Plans & Billing
This page is for Owners and anyone comparing FileOnion plans. It covers what each plan includes, how the free trial works, and how to manage seats, payments, and your subscription.
Plan lineup
| Personal | Professional | Enterprise | |
|---|---|---|---|
| Monthly billing | $24.99 per user/month | $34.99 per user/month | Custom — contact sales |
| Annual billing | $19.99 per user/month | $29.99 per user/month | Custom — contact sales |
| Team members | Up to 5 | Up to 25 | Up to 100 |
| Storage | 15 GB | 1 TB | Unlimited |
| Max upload size | 100 MB | 1 GB | 1 GB |
| Workflow stages | Rename the 5 defaults | Up to 5 custom | Unlimited |
| Workflow actions | — | Up to 10 | Unlimited |
| Free AI reviews / month | 25 | 100 | 300 |
Professional is the most popular plan. Every new firm starts with a 15-day free trial — no credit card required.
What 'rename the 5 defaults' means
Every plan gets the same 5-stage default kanban workflow (New, Client Open, Files Uploaded, Needs Review, Approved). On Trial and Personal you can rename those stages but not add, reorder, or delete them, and workflow actions are not available. Professional and Enterprise unlock full customization. See Workflows & Automation.
What's included
Personal
For individuals and small firms getting started:
- Up to 5 team members
- 15 GB storage, 100 MB file uploads
- Unlimited document requests
- Email reminders and notifications
- Kanban board and workflows
- Dropbox integration
- Client portal and file manager
Professional
Everything in Personal, plus:
- Up to 25 team members
- 1 TB storage, 1 GB file uploads
- REST API and automation integrations (Zapier, Make, n8n)
- Teams, sharing, and visibility controls
- Custom branding
- Audit logs
- Bulk user management and data export (GDPR)
- Publishing templates to the community Template Library
- Priority support
Enterprise
Everything in Professional, plus:
- Up to 100 team members
- Unlimited storage, 1 GB file uploads
- Single sign-on (SAML 2.0 and OIDC)
- Custom roles and permissions
- Dedicated support
See Teams & Sharing and the Security Guide for details on the Professional and Enterprise features.
The free trial
Your trial starts when you create your firm and lasts 15 days. No credit card is required, and you can subscribe at any point during the trial.
While the trial runs, a status banner sits at the top of every page and escalates as the end approaches:
| When | What it says |
|---|---|
| More than 7 days left | "N days left in your trial. All features are unlocked." — dismissible, with a See plans link |
| 7 days or fewer | "Your trial ends in N days, on date. Upgrade to keep your requests, files and client access." — Choose a plan |
| 3 days or fewer | "Your trial ends in N days. After that, clients can't upload and your files become read-only." — Choose a plan |
| Ended | "Your trial has ended. Your files are safe, but requests are paused. Subscribe to restore access." — Subscribe now |
Once you subscribe, the banner disappears — paying customers never see a trial countdown.
When the trial ends without a subscription, your files stay safe and in place but requests are paused: clients can't upload and your files become read-only. You regain full access as soon as you subscribe.
Adding seats
FileOnion bills per active firm user. To add a seat, invite a new team member:
- Go to Organization → Billing to see your current Seats used.
- Click Add seats to open user management, then invite the new member.
Your subscription rate adjusts to the number of active users on your account, up to your plan's seat limit (5 on Personal, 25 on Professional, 100 on Enterprise). Removing a user frees the seat.
Monthly vs. annual billing
Both billing periods include the same features — annual billing costs less per month:
- Monthly: $24.99 per user/month on Personal, $34.99 per user/month on Professional.
- Annual: $19.99 per user/month on Personal, $29.99 per user/month on Professional, billed annually.
For Enterprise pricing on either period, contact the sales team.
Payment methods and invoices
FileOnion payments are processed by Stripe and made by card. From Organization → Billing you can see your plan, subscription status, and next billing date. Click Manage billing to open the secure Stripe billing portal, where you can:
- Update your payment card
- View and download invoices
- Review upcoming charges
Owner only
Only the account Owner can manage billing — subscribing, changing plans, updating payment details, and cancelling.
AI & Automation add-on
Auto review — where FileOnion checks each uploaded file against the document it was filed under — is metered. Every plan gets a free monthly allowance; the AI & Automation add-on raises it for firms that review at volume.
Your free monthly allowance
Every plan, including the trial, includes a number of free AI reviews each month at no extra cost:
| Plan | Free AI reviews per month |
|---|---|
| Trial | 10 |
| Personal | 25 |
| Professional | 100 |
| Enterprise | 300 |
The allowance resets at the start of each calendar month. You are never charged for exceeding it without the add-on — auto review simply stops for the rest of the month and resumes when the counter resets.
How reviews are counted
One review covers one document of up to 5 pages. A longer document costs one review per 5 pages, rounded up — so a 1-page W-2 is 1, a 6-page bank statement is 2, and a 20-page bundle is 4. Images always count as 1.
You are only charged for a review that completes. Files FileOnion can't check (unsupported file types, oversized files, PDFs over 100 pages) and reviews that fail are free.
What the add-on adds
The add-on is a paid line item on your existing subscription. It:
- adds a further block of included reviews each month, on top of your plan's free allowance
- unlocks metered overage beyond that, billed per document at the end of the month
- lets you set an optional monthly spend cap
For current pricing — the add-on's monthly fee, how many reviews it includes, and the per-document overage rate — see Organization → AI & Automation, which always shows live figures for your plan and billing period.
Buying it
Go to Organization → AI & Automation (or Organization → Usage, where the AI Classification meter has a Get the AI add-on button) and confirm.
- Owners and Admins only. Other roles see the usage meter but no purchase button.
- Requires an active paid plan with a working card. Free trials can't buy the add-on — subscribe first.
- There is no separate checkout. The add-on attaches to your existing subscription and the prorated charge appears on your next invoice.
Spend cap
When buying the add-on — or anytime afterward from Organization → AI & Automation — you can set a monthly spend cap in dollars. It caps overage only, not your included reviews. When the cap is reached, auto review pauses for the rest of the month rather than continuing to bill. Leave it empty for no cap. Your invoice is never more than the cap you set.
Watching your usage
Organization → Usage shows an AI Classification card with:
- a Documents classified progress bar against your total allowance, which turns amber at 75% and red at 90%
- Remaining this month
- Projected overage (this month), once the add-on is active
- your Monthly spend cap, if set
- a warning if any documents went unchecked for lack of allowance
Payment issues and cancellation
- If your subscription goes past due, the add-on pauses (it is not canceled) and you fall back to your plan's free allowance. Paying the invoice reactivates it automatically — no need to re-purchase.
- Cancel anytime from Organization → AI & Automation. Auto review falls back to your free monthly allowance. Cancellation produces a prorated credit on your next invoice, not an instant refund. Overage already incurred that month is still billed.
Upgrades, downgrades, and cancellation
- Upgrade or downgrade at any time from the plans page: go to Organization → Billing and click Upgrade next to your account type, or open Plans directly.
- Cancellation: there is no setup fee and no long-term commitment. If you cancel, your subscription continues until the end of your current term, and you are not charged again after it expires. Refunds are not provided for early cancellation on either billing period.
Checkpoint
After subscribing or changing plans, Organization → Billing shows your new account type and the next billing date.