Subscriptions & Billing

Upgrade your subscription to gain access to premium features, or manage your existing Workona subscription & billing settings.


Open billing settings

  • To upgrade or manage your individual user subscription
    1. Open Workona.
    2. Click your profile picture (or initials) at the bottom of the sidebar.
    3. Click Upgrade or Billing in the menu.
  • To upgrade or manage your team subscription
    1. Open the team admin dashboard.
    2. Click on the team you want to manage.
    3. Click Upgrade or Billing in the sidebar.
  • To upgrade or manage your organization subscription
    1. Open the organization admin dashboard.
    2. Click on the Organization card.
    3. Click Upgrade or Billing in the sidebar.

Individual, team & organization subscriptions

Workona offers subscriptions for individual users, teams (groups of users), and organizations (groups of users and teams). Users, teams, and organizations can upgrade to unlock premium features.

Here you can see an example organization where one user has decided to upgrade to a Business subscription:

  • Organization
    • TeamA
      • User1 - Business
      • User2
    • TeamB
      • User3
      • User4

Subscription level is inherited downstream. In the case of upgrading a team, all team members' accounts will be granted licenses of the subscription level your team has selected. For example, if TeamA upgrades to Pro:

  • Organization
    • TeamA - Pro
      • User1 - ↘ Pro
      • User2 - ↘ Pro
    • TeamB
      • User3
      • User4

In the case of upgrading the organization, all teams and users will be upgraded. For example:

  • Organization - Business
    • TeamA - ↘ Business
      • User1 - ↘ Business
      • User2 - ↘ Business
    • TeamB - ↘ Business
      • User3 - ↘ Business
      • User4 - ↘ Business

Upgrade subscription

Workona's Free accounts are free forever. However, free users can't use premium features or exceed the free plan limits. Premium features and limitations are indicated in the product with the ✨ icon.

  1. Open billing settings for your individual account, team, or organization.
  2. Select a plan.
  3. Select a billing period.
  4. Enter your payment information and start your subscription.
Team & organization upgrades
Subscription level is inherited downstream. Click here to learn more.

Refer friends to earn a Pro subscription for free

You can earn credits that you can use for Pro or Business subscription by referring coworkers or friends to Workona. Earned credits cannot be used for team or organization subscriptions, and cannot be redeemed for cash.

  1. Open Workona.
  2. Click your profile picture (or initials) at the bottom of the sidebar.
  3. Click Refer to earn Workona credits.
  4. Copy your unique referral link and share it in Slack, social media, or however else you want to spread the word.
  5. Alternatively, enter email addresses of your coworkers or friends into the Recipients field, or even connect to Slack for rapid-fire recommendations (No messages will be sent without you explicitly doing so).
Earn unlimited credits
There is no limit to how many credits you can earn. Teach enough people how Workona will change their lives and you could earn Pro free for the rest of yours!

Adding & removing seats

Workona charges team and organization accounts by the seat (one user = one seat). We automatically calculate your team/organization seat count based on the current number of users in the team/organization, so there is no need to manage seats manually.

When you add or remove users, we will prorate the team/organization subscription. For each user, we look at when during your billing interval they were added. You do not get charged for the time they didn't belong to the team/organization. You're billed retroactively on a prorated basis, depending on the time they did belong to the team/organization. Regardless of whether you're paying yearly or monthly, our system reviews how many users you've added or removed on a monthly basis (known as the monthly true-up date). See the examples below for more help understanding how this works.

Read the help articles for teams or organizations for instructions on how to add or remove users.

To see the current seat count for a team or organization:

  1. Open billing settings for your team or organization.
  2. The current seat count for the team/organization will appear within the Seats section.

Example 1 - Add user to Pro team paying monthly

  • Starting state

    • Renewal date — 1st of every month
    • Plan — Pro team monthly ($9/user/month)
    • Users — 10 team members
    • Subscription cost — $90/month
      • $9/user/month x 10 users
  • You add one user on the 15th of the month

    • Prorated charge — $4.50 one time charge (added to next invoice)
      • $9/user/month x 1 user x 0.5 months
    • Users — 11 team members
    • New subscription cost — $99/month
      • $9/user/month x 11 users

Example 2 - Remove user from Pro team paying monthly

  • Starting state

    • Renewal date — 1st of every month
    • Plan — Pro team monthly ($9/user/month)
    • Users — 10 team members
    • Subscription cost — $90/month
      • $9/user/month x 10 users
  • You remove one user on the 15th of the month

    • Prorated credit — $4.50 one time credit (subtracted from next invoice)
      • $9/user/month x 1 user x 0.5 months
    • Users — 9 team members
    • New subscription cost — $81/month
      • $9/user/month x 9 users

In the case of annual subscriptions, prorated charges are billed on the monthly true-up date, which is the same calendar date each month (e.g. 1st) as your annual renewal date (e.g. January 1st). See the example below.

Example 3 - Add user to Pro team paying annually

  • Starting state

    • Renewal date — January 1st of every year
    • Plan — Pro team annual ($84/user/year)
    • Users — 10 team members
    • Subscription cost — $840/year
      • $84/user/year x 10 users
  • You add one user on July 1st

    • Prorated charge — $42 one time charge (charged the following month on the 1st)
      • $84/user/year x 1 user x 0.5 years
    • Users — 11 team members
    • New subscription cost — $924/year
      • $84/user/year x 11 users

Switch billing period

Workona offers an option between a monthly or annual billing period for all subscription plans. A monthly billing period means your subscription will renew each month, while an annual billing period means it will renew each year.

  1. Open billing settings for your individual account, team, or organization.
  2. Click the Change plan link within the Plan section.
  3. Use the switch below the plans to select a billing period.
  4. Select your desired plan.
  5. Confirm your subscription changes.
Switching from annual to monthly
When you switch from an annual plan to the monthly plan, we will automatically provide a prorated credit for the time remaining in your annual plan. This credit will be applied to your new monthly invoice until the credit has been used up.

Change billing admin

Each subscription has a billing admin. This is the only person who can manage the subscription and billing information, as well as the person who will receive the emails regarding the subscription (e.g. invoices, failed payment notifications, expiring card warnings, etc.).

By default this is the person who first paid for the subscription. However, in the case of teams and organizations, this can be changed to any other member of the team/organization.

  1. Open billing settings for your team or organization.
  2. Click the Change link within the Billing admin section.
  3. Select the user you want to be the subscription's new billing admin.
  4. Click Change to confirm the change.

Update payment method & billing address

  1. Open billing settings for your individual account, team, or organization.
  2. Click the Update link within the Payment method section.
  3. Enter your card info and current billing address for that card.
  4. Click Update to confirm the change.

Account balances & credits

  1. Open billing settings for your individual account, team, or organization.
  2. If you have an account balance or credit you'll see it appear within the Account adjustments section.
    • Account balancesUnpaid charges for the subscription
    • Account creditsCredits that can be used toward future subscription payments
  3. Hover over the ? icon to see the line items factoring into the balance/credit.
    • Note: In the case of adding or removing a user from a team, you will see two line items, one prorated credit for old team size (e.g. Unused time on 3 x Team - Pro - Annual after 1 Jul 2021) and one prorated balance for the new team size (e.g. Remaining time on 2 x Team - Pro - Annual after 1 Jul 2021).
Referral credits
You can see the total referral credits you've earned so far in your account settings. Account credits that are earned through Workona's referral program cannot be redeemed for cash, and may only be used for individual subscriptions.

View & download invoices

  1. Open billing settings for your individual account, team, or organization.
  2. If there are any invoices associated with that account/team/organization, you'll see them in a table at the bottom of the page.
  3. To view or download an invoice, click View invoice.
Expensing your subscription
Many employers find Workona so valuable that they’ll pay for individual employees’ subscriptions. You’ll receive receipts in your email that you can use to file an expense report.

Workspace limit

Free accounts can create a limited number of workspaces for free.

Once you reach the workspace limit, you won't be able to create additional workspaces until you upgrade. Alternatively, you can free up space by archiving another workspace, or earn Pro by referring friends.

If you exceed the workspace limit, then you will be locked out of your oldest workspaces that are over the Free account limit (Note: this is not the case for workspaces created before Oct. 6, 2021, which will remain accessible). If you don't want to upgrade, you can always choose to export the workspace data (resources, notes, tasks, tabs) instead.


Workspace complexity limit

Free accounts can create a limited number of resource/task/note sections within a workspace for free. This is referred to as the workspace complexity limit.

Once you reach the workspace complexity limit, you won't be able to create additional resource/note/task sections within that workspace until you upgrade.

If you exceed the workspace complexity limit, then you won't be able to edit your newest resource/note/task sections that are over the Free account limit, but you will continue to have access to the content.


Sharing workspaces with free users

You can always share any workspace with users who are on the free plan, even if the workspace exceeds the workspace complexity limit. They will always be able to access all content of the workspace.

However, their accounts will still be limited to the Free account workspace limit and other free account limitations.


Team member limit

Teams on the Free or Pro plan can only have a limited number of team members.

Once your team reaches the team member limit, you won't be able to add additional team members until you upgrade the team.

If you exceed the team member limit, then users will be locked out of the team. You can always upgrade to instantly unlock these users to grant them access to the team.


Premium features

There are a number of premium features offered within Workona in addition to the limits described above. Some premium features only apply to individuals, teams, or organizations. Upgrade your account, team, or organization to unlock the premium features associated with each plan.


Education & nonprofit discounts

Education discounts

For users with school email addresses (e.g. @domain.edu, or @domain.k12.ca.us), Workona offers a 50% education discount on individual Pro subscriptions. The discount is valid for two years following verification. Contact our support team for help getting the discount.

The education discount may not be applied to team or organization subscriptions. However, we offer substantially reduced pricing for universities, schools, and school districts. Contact our sales team to get a quote.

Nonprofit discounts

Workona offers a 50% nonprofit discount to verified 501(c)(3) charities on individual, team, and organization subscriptions. Reverification may be periodically required. Contact our support team for help getting the discount.


Downgrade subscription

You can downgrade your subscription online at any time.

  1. Open billing settings for your individual account, team, or organization.
  2. Click the Change plan link within the Plan section.
  3. Select your desired plan.
  4. Confirm your subscription changes.
How does downgrading work?
When you downgrade, your subscription will expire at the end of your next billing cycle, and you'll continue to have access to the premium features included in your previous plan until then.

Cancel subscription

You can cancel your subscription online at any time.

  1. Open billing settings for your individual account, team, or organization.
  2. Click the Change plan link within the Plan section.
  3. Click Downgrade on the Free plan.
  4. Confirm your subscription changes.
How does canceling work?
When you cancel, your subscription will expire at the end of your next billing cycle, and you'll continue to have access to the premium features included in your previous plan until then. Workona does not offer refunds, except in certain situations or jurisdictions, as noted in our terms of service.