Plans and limits

Four tiers. Every one includes the programme, the site diary, photos, snagging, documents, building control, the handover pack, the whole of CDM and site safety, and your branding. What changes is how many jobs, clients and people you can run at once, and whether the contract screens, invoicing and FlowAI come with it.

The tiers

How the counting works

Projects

Free counts every project you have ever created, including completed and archived ones. The paid tiers count only live projects, so finishing a job frees a slot.

That asymmetry is deliberate rather than an oversight. Free is a trial of the whole product on a real job, not a way to run a business one job at a time.

Team members

Everyone on your company's books except you. Admins, employees and subcontractors all take a seat — counting only subcontractors would leave an obvious loophole where a Free user invites unlimited "admins".

That includes people invited onto a single job from its Team tab. Each person counts once, however many of your jobs they are on, and someone already on your staff takes no extra seat when you add them to a job.

Clients

Counted separately from team members, so a job with a client on it does not cost you a team place.

Pending invitations

An invitation that has been issued but not accepted counts as taken. Otherwise a company could send more links than it has seats and find out at the worst moment. A link that several people can use counts once for each use, and is never given more uses than you have places left.

What happens at a limit

SiteScope says so before you start, not after you have filled something in. At your project limit, New project shows what is used up in place of the form, and so do converting an enquiry and accepting a quote that would start a job. At a client or team limit, the invite panels say so above the form and the roles that are full are marked.

Parts of SiteScope your plan does not include — Enquiries, Quotes, Costs, Invoices, a job's Money and Choices tabs — stay in the menu for you and your staff, greyed out with a lock and the plan they come with, so you can see everything SiteScope does. Opening one says what it does, with a button to that plan for owners and admins.

On Basic and Pro, setting a completed or archived job back to live takes its slot again, so it needs a free one, the same as starting a new job.

The actual refusal happens in the database — which means it cannot be worked around, including through the API.

Nothing existing is affected. Being at your project limit stops you creating the next one; it does not touch the ones you have.

Paying monthly or yearly

Both paid tiers can be paid month by month or a year at a time. Paying yearly takes 10% off — a little over a month free. The toggle above the plan cards, on the pricing page and in Settings → Plans, switches the figures between the two.

Monthly plans renew until you stop them. Yearly plans are charged once, up front, and renew on the same date the following year.

Choosing a plan when you sign up

Pick a paid plan on the pricing page and it comes with you through sign-up. Once the company is set up, Settings → Plans opens with Continue to payment; or carry on with Free and decide later. Nothing on Free runs out.

After paying you come back to a page that confirms it: the plan and price, what was charged today with the receipt and a PDF invoice, when the next payment is due, and the card it was paid with. The same page follows any change of plan made in the app.

Changing plan

Settings → Plans, pick a tier, press the button. A first payment goes through a card page hosted by Stripe — we never see or store your card number. After that, moving between tiers or between monthly and yearly is one confirmation: the plan screen says what will happen to your card before anything is charged, and you are not asked for the card again unless your bank wants to approve the payment.

Changes mid-term are prorated: you are credited for the part of the period you have already paid for and charged only the difference. Moving up a tier, or to yearly, is charged straight away and switches over as soon as the payment goes through — if your bank declines it or wants you to approve it, nothing changes until you do. Moving down switches straight away, and what you had paid for the rest of the period comes off your next invoice. Nobody pays twice for the same fortnight.

Only a company owner or admin can change the plan. Employees, subcontractors and clients do not see the billing controls at all.

Moving down a plan

A smaller plan has room for fewer open projects, clients and team members, so moving down starts with choosing what to keep. Pick a smaller plan, or Cancel subscription on the Free card, and SiteScope lists your open projects and everyone who holds a place, with the most recent ones ticked. Tick what stays, within the new plan's limits.

• Projects you don't keep are locked. Everything in them is kept exactly as it was, but nobody at your company can open or change them. They stay in your Projects list, greyed out, and an owner or admin can unlock one whenever there's room on the plan.
• People you don't keep lose access to your company and its projects. Invite them again later and they pick up where they were.
• Clients who lose a project are told. A client whose project is locked, or who is taken off it, gets an email and can download a copy of everything they could see on it — the project record, messages, payments, photos and documents — for 30 days.
• Finished projects don't need choosing on Basic and Pro: they don't count against the plan, so they stay open. On Free every project counts.

Moving to a cheaper paid plan happens straight away. Cancelling runs to the end of the period you've paid for, and what you chose is carried out then; until that date you can change what's kept, or carry on with your plan.

If a plan drops without a choice being made — a card that kept failing, say — the company's projects are paused until an owner or admin chooses what to keep. They're asked as soon as they sign in.

We ask why you're moving down. It goes straight to the people who build SiteScope, and we read every one.

Invoices, cards and cancelling

Manage billing on the plan screen opens your billing account: every invoice you can download for the accountant, the card on file, and your billing address and VAT number.

To cancel, press Cancel subscription on the Free card and choose what to keep on Free. It takes effect at the end of the period you have already paid for, not immediately. Until then everything carries on as normal, and the plan screen shows the date it ends. Afterwards the account moves to Free — again, nothing is deleted.

If a payment fails

Nothing is switched off. A failed card is retried over about a fortnight, and the plan screen says clearly that the last payment did not go through with a link to update the card. You do not get locked out of a live job over an expired card. Only if the retries are exhausted does the account drop to Free.

SiteScope isn't VAT registered, so no VAT is added to these prices. The checkout page collects a billing address and has a field for your VAT number, so it appears on the invoice.

Anything about a charge that the billing account doesn't answer, email support — the address is on the Help page, under the ? at the top of every screen.

Deleting things

Deleting is separate from anything to do with plans, and it is always deliberate. Every delete asks first, says what goes with it, and cannot be undone.

Photos and documents take their files with them, not just the record of them. That is what makes a deletion request under UK GDPR something you can action yourself rather than having to ask us.

Enquiries

Tracking enquiries, booking site visits and the report on where your work comes from are Basic and above. Not because the free tier is being squeezed — the free plan is one project for the lifetime of the account, so a pipeline there would be a screen full of nothing.

Unlike most of SiteScope, entitlement here follows the company's own plan rather than a project's, because an enquiry is not attached to a project yet. And unlike the rest, it is visible to employees as well as owners and admins — but never to subcontractors, whatever their plan, because the pipeline is the company's commercial position.

Safety is not a paid feature

The construction phase plan, risk assessments, method statements, toolbox talks, sign-offs, the incident log and the safety pack are on every plan, free included. CDM 2015 applies to every construction project regardless of size, and a builder on the free tier has exactly the same duties as one on Bespoke. Charging for the means to meet them would be indefensible.

One part is gated: the reusable company library of risk assessments needs Basic or above. That is a convenience for somebody running several jobs at once, not a duty — you can write a full assessment on any job on any plan, and nothing you have already written stops working if you downgrade.

Contracts and payments

The contract sum, scope of works and payment schedule are a Basic feature, and — like FlowAI — entitlement follows the project's company rather than the person looking. A client on a Basic builder's job sees their payment schedule; the same client on a free builder's job has no Payments tab, because there is nothing behind it.

Quoting

Pricing a job up from your costs, the quotation document, and turning an accepted quote into a contract are Pro and above — beside invoicing, because pricing work and billing for it are the same moment in a business's life.

On Basic you can still record an enquiry, book the visit and start the job by hand, then set the contract sum and scope on the Money tab. What Pro adds is the build-up: putting in what the work costs you, seeing the margin as you price, and having acceptance write the contract and the scope of works for you.

Costs and CIS

Subcontractors, CIS deductions and returns, and tracking what a job actually cost are Pro and above. A builder using subcontractors is running a contracting business, and CIS is the paperwork that comes with that.

Like enquiries and unlike most of SiteScope, this follows the company's plan and is visible to employees but never to subcontractors — a subbie who can see what you pay other subbies, or what margin is left on the job, is a subbie you are about to lose.

Invoicing

Raising VAT invoices, credit notes and the accountant's export are Pro and above. The contract sum, scope, payment schedule, changes and choices are all on Basic — invoicing is the point at which somebody is running a business rather than a job.

FlowAI and the plan

FlowAI is a Pro and Bespoke feature, and entitlement follows the project's company rather than the person asking. That is what lets a client on a Pro builder's job use the assistant — clients have no plan of their own.

FlowAI comes with a monthly allowance, counted in tokens and shown on the plan screen. When it's used, FlowAI pauses until the 1st — there's never an extra charge. See the FlowAI guide for how that is measured.