Managing your subscription & billing

Changing plans, managing users on your subscription, billing mechanics, and canceling.

On this page:

• Plans and changing them
• Billing mechanics
• Account ownership
• Canceling
• Plan limits

Plans and changing them

Covers what the plans include, upgrading and downgrading, changing your subscription plan, and reducing the number of users on it.

Insightly offers subscription-based plans at a per-user cost, paid monthly or annually for a discounted rate, plus a limited-time trial. A trial account is set at the Professional plan level. Plan selection applies to the entire account and all users on it; you cannot subscribe some users to a higher-level plan and others to a lower-level plan.

To change your plan, log in as an administrator, click the profile icon, and select Billing & Account > Billing Details > Adjust Plan. Choose the Upgrade or Downgrade button below the plan you want, select an annual or monthly subscription term (a discount is calculated for annual), and set the number of user licenses. Confirm the total and click Update Subscription.

Choosing a Subscription Plan in Insightly

If you are downgrading, check the limits on the Billing Details page and the pricing page first to make sure you are not over the limit for the lower plan. If you are over, you will need to delete users, records, files, custom fields, email templates, and dashboard cards, and empty the Recycle Bin, to reach the lower limit.

To reduce the number of user licenses, an administrator first deletes the active users who will no longer use Insightly from System Settings > Users, then reduces the licenses on the Billing & Account pages. You cannot select a three-license subscription while four active users exist. No data is lost when a user is deleted; the deleted user stays associated with their completed tasks, emails, and closed projects.

Navigating to System Settings in Insightly

Subscription User Count Minimum Warning

ℹ️ A plan can show a gray “Ineligible” label when your account is over that plan’s limit for the total number of records, the number of custom fields, the number of email templates, or the space used by uploaded files and email attachments. Hovering over the Ineligible label shows which limit is exceeded. Remove the excess items to become eligible.

Subscription Plan Eligibility With Tooltip Warning

Billing mechanics

The billing schedule and credit card charge process, changing your billing or invoice information, the refund policy, and payment FAQs.

When you upgrade to a paid plan, you enter credit card information for automatic billing. On your monthly or annual renewal date, the system attempts to bill the card. If the card fails, the account owner receives an email with a link to update the card. Billing is retried automatically up to four times: the initial attempt, then three more after 3, 5, and 7 days. If the card still fails after four attempts, the paid subscription is canceled. Data is retained for two weeks after cancellation as a grace period, after which it is deleted. An administrator can update the billing information on the Billing & Account page during that period to reinstate the account.

To update the card, go to Billing & Account > Invoices and Payments, scroll to Billing Details, and click Update Billing Information. To add custom text such as a company name or VAT number to future invoices, click Add Optional Invoice Information under Invoices and Payments, enter your changes, and click Update.

Billing Details Page with Update Button

Update Billing Information Form in Insightly

Updating Optional Invoice Information in Billing

Insightly does not offer a PayPal payment option; upgrading through the app requires a credit card. As stated in the Terms of Service, Insightly does not issue refunds. If you are transferring your subscription to a different Insightly account (for example, when changing Google Workspace domains), upgrade the new account and send a request for a credit transfer to Insightly Support.

Account ownership

The Billing Contact can be set to someone other than the Account Owner. By default it matches the Account Owner, but you can change it via the dropdown in the Account Owner section under Invoices and Payments. All invoices and billing information are sent to the email address associated with the Billing Contact.

Changing the Billing Account Owner in Insightly

Canceling

Self-serve cancellation and account deletion are the same action. Using Cancel Account in the Billing and Account settings permanently deletes the account and all of its data, with no way to recover it. To stop billing without deleting the account and its data, contact Insightly billing rather than using the self-serve Cancel Account option.

How to Access Cancel Account Option

Cancel Account Option in Billing Settings

Account Cancellation Request Dialog Box

Delete Account Confirmation Dialog in Insightly CRM

Insightly Account Cancellation Confirmation Page

Plan limits

ℹ️ Certain limits (file storage, record limit, custom fields, custom shared/private dashboard cards, SSO) can be increased by purchasing add-ons through a Customer Care Agent.