Billing and subscriptions

Your subscription determines the features and number of positions your organization can use. FTE Tree offers position control and Workforce Budgeting, with monthly or annual billing. Pricing counts managed positions rather than employees or people with FTE Tree accounts.

Paid subscriptions and free trials start at 50 managed positions and include unlimited users. The pricing calculator and online checkout are available for up to 1,500 positions.

Prices are in U.S. dollars and exclude applicable tax. Tax may be added when required. See FTE Tree pricing for the current position rates and calculator.

Before you begin

Changing billing requires the Manage billing permission and a recent MFA check. FTE Tree prompts you to verify when needed before opening secure billing or starting a cancellation.

Choose an edition

Position Control covers approved positions and staffing. It includes:

• Position and employee records, departments, job classifications, schedules, assignments, vacancies, and organization structure.
• Effective dates and history, position requests and approvals, and custom fields.
• Access controls, multi-factor authentication, notifications, standard imports and exports, and position reports.

Currency custom fields are available for ordinary organization information, but they use the same access as other custom fields and do not receive the separate protections used by actual compensation. Position control does not include built-in rates, compensation management, labor budgets, financial adjustments, funding, general ledger information, cost calculations, or financial reports.

Workforce Budgeting includes position control plus labor budget, actual compensation, financial adjustments, and financial reporting.

Company sign-in is available for either edition as a separately quoted, one-time setup service for Microsoft Entra ID or Okta, with no recurring company-sign-in fee. Google and Microsoft sign-in and multi-factor authentication are included by default. Connections to human resources information systems are not generally available.

Some Workforce Budgeting customers may qualify for a limited, paid early-access pilot that only reads information from their human resources system. FTE Tree will confirm whether your needs fit the pilot before you commit.

For an active paid subscription purchased at public rates, use Change plan in Plans and usage to change editions, monthly or annual billing, or the number of purchased positions. Contact FTE Tree for tailored pricing, company sign-in, or a human resources system pilot. Plan and position changes are reviewed in FTE Tree; the secure Stripe billing page handles payment methods, invoices, and ordinary cancellation.

Moving from position control to Workforce Budgeting makes the financial areas available while keeping position management and approvals available. Moving from Workforce Budgeting to position control removes access to financial areas but does not delete that information. Company sign-in can remain with either edition after its setup is complete.

View your plan and usage

Open Settings > Billing > Plans and usage to review:

• The number of positions in your subscription.
• Current managed position usage.
• Today’s Active, Suspended, and Eliminated position counts, capacity reserved in requests, and remaining capacity. Approved future changes are shown when they reduce the capacity available for another position.
• The billing interval and recurring amount.
• Subscription status and period dates.
• Actions available for a trial or paid subscription.

Open Activity history using the clock icon immediately to the right of the page actions to review billing and subscription changes recorded for the organization.

To ask for a higher position limit, choose Request more positions beside the position counts or a full-capacity notice. This action is available with Manage billing permission and opens the contact form with the billing topic selected. Sending a request does not change your subscription automatically. If you do not have this permission, contact your organization’s billing administrator.

What counts as a managed position

An active, approved position counts whether it is filled or vacant. A position counts when all of these statements are true on the current date:

• It has an approved name effective on that date.
• Its status is Active, rather than Suspended or Eliminated.

A suspended position does not count toward current usage. Future reactivation and other approved future changes are still checked against capacity on their effective dates. Suspending a position does not reduce the subscription quantity you purchased.

Staffing does not change position usage. A vacant position, a position with one active assignment, and a position with several active assignments each count once.

These positions do not count:

• Future approved positions that are not yet effective.
• Draft or discarded positions.
• Suspended or eliminated positions.

New-position draft allowance

The default new-position draft allowance is 150% of subscribed positions, rounded up: 100 subscribed positions allow 150 new-position drafts. Check the current limit shown for your organization. Changes to already approved positions do not consume this allowance. A new position continues to use draft allowance while proposed values or an active request remain; closing its request does not necessarily release a draft slot.

The draft allowance is separate from paid capacity. If a limit is reduced, existing work remains available, but additional drafts can be blocked until there is room. Paid position capacity and request reservations apply across the organization, including changes from every position request.

Capacity reserved by a new position request

A submitted New position request that proposes an active position temporarily reserves capacity for one position while it is being reviewed. This prevents several requests from using the same remaining capacity.

If the request is rejected or canceled, the reservation is released. A request to change an existing position does not reserve capacity for a second position.

If no capacity is available, the new position draft remains available for editing but cannot enter review until capacity becomes available or the subscription quantity is increased.

Position pricing

Rates decrease as you add positions. Only the positions in each range use that range’s rate.

Use the public pricing schedule and calculator for current annual and monthly rates, the exact tier breakdown, and pricing estimates through 1,500 positions.

Paid minimum and larger organizations

Paid subscriptions and trials require at least 50 positions. The first 50 positions use the initial rate, and only additional positions use the lower rates. A trial can include up to 1,500 positions.

When you create a paid subscription, the minimum quantity also covers current Active positions, positions reserved in approval requests, and the highest usage resulting from approved future changes. This includes scheduled reactivations. If that minimum exceeds 1,500 positions, contact FTE Tree for tailored pricing.

The calculator and online checkout are available for up to 1,500 positions. For more than 1,500 positions, contact FTE Tree to discuss purchasing and setup.

Start a trial

Creating your first organization starts a 30-day free trial. No credit card is required. Starting a trial does not create a paid subscription, and there is no charge unless an authorized user separately selects a paid subscription.

The trial does not become a paid subscription automatically. A user with the Manage billing permission can choose Create a paid subscription from Plans and usage, select an edition and annual or monthly billing, confirm the position quantity and billing email, and review the recurring terms before continuing.

Imports, exports, and other systems

Standard imports and CSV or Excel exports are included in both editions. Use them to work alongside human resources, payroll, recruiting, and financial systems. These tools do not create a direct connection to those systems.

For authorized financial reports and exports, see Labor budget and actual compensation reports.

Manage or cancel a paid subscription

Users with the Manage billing permission can open the secure billing page from Settings > Billing > Plans and usage > Manage billing to review invoices and add or update payment methods. Use Change plan for plan and position changes, or Payment settings to choose automatic card payments or payment of each invoice.

Change your plan or purchased positions

1. Open Settings > Billing > Plans and usage and choose Change plan.
2. Choose the edition and monthly or annual billing, then enter the purchased position quantity.
3. Choose Review changes. Check the current and proposed terms, effective date, recurring amount, and any prorated invoice now.
4. Confirm the recurring terms and billing authority, then choose Confirm changes. Your request is saved for processing. Refresh Plans and usage to check for confirmation. A saved request has not yet changed your subscription.

After confirmation, position increases and upgrades to Workforce Budgeting apply immediately, with a prorated invoice for the rest of the current period. Position reductions, downgrades to Position Control, and changes between monthly and annual billing apply at the next renewal. A combination containing a reduction, downgrade, or billing-interval change also takes effect at renewal. Applicable tax is shown in an immediate invoice preview; recurring plan amounts exclude tax and separately quoted add-ons.

The position quantity must remain between 50 and 1,500 and cover active positions, capacity reserved in requests, and approved future commitments. Once a reduction is requested, new position commitments must also fit the reduced allowance from its effective date. Suspending or eliminating a position changes usage but does not automatically reduce the quantity purchased.

Your current plan continues until a scheduled change takes effect. Plans and usage shows the pending change and its date. Choose Remove scheduled change to request keeping the current plan at renewal. Wait until the removal is confirmed before making a different change. Finish or remove a pending change before changing payment settings. Financial information remains preserved after an edition downgrade, although financial areas become unavailable.

Contact FTE Tree for changes to tailored or manually billed subscriptions, special pricing, add-ons with different billing dates, or a downgrade involving a human resources system connection. If your request is still processing, wait for confirmation on Plans and usage. If the page asks you to contact support, include the support reference shown there. Do not start a second subscription to make a change.

Choose automatic payments

An active paid subscription at public rates can use automatic card payments:

1. Choose Manage billing, add a card, and set it as the default payment method on the secure Stripe page.
2. Return to Plans and usage and choose Payment settings.
3. Select Automatic card payments, then choose Review changes.
4. Check the card, recurring amount, and terms. Confirm your authorization for recurring charges, then choose Confirm changes.

Saving a card alone does not enable automatic payments. After you confirm automatic payments in FTE Tree, future subscription invoices charge the saved card. Existing invoices keep their payment terms. Your subscription continues to renew until canceled, and a declined card can still require payment or further verification.

To stop automatic charging while keeping the subscription, choose Payment settings > Pay each invoice, review the terms, and confirm. Future invoices require payment within the shown payment window. This changes the payment choice; it does not cancel renewal.

Cancel renewal

To cancel a paid subscription:

1. Open Settings > Billing > Plans and usage.
2. Choose Cancel subscription.
3. Complete cancellation on the secure billing page.

Cancellation stops the next renewal and takes effect at the end of the current paid period. Access continues through that period. After paid access ends, organization data is preserved for a 90-day grace period. See Data retention and account deletion for the later process or contact us for help.

If a plan or position change is already scheduled, Cancel subscription shows a confirmation in FTE Tree. Confirming removes the pending change and stops renewal while preserving access through the current paid period.

Cancel a trial or restore access

For a new workspace, follow Create an organization and start a trial. To end an active trial, a person with the required billing authority opens Plans and usage, chooses Cancel trial, reviews the immediate access consequence, supplies the requested reason, and confirms. Trial access ends immediately; this is different from canceling renewal at the end of a paid period.

Your organization’s data is kept according to the data retention process. While it is still available, you can choose a paid plan to restore access. Review the subscription status and terms before continuing. Cancellation does not permanently delete the organization.

Form choices

Use this reference to choose form values. Available choices depend on the task, selected date, and your access.

Billing plan

Review the edition, monthly or annual interval, managed-position allowance, and recurring amount shown for the offered plan.

Position control covers approved position details and staffing work. Workforce Budgeting adds budget, compensation, and related financial work. Pricing counts managed positions rather than employees or people with FTE Tree accounts. Review the current offer and billing interval before confirming; the pricing and subscription pages provide the current amounts.

Optional practice: check what your plan includes

For exercises that change records, use a separate practice organization and complete the preparation below.

Practice steps and checks

1. Open Settings > Billing > Plans and usage.
2. Read the edition, position quantity, current usage, and trial or paid-period dates.
3. Open the pricing calculator if you need an estimate for a different quantity.
4. Review the available subscription and invoice actions with the person responsible for billing.

Patient Services Coordinator is one active approved position, so it counts as one position in your plan. Assigning Avery to it does not create a second position. Vacant and staffed positions each count once.

A submitted New position request can reserve a place while it is reviewed. Canceling or rejecting it releases that reservation. Review purchase and cancellation confirmations without completing a real purchase or ending access just for practice.