📌 Billing Update (December 2024)
We've introduced usage-based billing to maintain the high-quality services you expect. Your subscription includes generous free tiers that most users stay within. Read our blog post for more details.
Subscription Plans and Pricing
Per-User Subscriptions
Casefleet offers three plan tiers, billed by user seat (Administrators, Standard, or Limited Users) with both annual and month-to-month payment options.
| Starter | Standard (Popular) | Enterprise |
Description | Core features, 20 documents per case limit | Full features, no per-case document limits* | Advanced features, priority support, custom limits |
Monthly Plan Price/User | $40/user/month | $100/user/month | Custom pricing |
Annual Plan Price/User | $360/user/year (25% savings) | $900/user/year (25% savings) | Custom pricing |
*Daily upload rate limits and storage charges apply to all plans. See Storage Pricing below.
Storage Billing
In addition to per-user subscription fees, all Casefleet accounts are billed for data storage at $10 per GB per month. Storage charges are calculated based on the daily average amount of data used across all cases in your account during each calendar month. This means if your cases use varying amounts of storage throughout the month, you're only billed for the average, not the peak usage.
For example, if your account averages 2.5 GB of storage for the month, you'll be charged $25 in storage fees. Storage billing is separate from your subscription tier and applies equally to Starter, Standard, and Enterprise plans, ensuring you only pay for the storage you actually use.
Note: Only account administrators have access to Subscription and Billing settings.
How Billing Works
Key Terms:
Billing Cycle: Monthly or annual for subscriptions, starting from your subscription date
Subscription Charges: Per-user fees charged at the beginning of each period (paid in advance)
Storage Charges: Billed monthly on the 1st based on the previous month's actual usage
Recurring Dates: Per-user subscriptions recur on your start date; storage always bills on the 1st
Proration: Mid-cycle user changes are charged/credited proportionally
No Rollover: Unused free tier allocations expire monthly and do not accumulate
Credits vs Refunds: No refunds for cancellations, but unused time becomes account credit
Subscription Billing Intervals
You can select either monthly or annual billing for your Casefleet subscription:
Monthly Billing: Charged on the same day each month
Annual Billing: Requires full payment upfront, provides 25% discount
Example: $100/user/month Standard plan = $900/user/year (saves $300 annually)
Upgrading/Downgrading Intervals:
Upgrade to annual: Available immediately in Account Settings > Subscription
Downgrade to monthly: Contact support@casefleet.com (takes effect at renewal)
Managing Users Mid-Cycle
Casefleet's per-user billing allows you to add or remove users at any time during your subscription period, with charges calculated proportionally based on the time remaining in your current billing cycle. When you add a user, you'll be immediately charged a prorated amount for their access through the end of your current period - whether that's the remainder of the month for monthly subscriptions or the remainder of the year for annual subscriptions. This ensures you only pay for the actual time each user has access to your account.
When removing users, it's important to understand that Casefleet does not issue refunds for the unused portion of their subscription. Instead, any prepaid time remaining after a user is deactivated becomes a credit on your account, which automatically applies to your next invoice. This credit system means that while you won't receive money back when removing users, you also won't lose the value of what you've already paid - it simply shifts forward to reduce your next invoice.
Where to Manage Billing
Administrators can manage billing details under Account Settings:
Navigate to > Subscription to:
View current subscription details
Add or remove pre-paid user licenses
Change billing intervals
Update payment methods
View billing history at > Billing History
Monitor free tier limits and monthly account usage at > Usage
Download a spreadsheet breakdown of usage by case at > Case Reports
For instructions on adding and removing users within an existing subscription, click here. If you need to change or cancel your subscription, please refer to this support article: Cancelling and Restarting Your Subscription.
What's Included (Free Tiers)
Casefleet includes generous monthly usage allocations with every subscription to ensure you can process documents and leverage advanced features without unexpected costs. These free tiers cover both essential document processing when uploading files to Casefleet (OCR and media transcription) as well as our AI-powered features for deeper analysis and insights (Document Intelligence, AI Chat, and Suggested Facts).
The allocations are designed to cover typical usage patterns for most law firms, allowing you to build comprehensive case files and extract meaningful insights as part of your regular workflow. Each allocation is calculated per billed user and resets monthly on the 1st of each calendar month, giving larger teams proportionally more resources to work with.
Monthly Free-Tier Allocations & Overage Rates
Feature | Monthly Free Allotment per Billed User | Overage Rate |
OCR Processing | 3,000 pages | $0.01 per page |
Media Transcription | 180 minutes (3 hours) | $0.06 per minute |
Document Intelligence Processing | 500 pages | $0.02 per page |
AI Inference Credits (AI Chat and Suggested Facts) | 10,000 credits | $0.001 per credit |
For example, a 5-user Standard account receives monthly:
15,000 free OCR pages
15 hours free transcription
2,500 free Document Intelligence processing pages
50,000 free AI inference credits
⚠️ When You Reach Your Limits
Default Setting: OCR, transcription, Document Intelligence, and AI features pause when monthly limits are reached
You can still upload documents and review them in Casefleet
OCR and media transcription will not be performed on new uploads
Document Intelligence and AI features will be blocked
Full functionality resumes automatically on the 1st of the next month when limits reset
Overage Option: Enable continuous processing (opt-in required)
All features continue working without interruption
Overages are billed monthly in arrears on the 1st - you only pay for what you use in excess of the free tier
Billing is based on your exact usage
Enable at Account Settings > Usage
Note: You can opt out of overages mid-month to avoid incurring additional charges, but any overage usage prior to opting out will still be billed on the 1st of the following month.
Managing Usage and Storage Costs
Usage Monitoring
On the > Usage page of Account Settings, administrators can:
Manage the overage opt-in/opt-out setting
View the account's free tier allotments for each category
Monitor current month's usage to date for OCR, transcription, AI Document Intelligence, and AI Inference Credits
Track actual and daily average storage levels
On the > Case Reports page of Account Settings, administrators can:
Generate reports breaking down usage costs by case and type
Access data for the current month and 5 months prior
Export reports for client billing or internal review
💡 Cost Management Tips
Upload selectively - Only upload documents to Casefleet that you suspect are relevant to your case. The more documents in a case, the higher the storage cost.
Review and remove - Periodically delete any uploaded documents that are later identified as irrelevant or unnecessary.
Consider client billing - Determine if you can pass on storage and usage costs to clients. Review a breakdown of usage costs by case under Account Settings > Case Reports.
Archive closed cases - Download a case archive bundle report for local storage, then permanently delete closed cases from your Casefleet account to clear up storage space.
⚠️ Important Note About Deletion: Deleting case files from Casefleet permanently removes them from our servers and is irreversible. We advise only removing cases that are unlikely to need revisiting (i.e., for an appeal, retrial, etc.).
Billing Settings & Options
Managing Your Subscription
Account Settings > Subscription
Your central hub for subscription management:
View current plan and licensed users
Add or remove user licenses (prorated)
Update payment methods
Switch billing intervals (monthly to annual available immediately)
Note: Plan downgrades and annual to monthly switches require contacting support@casefleet.com
Managing Overage Settings
Toggle overage charges on/off
Monitor current usage against free-tier limits
View real-time storage levels
Remember: Mid-month changes stop future overages but don't cancel charges already incurred
Quick Reference: Where to Find Information
Billing History - Payment history logs
Usage - Current usage, overage settings, storage levels
Case Reports - Usage breakdown by case (6 months of data)
Subscription - Plan information, next invoice details, payment method
Changes Requiring Support
Contact support@casefleet.com for:
Plan downgrades
Annual to monthly billing conversion
Account cancellations
Special billing arrangements
All other usage and billing questions
FAQs
Q: What happens to my data if I don't enable overages?
A: Your existing documents remain fully accessible. You can still upload new documents and review them in Casefleet, but all usage categories - OCR processing. media transcription, and AI feature use will pause until the next billing cycle.
Q: Can I change from monthly to annual billing?
A: Yes, administrators can upgrade to annual billing anytime for 25% savings. To downgrade to monthly, contact support.
Q: How do I know if I'm approaching my limits?
A: Check Account Settings > Usage for real-time tracking. Account administrators will also receive an email notification once each usage category's free-tier has been reached in a single month.
Q: Are there refunds for unused allocations?
A: Free tier allocations don't roll over or generate refunds. Unused subscription time from deactivated users becomes account credit.
Q: Can I pass usage costs to clients?
A: Yes, usage reports can be exported by case for client billing purposes.