This guide is for a course provider's System Admin managing what the business pays Cademy: moving between monthly and yearly billing, cancelling a paid plan, getting copies of Cademy invoices, updating the card after a failed payment, and upgrading or downgrading the plan.
It does not cover invoices you send to your customers, refunds of customer orders or learner membership payments. For what each plan includes, its limits, prices and fees, see What Each Cademy Plan Includes and Costs.
Open Billing & Usage to Manage Your Cademy Subscription
Your Cademy subscription is managed on the Billing & Usage page of the Admin Dashboard. Payments, invoices and card details are handled by Stripe, which opens from that page.
Sign in to the correct business in the Admin Dashboard.
Open Settings, then Billing & Usage.
On Free, use Choose Your Plan. On a paid plan, check the Plan section for the current plan, billing period and any renewal, trial-end or end date shown.
An account on the Custom & Enterprise plan sees it named Enterprise in the Plan section. It does not have the standard Change Plan button; contact Cademy Support about changes to your agreement.
Only a System Admin can open this page. If you cannot open it, ask a System Admin for your business to manage the subscription.
Move Your Cademy Subscription to Monthly or Yearly Billing
You can move a standard paid plan from yearly to monthly billing, or from monthly to yearly, without changing the plan. These steps apply to standard paid plans with a Change Plan button, not Free or Custom & Enterprise.
Open Settings > Billing & Usage, then select Change Plan.
Choose the other billing period: Pay Monthly or Pay Yearly.
On your current plan's card, select Change to Pay Monthly or Change to Pay Yearly.
Check the price and effective date on Stripe's confirmation page, then confirm only if those details are correct.
Stripe returns you to Billing & Usage, which shows Your plan has been updated and Your billing period has been updated. Check the saved billing period and charge in the Plan section.
If your payment card has expired, update it as well; see Payment Card Expired or a Payment to Cademy Failed below. Changing the billing period does not replace the card.
Cancel Your Cademy Subscription (Stop a Paid Plan)
Cancelling a standard paid plan stops it renewing. You keep its features until the end of the billing period you have paid for, then the business moves to the Free plan. For Custom & Enterprise, contact Cademy Support about your agreement.
Open Settings > Billing & Usage, select Change Plan, then select Downgrade on the Free plan.
Check that the Stripe page that opens is cancelling the intended Cademy subscription. If an error message appears and no Stripe page opens, or the page offers a new trial or a different purchase instead, do not complete it and do not try again; ask Cademy Support to cancel the plan for you.
Read the end date, then complete the cancellation only if the details are correct.
Return to Billing & Usage and check the plan status and end date. The plan card shows Ending and the date it moves to Free.
After a cancellation, the page shows the message Your plan has been cancelled: “We're sorry to see you go. You can still use your current features until the end of the billing period, then you will move to the Free plan.”
Make Sure No Further Payments Are Taken After You Cancel Your Subscription
When the plan card shows Ending with an end date, the subscription is cancelled and will not renew. The Downgrade button on the Free plan is then greyed out, because there is nothing left to cancel. If the card still does not show Ending after you reload the page, contact Cademy Support before trying again.
Estimated this month can still show the plan's charge for the current month after you cancel. It is an estimate, not a new payment. AI credit charges are separate from your main plan: if Billing & Usage shows Your Add-Ons, check any AI credit pack or pay-as-you-go use there. The section “AI Credits on Your Cademy Plan” of What Each Cademy Plan Includes and Costs describes them.
If you cancelled by mistake, or have a question about a refund of a payment you made to Cademy, contact Cademy Support.
Cancelling a Plan Is Not Deleting the Business Account
Stopping a paid Cademy plan keeps the business account and moves it to Free at the end date shown. It does not delete the business or cancel your customers' orders.
To permanently delete the business, a System Admin uses Delete Account at the bottom of Profile. Deletion cancels the Cademy plan and AI credit subscriptions without a refund and removes the business's courses, contacts, files and team access. You do not need to cancel the plan separately first. Read Close or Delete Your Course Provider Account before confirming; deletion cannot be undone.
Download a Copy of Your Cademy Invoices (Payment & Invoices)
Invoices for what you pay Cademy, and your payment details, are in Stripe's billing portal for your Cademy billing account. For a paid plan, Estimated this month includes Payment & Invoices.
Open Settings > Billing & Usage.
Under Estimated this month, select Payment & Invoices. This opens Stripe's billing portal for your Cademy billing account.
If the portal shows an invoice history, open each invoice for the months you need and download it. If you change billing information, complete the portal's confirmation and check the saved result before closing it.
If the button is missing, an invoice you need is not listed, or the portal does not offer the change you need, for example a different email address for invoices, ask Cademy Support to check your Cademy billing account. Include your business name and the months or the invoice reference, not your full card number.
On Free, the page has no Estimated this month panel. The Manage button on the Free plan's card opens the Stripe billing portal instead.
Estimated this month is not an invoice. It shows an estimate for the current calendar month, starting with your plan. Check the actual invoice for the amount billed.
Cademy invoices are not payout statements. Money your customers pay for bookings goes to your payment provider, such as Stripe or PayPal, and their payout reports show what was paid to your bank account. See How You Get Paid for Bookings (Payouts and Fees).
Payment Card Expired or a Payment to Cademy Failed (Update Your Card)
The Billing & Usage page does not show whether a payment to Cademy failed. To check, select Payment & Invoices and look at the invoice and payment information in Stripe's billing portal.
If your card has expired or a payment failed, open Payment & Invoices and use the portal's option to update your payment method, if it shows one. If it does not, or you are not sure whether a charge went through or what a failed payment means for your plan, contact Cademy Support. Include your business name and the invoice or charge reference. Do not send card details.
Upgrade, Downgrade or Start a Paid Cademy Plan
If you see You are on a custom plan, or have negotiated or older terms, check the effect of a change with Cademy Support before confirming it. To understand the message, see What Does “You Are on a Custom Plan” Mean?.
Open Settings > Billing & Usage. On Free, the choices are on the page. On a paid plan, select Change Plan.
Choose Pay Monthly or Pay Yearly, then GBP £, USD $ or EUR €. A yearly /month price is a monthly equivalent, not a monthly bill.
Find the plan you want. Select the action shown on its card: Start Free Trial, Upgrade or Downgrade, according to your current plan and trial history. If you already pay for a plan and the card says Start Free Trial, or the Stripe page starts a new subscription or trial instead of changing your current one, do not complete it; contact Cademy Support.
On the Stripe page that opens, check the selected plan, currency, billing period, trial terms if offered, tax and amount to pay. Read when the change takes effect before completing Stripe's confirmation.
Stripe then returns you to Billing & Usage, where a message names the plan you chose. Check the current plan and billing details in the Plan section. If they do not match the change you confirmed, keep the confirmation reference and contact Cademy Support before trying again.
A free trial is not the same as the Free plan. A trial lasts 14 days, and Stripe asks for a payment method when it starts. Check the trial end and the charge that follows before confirming.
Frequently Asked Questions
Is Payment & Invoices where I find invoices sent to my customers?
No. It opens your business's billing account for payments to Cademy. Customer order invoices and learner membership payments are separate.
Does an Estimated this month total of zero mean my yearly plan is free?
No. A yearly plan is billed once a year. The monthly estimate and the plan's yearly charge answer different questions; check the renewal date and the actual invoice.
Can a Course Owner or Facilitator manage the subscription?
No. Only a System Admin can open Billing & Usage and start a plan change.