Subscription & Billing
Formspace offers flexible plans to fit teams of all sizes. This guide covers how plans work, what limits apply, how to track your usage, and how to manage billing.
Accessing your subscription
Section titled “Accessing your subscription”- Click Settings in the sidebar.
- Switch to the Subscription tab.
You’ll see your current plan, its status, and a summary of your usage.
Plans overview
Section titled “Plans overview”Formspace has four tiers:
| Feature | Free | Basic | Pro | Premium |
|---|---|---|---|---|
| Forms | Unlimited | Unlimited | Unlimited | Unlimited |
| Responses per month | 20 | 100 | 500 | 10,000 |
| Team members | Up to 3 | Up to 5 | Up to 20 | Unlimited |
| Upload file size | 10 MB | 10 MB | 100 MB | 1,000 MB |
| Version history | 1 day | 7 days | 30 days | 365 days |
| Custom form paths | ✗ | ✗ | ✓ | ✓ |
| Custom subdomain | ✗ | ✗ | ✗ | ✓ |
| Remove branding | ✗ | ✗ | ✓ | ✓ |
| Custom email content | ✗ | ✗ | ✓ | ✓ |
| PDF email attachments | ✗ | ✗ | ✓ | ✓ |
| Workflow runs per month | 10 | 20 | 100 | Unlimited |
| Human support | ✗ | ✗ | ✗ | ✓ |
| AI usage | Limited | Higher | Even more | Max |
The Free plan is a great way to explore the product and build your forms. Upgrade when you’re ready to start collecting responses at scale and access advanced features.
Subscription statuses
Section titled “Subscription statuses”Your subscription can be in one of several states:
| Status | Meaning |
|---|---|
| Active | Your subscription is current and all features are available. Shows the next renewal date. |
| Trialing | You’re on a free trial of a paid plan. Shows when the trial ends. |
| Incomplete | Payment information is missing or invalid. Update your billing details to activate your plan. |
| Incomplete Expired | A previously incomplete payment was never resolved and has expired. |
| Past Due | A payment has failed. Update your billing information to avoid service interruption. |
| Paused | Your subscription is temporarily paused. Resume it to regain access to paid features. |
| Canceled | Your subscription has been canceled. You will revert to the Free plan. |
| Unpaid | Your subscription has outstanding unpaid invoices. Update billing to restore access. |
Subscriptions with an Active, Trialing, Incomplete, or Past Due status are treated as current — you retain access to your plan’s features while in any of these states. Incomplete and Past Due are temporary grace-period statuses; update your billing promptly to avoid losing access.
Usage tracking
Section titled “Usage tracking”The Subscription tab displays real-time usage metrics so you always know where you stand.
Responses received this month
Section titled “Responses received this month”A progress bar shows how many submitted responses you’ve received during the current calendar month compared to your plan’s monthly limit. The counter resets at the start of each month (UTC). In-progress saves do not count toward the limit until they are submitted.
When your Formspace has used 80% of its monthly responses, and again at 100%, owners and admins see a banner across the dashboard that says what the next plan includes. Once the allowance is used, forms soon stop accepting new responses until it resets; while they do, the banner can’t be dismissed. The sidebar also shows the share of your allowance remaining.
Workflow runs this month
Section titled “Workflow runs this month”Workflow publishing and both Power Automate connector triggers are available on every plan. A submitted response uses at most one workflow run for its published Formspace workflow, with Power Automate triggers sharing that same run rather than counting separately.
The counter resets at the start of each calendar month (UTC). Failed attempts count because the automation was started. Continuing an approval or re-triggering a block in an existing run does not consume another run.
A banner warns owners and admins at 80% and 100% of the allowance. When the limit is reached, Formspace continues accepting responses. A skipped workflow record appears on the response and can be started later after upgrading or after the monthly allowance resets. Published workflows remain published and automatically resume for new responses when capacity is available.
Team members
Section titled “Team members”A separate counter shows how many team members (including pending invitations) you have compared to your plan’s limit. Approvers don’t count toward it. Premium plans show an unlimited allowance. A banner tells owners and admins when 80% of the seats, and then all of them, are taken.
Each banner can be dismissed for the rest of the month; it comes back if usage reaches the next level.
Upgrading your plan
Section titled “Upgrading your plan”Owners and admins can change the plan. There are several places they can initiate an upgrade:
- Settings → Subscription — Click the Upgrade button to view available plans and select one.
- Sidebar — If you’re on the Free plan, an Upgrade sparkle button appears in the sidebar.
- Usage warnings — The banners at 80% and 100% of an allowance open the plans dialog on the next plan with more of it, and the sidebar warning links to the subscription page. The usage emails sent to owners link to the same dialog.
- Feature gates — Features such as removing branding, custom email content, PDF email attachments, and custom subdomains show a badge naming the plan that includes them, such as Pro Feature. It opens the plans dialog on that plan, headed by what it unlocks.
Members don’t see the sidebar’s Upgrade button or usage warnings. If they open the plans dialog from a feature gate, it explains that only owners and admins of the Formspace can change its plan.
The plans dialog compares the plans and their features, as on the pricing page:
- Monthly or Annual — Annual billing shows each plan’s price per month, with the yearly total underneath and the saving on the toggle. The dialog opens on the billing cycle your Formspace already pays, or on Annual if it doesn’t pay for a plan yet.
- Free trial — If your Formspace has never had a free trial, your first paid plan starts with a 14-day free trial.
- Your current plan — It’s marked Current plan, and Manage opens the billing portal. On the other billing cycle, the same plan offers to switch, for example Switch to annual billing; you confirm the change in Stripe.
Managing billing
Section titled “Managing billing”Go to Settings → Subscription, then click Billing Portal to open your billing management page. From the billing portal you can:
- View your payment history and download invoices.
- Update your payment method (credit card, etc.).
- Change your plan or billing interval.
- Cancel your subscription.
The billing portal opens in a new window. When you’re done, close the window to return to Formspace.
Cancelling your subscription
Section titled “Cancelling your subscription”You can cancel your subscription at any time from the billing portal. When you cancel:
- Your plan remains active until the end of the current billing period.
- The Subscription tab shows when the cancellation takes effect.
- After the period ends, your Formspace reverts to the Free plan.
- Your forms and data are preserved — you don’t lose anything. However, features exclusive to paid plans (custom paths, branding removal, etc.) will no longer be available.
Free plan limits
Section titled “Free plan limits”On the Free plan, you can still create unlimited forms and use the full form builder. The main restrictions are:
- 20 responses per month — The allowance of submitted responses each calendar month. Once it’s used, forms soon stop accepting new responses until the month resets. In-progress saves are not counted until submitted.
- Team size — Up to 3 members.
- Upload file size — 10 MB per file.
- Version history — 1 day of form version history.
- Branding — “Powered by Formspace” appears on published forms and their response PDFs.
- No custom paths or subdomains — Forms use auto-generated IDs in their URLs.
- Standard email templates — Custom email subject and body content is not available.
- No PDF email attachments — Submission notification and approval request emails do not include PDF copies on the Free or Basic plans.
- 10 workflow runs per month — You can publish workflows and use Power Automate triggers. They share this allowance rather than counting separately. Upgrade for a larger monthly allowance.
- No human support — Community resources only.
- AI usage — Limited daily and monthly AI usage.
These limits are designed so you can fully explore Formspace before committing to a paid plan.
What’s next?
Section titled “What’s next?”- Team Members & Roles — Understand how member limits interact with your plan.
- Publishing & Sharing — See how Pro and Premium features enhance your form sharing.
- Workflows — Build, publish, and monitor workflow automation.
- Managing Your Profile — Update your personal settings and security.