Billing & Subscription
Your HeyKazi subscription determines what features your organisation can access and how many team members you can have. The Billing page in Settings shows your current plan status, payment history, and options to subscribe or cancel.
Navigate to Settings then Billing to view and manage your subscription.
Subscription Lifecycle
Every subscription moves through a series of statuses that reflect its current state. Understanding these statuses helps you anticipate what happens at each stage.
| Status | Description |
|---|---|
| Trial | Your organisation is in the free trial period. All features are available so you can explore the platform before committing. |
| Active | You have an active paid subscription. Everything works as normal. |
| Cancelling | You have requested cancellation. Your access continues until the end of your current billing period. |
| Past Due | A payment has failed. Your access continues while the issue is being resolved. |
| Grace Period | Your subscription has ended. The organisation is in read-only mode — you can view your data but cannot make changes. |
| Expired | The grace period has passed. The organisation remains in read-only mode. |
| Suspended | Your account has been suspended. Data is preserved but access is restricted. |
| Locked | Your account has been locked due to an expired subscription. All data is preserved and becomes accessible once you resubscribe. |
The typical path is Trial to Active to (optionally) Cancelling to Grace Period. Subscribing at any point brings you back to Active.
During Trial, Active, Cancelling, and Past Due statuses, your organisation has full read-write access. All other statuses put your organisation into read-only mode.
What You See at Each Stage
The Billing page adapts to your current status:
- Trial — a countdown showing when your trial ends, your member count, the monthly amount, and a Subscribe button to start a paid plan.
- Active — your next billing date, member count, monthly amount, and a Cancel button showing when your current period ends.
- Cancelling — the date your access ends, with an option to resubscribe if you change your mind.
- Past Due — a message that your payment has failed, with a Subscribe button to update your payment details.
- Grace Period — a countdown showing time remaining in the grace period, a red warning banner about read-only mode, and a Subscribe button.
- Expired — a red warning banner confirming the grace period has ended, read-only mode active, and a Subscribe button.
- Suspended — a red banner with the grace period end date and a Subscribe button.
- Locked — a full-page notice explaining that your account has been locked. Your data is preserved and will be accessible once you resubscribe. A Subscribe button lets you reactivate.
Subscribing
HeyKazi uses PayFast to process payments. When you click Subscribe, you are redirected to PayFast to complete the checkout process.
Step 1 — Click Subscribe
On the Billing page, click the Subscribe button. This initiates the PayFast checkout flow.
Step 2 — Complete payment on PayFast
Follow the PayFast payment process to enter your payment details and confirm the subscription.
Step 3 — Return to HeyKazi
After completing payment, you are redirected back to HeyKazi. The page polls for your updated subscription status — once confirmed, your status changes to Active.
If you cancel the PayFast checkout, you are returned to the Billing page with no changes to your subscription.
Cancelling Your Subscription
If you need to cancel, the Billing page shows a Cancel button when your subscription is Active. Cancelling does not take effect immediately — your access continues until the end of your current billing period. During this time your status shows as Cancelling.
After cancellation takes effect, your organisation enters read-only mode. You can still view all your data, but you cannot create or edit projects, tasks, time entries, or invoices until you resubscribe.
If you change your mind before the period ends, you can resubscribe from the Billing page to return to Active status.
Payment History
The Billing page includes a Payment History section that shows a table of all past payments. This is visible for all subscription statuses except Locked, where the full-page lock notice takes over.
Member Limits
Your plan sets a maximum number of team members. The Team page displays a progress bar showing your current usage (including pending invitations) — for example, “3 of 10 members.” When you reach the limit, the invite form is replaced with a message directing you to upgrade.
Admin-Managed Accounts
Some organisations have their billing managed externally rather than through self-service. If your account is admin-managed, the Billing page shows a Managed Account info card instead of the standard PayFast subscription controls.
Admin-managed accounts do not see the Subscribe or Cancel buttons. If your account reaches a locked state, you will see a message to contact your administrator rather than a self-service resubscribe option.
If you are unsure whether your account is self-service or admin-managed, check the Billing page. A Managed Account badge indicates external billing management.
Tips and Best Practices
- Subscribe before your trial ends — subscribing early avoids any interruption. Your billing cycle starts from the date you subscribe, not the end of the trial.
- Monitor the grace period — if your subscription lapses, you have a limited window to resubscribe before the account is locked. Data is always preserved, but read-only mode can disrupt your team’s workflow.
- Check payment history for failed payments — if your status shows Past Due, review your payment method with PayFast and try subscribing again.
- Plan for member limits — keep an eye on your member count relative to your plan limit. Upgrade before you run out of seats to avoid blocking new invitations.
Related Features
- Team & Permissions — manage team members and understand plan limits
- Organization Settings — configure currency, branding, and preferences
- Integrations — some integrations require specific plans