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Managing Subscriptions and Billing

This article walks through how Guru billing works—from selecting a plan and updating your payment method, to understanding user charges, invoices, and cancellation terms. It’s designed for workspace admins managing subscriptions and billing.

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Access Required

You must be a workspace Admin to manage Guru billing, subscription plans, or payment methods.

To see who your Admins are, go to Manage > Users and Groups > Admins tab.

Selecting a plan at the end of your trial

If you're ready to upgrade from a free trial:

  1. Go to Manage > Billing.
  2. Choose your subscription plan and billing cadence (monthly or annual).
  3. Enter your payment method to be charged for your current number of users.

Accepted payment methods

Guru accepts:

  • American Express
  • Visa
  • Discover
  • MasterCard
  • JCB

To pay by invoice, fill out this form: Contact Guru Support

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Note

If you have multiple Guru workspaces, each workspace is billed separately by default.

You can set up centralized billing so one primary workspace pays for all others. Contact your account manager or Guru Support to configure this.

Guru bills each user in the first workspace they join. To avoid double billing, only the first workspace is charged.

Primary workspace admins can download a CSV of users and workspace affiliations from the Billing page under Organization Summary.

Changing your Guru plan

Admins can update the subscription at any time:

  1. Go to Billing.
  2. Click Change plan.
  3. Enter payment details (if required) and select your new plan.
  4. Click Submit Payment.

Your new plan will take effect immediately.


Understanding users and billing

A user is any team member invited to your Guru workspace—regardless of their role or activity. This includes:

  • Users who author content
  • Users who read or consume content

Guru charges based on email address. Activity level does not affect billing.

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Important

Users are billable 24 hours after being invited, regardless of activity.

Adding a new user

Admins can invite users at any time.

  • If a user is added mid-cycle, you'll be charged a prorated amount for the remainder of your billing term (monthly or annual).

Removing a user

When you remove a user:

  • Their seat becomes an Available seat.
  • Available seats can be reassigned during your current term at no additional cost.

Understanding filled vs. available seats

  • Filled seats: Active users in your workspace and part of the “All Members” group.
  • Available seats: Seats vacated mid-term by removed users. These can be reassigned at no additional cost.

Guru workspace billing page

Billing terms and cadence

Guru offers two billing options:

  • Monthly – charged once per month
  • Annual – charged once per year

Your billing date is based on when your subscription began.

Changing your billing term

  1. Go to Billing.
  2. Click Change plan.
  3. Toggle between Monthly and Annual to switch and preview pricing.

Tracking user activity

Because Guru keeps users logged in unless they sign out or time out via SSO:

  • Last login date may not reflect real activity.

To evaluate usage:

Changing payment method

To update your payment method:

  1. Go to Billing.
  2. Under Plan Details, click Update Payment Method.

Edit payment method with Guru billing

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Note

You must first complete the Company Info section.
Any field with an error must be corrected before continuing.

Updating billing contacts

In the Company Info section, you can:

  • Set a Primary Email for receiving invoices.
  • Add Additional Emails to receive copies.
  • View and download past invoices under the Invoices header.

Edit company info with Guru billing

Updating your company address

To change your company’s physical address, Contact Guru Support.

Cancellation policy

To cancel your subscription:

  • Notify Guru in writing at least 15 days before your monthly or annual renewal date.

Submit a request via Contact Guru Support or reach out to your account manager.
Review our Terms of Service for more info.

Refund policy

Guru does not issue refunds for:

  • Seats added during your billing term
  • Cancelled subscriptions

See the Terms of Service for full details.

Locked out after trial?

If your trial has ended and your workspace is locked:

Understanding invoices

Termed subscriptions (Annual)

  • You’ll receive an invoice for all users for the 12-month term.
  • Added users are billed at your next monthly billing date.

Example: Annual renewal invoice

Annual renewal invoice

Example: Invoice for 1 added user mid-term

Incremental invoice

Prorated charges
You’ll receive:

  • A credit for any prepaid seats
  • A charge for added users from the date added through the end of the term

Seats remain as Available even if removed.

Renewal rules
If you didn’t sign a new order form, Guru will renew based on the greater of:

  • Last year’s seat minimum
  • Current active users

To update this, Contact Guru Support.

Monthly subscriptions

Example: Monthly invoice with seat changes

Monthly subscription invoice

In this example:

  • Workspace had 56 seats
  • Added 9 users
  • Removed 2 users
  • Charged for 63 total users

Handling plan upgrades

If you upgrade during your billing cycle:

  • You'll be charged a prorated amount based on the number of Filled seats at the time of upgrade.

Updated about 7 hours ago