want Pro, choose it from the Plans ladder below.
Manage subscription: You already pay. Opens the Stripe customer portal: your card, invoices, receipts and cancellation all live there. Changing plan is done in WagePilot’s own Plans ladder, not in the portal, and the portal has no cycle switch.
Talk to your account manager: You’re on Scale. Opens an email to info@whealbit.co.uk for changes, invoices or your contract.

Switching plan

1

Open the Plans ladder

Scroll to the Plans card. Your current plan is marked with a green Current chip; the recommended one carries Most popular.
2

Set the cycle

Use the Monthly / Annual toggle in the Plans card so the switch applies the cycle you want. The toggle only takes effect as part of a plan change: there is no button that re-bills your current plan on a different cycle. For that, email info@whealbit.co.uk.
3

Choose a plan

Click Switch to [plan] (if you already subscribe) or Choose [plan]. If you have a subscription the change is made in place and prorated, and the page reloads with “Plan updated. Your next invoice reflects the change”. If you don’t yet subscribe, it sends you to checkout.
4

Expect every site to re-price

A plan change replaces your whole subscription, so every site you already have moves onto the new plan’s rate, not just the sites you add next. Three sites on Core at £87 a month become £177 on Pro (3 × £59). That is the real cost of the features, worth knowing before you press the button. A plan change is also the only thing that ends a price you locked in before a reprice, and it is always your choice: growing never triggers one.

Downgrading to Free

1

Find the Free tile

In the Plans ladder, the Free tile shows a Downgrade to Free button when you’re on a paid plan.
2

Confirm the trade-off

A prompt warns that your paid plan and subscription end immediately, and that Free covers 1 site and up to 5 staff. If you’re over those caps, the server refuses with a clear message telling you what to remove first.
3

Land on Free

Once confirmed, your subscription is cancelled and the page reloads onto Free. Adding staff or a second site later simply re-prompts an upgrade.

If a payment fails or you cancel

When Stripe reports a problem, a banner appears at the top of Billing:

Payment failed (past due): Your card was declined. Click Manage billing to update it in the Stripe portal and keep your subscription active.
Subscription cancelled: Shows the date your plan ends and a Restart button that reopens checkout so you can pick up where you left off.

What you’re saving

When flat pricing beats a typical per-seat tool for your headcount, a What you’re saving card appears at the bottom: two bars comparing WagePilot to an estimated per-seat cost, and your monthly and yearly saving. It’s an illustration of the model, not a line on your invoice.

Common questions

Does the bill update automatically as I add sites, or do I upgrade first?

On a paid plan it updates automatically and is prorated, with no upgrade step, however many sites you run: each extra site is another flat charge at your plan’s rate, so on Core 2 sites = £58/mo, 3 sites = £87/mo and 10 sites = £290/mo (sites × £29), and on Pro 2 sites = £118/mo and 4 sites = £236/mo (sites × £59). No paid plan caps sites, so there is no ceiling to cross and nothing to upgrade for. The one exception is Free, which is single-site: the second site means moving to Core. Adding staff never costs extra on any plan. Changing plan is a separate, voluntary decision about features, and because it replaces the whole subscription it re-prices every site you already have, not just the new one.

Where are my card details stored?

With Stripe. Billing is handled entirely by Stripe and WagePilot never stores your full card details. You manage your card and invoices through the Stripe customer portal, reached from the Manage subscription button on Billing.

How do I cancel?

On Billing, click Manage subscription to open the Stripe portal and cancel there — your plan stays active until the period-end date shown on your status chip. If you only want to drop to the free tier, use Downgrade to Free in the Plans ladder instead, which keeps your account.