If you're using Calendly for scheduling appointments, understanding how the billing system works is essential for managing your subscription effectively. Whether you're considering an upgrade, need to download an invoice, or want to know what happens after your trial period ends, this guide covers everything you need to know about Calendly billing.
We'll also cover Zeeg's advanced scheduling at lower prices - but more on that later. For now, let's see how Calendly billing works.
Important Calendly billing terms explained
Before diving into the details of Calendly billing, it's helpful to understand these key terms:
- Organization: This refers to your Calendly account. On a free plan, your organization is just your account. When you add other users, they join your organization.
- Seat: Also known as a license, seats represent the number of people who can join your organization. For example, if you have 10 seats with 6 occupied, you can add 4 more people. Your account is charged based on the number of seats, not active users.
- User: A person who joins your organization and occupies a seat. Users can schedule events, create Calendly links, and have different roles within your organization.
- Upgrade: Moving to a higher account tier (e.g., from Free to Teams).
- Downgrade: Moving to a lower account tier (e.g., from Teams to Free).
👉 Read more: How to find, share and edit a Calendly link
How Calendly billing works
Calendly offers both monthly and yearly payment options. Your plan renews automatically at the end of each billing period, and you can change your plan or the number of seats at any time.
Seat charges and management
Calendly charges for all seats on your account, even if they're not being used. For example, if you have 5 seats but only 4 active users, you'll still pay for all 5 seats.
Teams users on yearly plans get discounted prices as the team grows. Once you have more than 30 seats, the price per user decreases. You can add seats or upgrade your plan from the Calendly billing page, where you'll see a clear cost breakdown before making changes.
Upgrading or adding seats
If you add seats or upgrade your plan, the extra cost is applied immediately to your current billing period. You'll be charged a pro-rated amount based on the time left in your billing cycle.
If a user already paid for an annual subscription before joining your organization, Calendly's billing team will automatically issue a refund for the unused portion of their individual subscription.
Removing seats or downgrading
When you remove a user, their seat stays active, making it easier to replace users without affecting billing. If you want to reduce costs, you'll need to specifically remove the seat.
If you remove seats or downgrade your plan, these changes will take effect at the end of your current billing period and will be reflected on your next bill.
How to manage your Calendly billing page
The Calendly billing page is where you can handle all aspects of your subscription:
1. Changing or canceling your plan
- Navigate to the Admin Center and select Billing
- On your Billing page, select Change plan, then Upgrade/Downgrade
- Choose the plan that best suits your scheduling needs
- You can cancel your subscription by switching to Calendly's free plan
If you change your mind about a scheduled downgrade, you can undo it from the banner at the top of your billing page.
2. Updating payment methods and billing information
As a paying Calendly customer, you can update your credit card, billing address, or tax information anytime from the Billing page:
To update your credit card:
- Navigate to your Billing page
- Under Billing information, click Edit payment details
- Enter your new credit card information and select Update
Note: If you currently pay via PayPal and want to update your payment method, you'll need to contact Calendly support.
To update your billing address:
- Navigate to your Billing page
- Under Billing information, click Edit billing address
- Enter your updated billing address and select Update
To change your billing cycle from monthly to yearly:
- Navigate to your Billing page
- Under Next bill, select Switch to annual and confirm your changes
If you wish to change from annual to monthly billing, you'll need to contact Calendly support.
How to manage users and seats on the Calendly billing page
With Calendly, team members get their own scheduling links and access to multi-user features, including centralized billing, collaborative scheduling, and reporting.
Adding users and paid seats
When adding a new user, Calendly checks if there are available open seats. If not, you'll need to purchase a new seat before sending the invitation.
To add users:
- Navigate to your Users page in your Admin Center, then select Invite users
- Enter the email addresses of the users you want to invite
- (Optional) Assign the users to a group
- Select Next
- If you need to add seats, confirm the seat details and prorated costs
- Assign user or admin roles for each person and select Next
- (Optional) Assign Managed Event types for each person
- Select Send invitation
To add seats without inviting users:
- Navigate to the Admin Center and select Billing
- On your Billing page, select Add seats
- Enter the number of seats you'd like to purchase and confirm
Removing users and paid seats
When you remove a user from your organization, their paid seat remains available. This lets you invite a new user without purchasing an additional seat.
To remove a user:
- Navigate to your Users page in your Admin Center
- Choose the user you want to remove and select Remove
To remove an unused seat:
- Navigate to the Admin Center and select Billing
- On your Billing page, select Remove seats
- Enter the number of seats you'd like to remove and confirm
How to download your Calendly invoice
If you need a copy of your Calendly invoice, you can download it directly from your account's billing page.
- Navigate to your Billing page in the Admin center
- Scroll to the bottom of the page and view your transaction history
- Select the Invoice icon next to the transaction you're interested in
- A copy of that transaction's invoice will download to your computer
Invoices remain visible on your billing page until the end of your subscription term, even if you've scheduled a downgrade to the free plan.
Calendly billing and taxes
Calendly assesses applicable taxes on subscription fees as required by local law. Depending on your location, you may be charged tax when purchasing a paid plan. Prices on Calendly's website do not include tax.
Tax collection in the United States
If you qualify for tax exemption in these states, you can submit valid tax-exempt documentation to billing@calendly.com. For new paid plans, a refund will be issued for tax on the first invoice once documents are processed. For existing paid plans, exemption status will take effect on the next invoice and cannot be retroactively applied.
International tax considerations
European Union (EU) - Calendly charges Value Added Tax (VAT) on services provided to certain customers within EU Member States. If you're a business customer, providing a valid VAT Identification Number (VAT ID) and company information can exempt you from VAT charges.
United Kingdom - Calendly charges VAT on services provided to customers within the UK. Business customers should provide their VAT ID number and company information to avoid VAT charges.
Australia - Goods and Services Tax (GST) applies to services provided to certain customers in Australia. Business customers should provide their Australian Business Number (ABN) and confirm GST registration status.
India - GST applies to services provided to certain customers in India. Business customers should provide their GST Identification number (GSTIN) and company information. Also, because of the Reserve Bank of India (RBI) e-mandate directive on recurring payments using India Bank cards, all payments made to Calendly by customers in India require manual payment confirmation. Each billing cycle, affected customers receive an e-mandate compliant payment link via email. Payment must be received via this link within 14 days for the account to remain active.
Canada - Calendly charges Goods and Services Tax (GST), Harmonized Sales Tax (HST), and Provincial Sales Tax (PST or QST in Québec) as applicable. Business customers should provide relevant tax registration numbers.
To update your tax information:
- Navigate to your Billing page
- Look for the tax information section
- Enter your valid Tax ID and company information
Calendly billing plans comparison
We've been talking about billing, but perhaps you're considering an upgrade/downgrade of your account. Maybe let's have a quick look at what you can get? Calendly has four pricing tiers to accommodate different needs, from individuals to large enterprises. Here's a breakdown of what each plan offers.
👉 And if you want to understand Calendly pricing in more detail, check our guides:
Team billing best practices
Managing Calendly billing efficiently becomes increasingly important as your team grows. Here are some best practices to help you optimize your subscription management:
Regular seat audits
Conduct quarterly audits of your Calendly seats to ensure you're not paying for unused licenses. Since Calendly charges for all seats regardless of whether they're occupied, identifying and removing unused seats can lead to significant cost savings.
Strategic timing for seat changes
Since removing seats only takes effect at the end of your billing cycle, but adding seats charges you immediately (pro-rated), timing these changes strategically can optimize your spending:
- Add new seats just after your billing date if you need them for the full period
- Remove seats a few days before your billing renewal to maximize their usage
Consider annual billing
If your team size is relatively stable, switching from monthly to annual billing can save up to 20% on your Calendly subscription costs. Before committing, ensure your team's scheduling needs will remain consistent throughout the year.
Centralize billing management
Designate one or two administrators to manage all billing-related tasks, including seat allocation, plan changes, and payment method updates. This prevents accidental changes and ensures someone is accountable for monitoring subscription costs.
Use group management effectively
For larger teams, structure your organization into functional groups with appropriate permissions. This makes it easier to track which departments are using which features and can help identify opportunities for optimization.
Document user onboarding and offboarding
Create a standard process for adding new users to your Calendly organization and removing departing team members. This documentation should include steps for seat management to avoid unnecessary charges for departed employees.
Match plan to actual feature usage
Regularly assess whether your current plan matches your team's actual feature requirements. If you're paying for the Teams plan but not using its advanced features like round-robin scheduling or lead qualification, you might be able to downgrade to the Standard plan.
Export billing history for budgeting
Before your annual budgeting cycle, export your Calendly invoice history to accurately forecast future scheduling tool expenses and justify renewal costs to financial stakeholders.
Meet Zeeg, a complete alternative to Calendly
If you're looking for analternative to Calendly with similar features, Zeeg offers a competitive scheduling solution with a generous free plan. Zeeg provides seamless calendar integration (not to mention all other integrations), automated reminders, customizable booking pages, and much more.
Unlike Calendly, Zeeg offers full iCloud Calendar integration, making it an excellent choice for Apple users. Also, the platform is fully GDPR-compliant with end-to-end encryption, ensuring your data remains secure. And the customization options are way more complete.
Also, if you want a free solution, Zeeg's free plan includes two active scheduling pages (compared to Calendly Free plan), and paid plans start at $10 per month like Calendly, making it a cost-effective option for individuals and teams looking for more advanced scheduling features without the extra price tag.
Zeeg's advanced scheduling features
Beyond cost savings, Zeeg offers several powerful scheduling capabilities that make it a worthy alternative to consider:
• Smart availability rules – Create complex scheduling availability patterns with custom buffers between meetings, minimum notice periods, and date range restrictions to ensure your calendar always reflects your true availability
• Round-robin and routing forms – Distribute meetings evenly among team members or route prospects to the right person based on custom qualification criteria, improving team efficiency and lead management
• Collective scheduling – Coordinate multi-person meetings effortlessly by automatically finding compatible times across multiple participants' calendars, eliminating back-and-forth coordination
• Custom branding and white-label options – Maintain consistent brand identity with fully customizable booking pages that match your company's look and feel, removing third-party branding in paid plans
• Integrated payment collection – Accept payments at the time of booking through Stripe and PayPal integrations, ideal for consultants, coaches, and service providers who charge for their time
• Advanced analytics dashboard – Gain insights into your scheduling patterns with comprehensive metrics on meeting completion rates, popular time slots, and team performance analytics
• End-to-end encryption and European hosting – Benefit from enhanced security and true GDPR compliance with data stored exclusively on European servers, providing peace of mind for privacy-conscious organizations
Calendly billing FAQs
What are the payment options for Calendly? Calendly accepts credit and debit cards for most customers. PayPal is also available as a payment option, though you'll need to contact billing@calendly.com if you need to update your PayPal payment details.
What happens after your Calendly trial period? When you sign up for Calendly, you receive a free two-week trial of the Teams plan. At the end of this trial period, your account will automatically downgrade to the free plan without any action required on your part. Once your trial ends, any premium features like adding users or creating Workflows will be disabled. However, you can upgrade anytime to regain access to these features or cancel your subscription by downgrading to the free plan. If you want to permanently delete your Calendly account and remove all data, you'll need to follow a separate account deletion process; and if you need an alternatve to Calendly that will save you money and keeps your advanced scheduling options, you should check Zeeg.
How do I change the billing method on Calendly? To update your credit or debit card, navigate to your Billing page, select "Edit payment details" under Billing information, enter your new card information, and select "Update." For PayPal changes, you'll need to email billing@calendly.com with your login email and a copy of your most recent invoice.
Does Calendly do invoicing? Yes, Calendly provides invoices for all paid subscriptions. You can download these invoices from your account's Billing page by scrolling to the transaction history and selecting the invoice icon next to any transaction.
Can you charge people through Calendly? Yes, on paid plans (Standard and above), you can connect Calendly to payment processors like Stripe and PayPal to collect payments from attendees when they book appointments with you.
How do I submit or update tax exemption documents? Information on submitting or updating tax exemption documents is provided in Calendly's tax documentation. You can submit valid tax-exempt documentation to billing@calendly.com.
I removed a user from my account. Why am I still being billed? When you remove a user, their seat remains active. You need to specifically remove the seat to reduce billing.
Has my payment been processed successfully? Check your payment status on your account's Billing page under Transaction history. If the status is "Paid," your payment was successful.
How can I cancel my recent payment and get a refund? All payments are generally non-refundable according to Calendly's Terms and Conditions. However, in exceptional cases, the support team may review specific situations.
What discounts am I eligible for? Calendly offers discounts for non-profit and educational organizations (on annual subscriptions), Mass Mutual, and Atlanta Tech Village. Contact Calendly support with appropriate documentation to verify eligibility.
