Managing Your Billing and Closing Your Account

This article is for Administrators. Learn more about permissions.
If you’re a Regular User, check out our Regular User resources.

Change the number of seats in your subscription, update billing information, view Harvest receipts, change your web address, or close your account from the Settings (top right) section of your Harvest account. 

Only people with Administrator permissions can view and change account settings. If you don’t see the Settings link in your navigation, you don’t have Administrator permissions.

Upgrading your account

Any Administrator can easily upgrade a trial account to a paid plan:

  1. In your Settings (top right), go to the Billing Information section and click Upgrade.
  2. Complete the upgrade process by choosing to pay monthly or yearly, entering the number of seats you need for your subscription, archiving any additional people if necessary, and entering payment information.

If you enabled sample data when you opened your trial account, sample items will be automatically removed when you upgrade.

Visit our pricing page for more information on pricing.

Adding or removing seats

Your seat count, adjusted here in the Billing Information section, determines the amount you’re billed as well as the maximum number of people who can be active in your account. That is, if you want to reduce the amount you’re charged, you’ll need to first archive or delete people under Team and then reduce your seat count here; along the same lines, you’ll need to increase your seat count before you’re able to invite more people to start using your Harvest account.

Monthly Account:

Any Administrator can increase or decrease the seat count of a monthly plan:

  1. Head to Settings (top right).
  2. Go to the Subscription Plan area in the Billing Information section and click the Add or Remove Seats button.
  3. On the next screen, you’ll be able to adjust the number of seats in your plan.
  4. After changing your total number of seats, click the Update Billing Amount button to adjust your paid seat count.
    • If you reduce your seat count below the current number of active teammates, you’ll be directed to a new page to archive any additional people. Check the box beside the teammates you’d like to archive, then click Archive…Teammates to be taken back to the billing page.
    • Note that you won’t be able to archive the Account Owner or your own user profile.
  5. Your next monthly bill will increase or decrease based on the new seat count.

Yearly Account:

Any Administrator can increase or decrease the seat count of a yearly plan:

To increase the number of seats in your yearly subscription:

  1. Head to Settings (top right).
  2. Go to the Subscription Plan area in the Billing Information section and click the Add Seats button.
  3. On the next screen, you’ll be able to increase the number of seats in your plan.
  4. After entering the number of additional seats you’d like to purchase, click either the “Charge My Credit Card” or “Submit Order” button (depending on your payment method).
  5. If you pay yearly by credit card, you’ll automatically be charged a prorated amount for the seats you add. If you pay yearly via invoice, you’ll receive an invoice for the prorated amount.

To decrease the number of seats in your yearly subscription:

  1. Head to Settings (top right).
  2. Go to the Subscription Plan area in the Billing Information section and click the Remove Seats button.
    • If the button is grayed out, you'll need to archive team members before you can remove their seats. You can hover over the button and click the archive people link in the message.
  3. On the next page, select the number of seats you need to keep in your account from the dropdown menu.
    • If the lowest number of seats available is still too many, you'll need to archive more team members in your account by clicking the archive people link at the top of the page.
    • The Scheduled Subscription section will then show you the amount you'll be charged for the number of selected seats. 
    • The Summary section will show the number of seats that will be on your plan at renewal, along with your next renewal date and total subscription payment.
  4. Click Schedule Seat Removal to schedule the seat reduction for your next yearly renewal.
    • The decreased number of seats for your plan will go into effect on your next renewal date as described in the Summary section. 

If you pay yearly by invoice, you won't be able to reduce your seat count from within Settings after the subscription renewal invoice has been sent, which happens 30 days prior to your renewal date. If you'd like to reduce your seat count during this time, you can contact Harvest support.

Note: You will see the scheduled renewal information in your main Settings page in the Billing Information section—featured in a yellow message box. If you'd like to cancel the renewal plan, you can click Cancel in that message to renew with your current number of seats.

Changing your payment method

Any Administrator can change the billing method for their account from Billing Information, found in the Settings section of your account. Harvest offers the following payment methods:

  • Credit card—available for all accounts.
  • Check or wire transfer via an invoice—available for accounts with 10+ people paying yearly.

The exact options you see for changing your payment method in Billing Information will depend on your current payment method:

  • If you currently pay monthly and would like to switch to yearly billing, click the Pay Yearly button.
  • If you currently pay yearly and would like to switch to monthly billing, please contact Harvest support within 30 days of your renewal date.
  • If you currently pay for a yearly account with 10+ seats by credit card and would like to request an invoice, click the Pay by Check button.
  • If you currently pay for a yearly account by invoice and would like to pay by credit card, click the Pay by Credit Card button.

Harvest also offers a free plan. You can find out more about it and how to switch to it here.

Updating your billing info

Any Administrator can update an account’s billing address, credit card, and receipt/invoice recipients (depending on how you pay) from the Billing Information section of your Settings (top right).

If you pay by credit card:

  • Click the Update Credit Card button to edit the credit card currently being used in your account. You can also edit your billing address from here. Click Update after making any changes.
  • Click the Update Recipients button to add or remove receipt recipients. Click Save after making any changes to the list.

If you pay by invoice:

  • Click the Update Address button to edit the address that appears on your invoice from Harvest. Note that the name that appears on the invoice is your company name as set in Settings > Preferences > Company Name.
  • Click the Update Recipients button to add or remove invoice recipients. Click Save after making any changes to the list.

Putting your account on hold

If you want to stop using your account and cancel your subscription for now but keep the account intact so you can come back to it later, the Account Owner can put it on hold for up to six months from their Settings. No payment will be taken while the account is on hold.

After you put the account on hold, we’ll email you a link to download your account’s time and invoice data that will be available for one week. In addition, all data in an on-hold account will be maintained for six months, during which time you’ll still be able to access and export data from the Reports section but won’t otherwise be able to actively use the account.

If the account isn’t reactivated after six months, it’ll be permanently deleted along with any data in it. For this reason, we recommend that you also export all data before putting your account on hold.

To put the account on the hold, the Account Owner can take the following steps:

  1. In your Settings (top right), scroll down to the bottom of the page and click Close Account.
  2. Select Put My Account On Hold.
  3. Let us know why you’re putting the account on hold, then click the Put My Account on Hold button.
    • Note that this action takes effect immediately, even if you have time remaining in your billing cycle, so please make sure you and your team are completely done using the account. 

Any Administrator can reactivate an on-hold account. In your Settings (top right), go to the Billing Information section and click Reactivate Account, then complete the upgrade process. Please note that this will start a new paid subscription for you! Once that’s done, you’ll be all set to get back to work with Harvest.

Closing your account

If you want to cancel your subscription and completely delete the account, the Account Owner can close it from the Settings. We’ll then email you a link to download your account’s time and invoice data that will be available for one week after the account is closed.

We also recommend that you export any other data you may need before closing the account. If any of the exports are emailed to you rather than downloaded immediately, please make sure you follow those links and download the reports before closing the account, as the links won’t be available after you’ve taken that step.

If the Harvest account you close was connected to a Forecast account, the Forecast account will no longer benefit from the integration features but won't otherwise be affected. It will remain active, and you and your team will continue to have access to it.

To close your account, the Account Owner can take the following steps:

  1. In your Settings (top right), scroll down to the bottom of the page and click Close Account.
  2. Select Close My Account.
  3. Let us know why you’re closing the account, then click the Permanently Close My Account button.
    • Note that this action takes effect immediately, even if you have time remaining in your billing cycle, so please make sure you and your team are completely done using the account. 

Harvest receipts and invoices

If you pay for Harvest by credit card, you’ll receive an email receipt. Yearly accounts with 10+ seats that choose to pay by invoice will receive those via email, as well.

  • To add additional information to your receipts and subscription invoices, such as a VAT number or your full business name, follow this guide.

Harvest receipts and invoices are sent to the account owner and anyone else specified as a receipt recipient. Administrators can add or remove receipt recipients from Settings (top right). Under the Billing Information section, in the Receipt Recipients area, click the Update Recipients button. Click Save after making changes to the list.

Harvest receipts are emailed after successful payment and can also be viewed at any time from your account's Settings (top right). In the Billing Information section, find the Subscription Plan area and click the See billing history link. Invoices are not displayed in your account.

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