Billing and subscription

Sigil costs £0.70 per licensed mailbox per month, billed monthly, with every feature included. There is a 14 day free trial.

Prices exclude VAT. Where VAT applies, it is added to the invoice on top of the figure the portal shows. See VAT.

One optional add-on is charged on top of that, per organisation rather than per mailbox. See add-ons.

Billing runs on Stripe. Your organisation is a Stripe customer with one per-seat subscription.

Invoices are charged to a card by default. Where invoice terms have been agreed instead, they are emailed and payable within an agreed number of days. Either way your invoice history and any credits are listed in the portal. See invoices and credits.

What counts as a seat

A seat is a licensed member mailbox.

Mailbox type	Billed
Licensed member mailbox	Yes, unless you have excluded it
Shared or resource mailbox	No, unlicensed and therefore free
Microsoft 365 Group or distribution list	No, it is not a user at all
Account invited in from outside	No
Disabled account	No
A mailbox you have excluded	No

Shared mailboxes and group mailboxes still get signatures. They just do not cost anything.

An excluded mailbox is the one case where a mailbox is deliberately taken off both the bill and the service at once. Mailboxes can be excluded one at a time, or by naming an Entra group whose members should all come off. An organisation where only some teams need Sigil can instead turn the list around and name the mailboxes that should have it, in which case everybody unnamed is the one off the bill. See cost management.

Where a group is excluded, its membership is re-read each night just before the seat count is calculated, so a joiner or a leaver reaches the invoice within a day of the change in your directory.

An account that was invited into your organisation stays outside the seat count even if it was later converted to a member account and given a licensed mailbox on one of your own domains. Microsoft Graph records how an account was created and never rewrites it, so a long-term contractor who first arrived as a guest is still recognisable as an invited account years later. The account type on its own is not a reliable test, because an administrator can change it, and a B2B invitee can be made a member from the start.

The exclusion is about counting, not about serving. If such a mailbox composes a message it is still given its signature. It simply does not appear on the invoice, in attribute coverage, or in the directory picker used by test emails and downloads.

Note that attribute coverage counts shared mailboxes, because they still need a signature. Its total will not match your seat count, and that is expected.

A daily job syncs your seat count to the subscription. Quantity changes do not trigger a mid-cycle invoice, so drift never produces a surprise charge partway through a month.

Your organisation is counted on its own rather than as one pass through a list of every customer, so nobody else’s directory problem reaches your invoice. A count that could not be completed is not sent to Stripe at all: if Microsoft Graph fails partway through reading your directory, Sigil retries and leaves the previous quantity standing until a full read succeeds. A short read and a complete one look identical once they are reduced to a number, which is why an incomplete one is reported rather than billed.

Paying for fewer mailboxes

Licensed mailboxes that never send mail from Outlook can be taken off the bill. Excluding one stops its signature and removes its seat, and Sigil will point out which mailboxes are candidates by naming the ones that have never applied a signature. See cost management.

Prepaid mailboxes

An organisation can pay for a block of mailboxes up front for a fixed term, such as 50 mailboxes for 12 months, rather than paying for every mailbox month by month. It is arranged with Tophhie Cloud rather than set up in the portal:

Ask Tophhie Cloud for a prepaid block, with the number of mailboxes and the term you want.
Pay the prepayment invoice you are sent. It is a one-off invoice, separate from your monthly one.
Once it is paid, Tophhie Cloud records the block against your organisation. It normally starts on your subscription’s renewal day, so it lines up with a whole month you have not yet been billed for.

From then on the monthly subscription charges only for mailboxes above the block. With 50 prepaid and 54 licensed mailboxes in use, the month’s invoice is for 4. With 50 prepaid and 42 in use, it is for none, and the subscription carries on as normal with a zero invoice each month. Unused prepaid mailboxes do not carry over to a later month.

A block does not change what counts as a seat. Every rule in what counts as a seat still decides your seat count, and the block is taken off that count afterwards. A directory read that fails is still never billed as zero.

To check a block:

Open Billing in the portal sidebar.
Stay on the Your subscription tab.

A Prepaid mailboxes figure shows the number of mailboxes and the day the block runs to, with the note “Only mailboxes above this number are billed monthly.” The line under the monthly estimate gives both counts, for example “54 licensed mailboxes, 50 prepaid: 4 × £0.70 / month, excluding VAT”, so the estimate adds up. Adding a block, or ending one early, also appears in your change log.

Your billing contacts are emailed when Tophhie Cloud records a block, with the subject “Prepaid mailboxes added to your plan”. It gives the number of mailboxes and the days the block runs from and to. If a block is ended early, they are emailed “Prepaid mailboxes on your plan have ended”, naming the day it stopped applying, or saying it never applied if it was ended before its first day. Neither email gives an amount or a reference. Both have a View billing button.

Thirty days before a block ends, your billing contacts are emailed once, “Your prepaid mailboxes end on” followed by the date. Nothing stops when it ends. From the next day every mailbox is billed monthly again at your usual rate, unless a new block has been agreed.

If your organisation is billed through a partner, a block is something your partner arranges and pays for, not you. Your Billing view says so: “Your provider has prepaid 50 of them until” followed by the date. See prepaid mailboxes for a client.

A block belongs to whoever paid for it. A block you paid for yourself stops applying on the day your organisation moves under a partner, and a block a partner paid for stops applying when you leave that partner. Whether anything is moved or refunded is agreed with Tophhie Cloud; it is never carried over automatically.

The trial

The trial gives you real seats from day one. Nothing is charged until it ends.

At the end of the trial, Stripe converts the subscription itself:

With a card on file, it charges the card and the subscription becomes active.

With no card on file, it cancels the subscription. An organisation that never adds a card simply stops rather than being billed by surprise.

On invoice terms it converts too, into a first invoice. There is no card for the trial to be missing, so nothing is asked for and nothing is cancelled.

Either conversion needs your billing details to be complete, because the invoice has to be addressed to somebody. A trial that would convert without them is set to end on its trial date instead, and nothing is charged.

What happens if billing lapses

Once a trial ends without an active subscription, signatures stop. The add-in receives a 402 and applies nothing. A cancelled subscription stops them the same way.

A failed payment does not stop them immediately. Stripe retries a declined card over about three weeks, and signatures carry on throughout, so a card that expired over a weekend is invisible to everybody except whoever reads the notices. Sigil allows 21 days from the first failure, measured from the failure itself rather than from each retry, and signatures stop at the end of that window if the invoice is still unpaid.

On invoice terms the same 21 days apply, counted from the invoice’s due date rather than from a failed payment, since that is the first moment anything is late. Net 30 therefore allows up to 51 days from the invoice being issued.

Paying inside the window ends it. Nothing has to be reprovisioned and nothing was lost, because nothing had stopped yet.

This is the first thing to check when an entire organisation loses its signatures at once, along with whether delivery has been paused. See troubleshooting.

Nothing is deleted when billing lapses. Templates, images, rules, banners and footers all remain. Restoring an active subscription restores signatures at the next message, except for anybody who has been composing while they were stopped: the add-in notes a refusal on the device for ten minutes and does not ask again inside it, so those people wait out the rest of the window or open the “My signature” pane and press Apply. See a refusal is remembered for ten minutes.

The portal warns before it stops

Two things stop signatures for a money reason, and the portal says so while there is still something to do about it. A warning appears at the top of every page to anybody who can open Billing.

A trial with no card on file is warned about in its last week, naming the day it ends. An organisation on invoice terms is not, because its trial converts into an invoice rather than needing a card, so there is nothing to warn about.

A failed payment is warned about for as long as the dunning window has left to run, naming the day signatures stop and how many days that is. It reads for both arrangements, since settling it means updating the card or paying the open invoice depending on which you are on.

Missing billing details get a prompt of their own, described under billing profile. It gives way to the two warnings above while either is showing, unless the trial has already been set to end for want of the details.

The warning’s button reads Add payment method, or Fix payment once a payment has failed. It opens Billing with the card form already up, so fixing the card is one click rather than two.

Remind me later hides the warning for the rest of the browser session. It comes back in a new tab or window, or once the browser has been closed. Putting one off does not hide the next: the dismissal is keyed to the date being warned about, so an extended trial or a fresh failure is warned about again.

And says so once they have stopped

Once signatures have actually stopped, a notice sits at the top of every page that cannot be dismissed, naming which of the reasons applies: a cancelled subscription, a trial that ended, dunning that ran out, a suspension, or a provider whose own subscription lapsed. Where there is something you can do about it, it links to Billing. A partner-managed organisation is told to contact its provider instead, because the card is not yours to fix.

The portal also goes read-only at that point. Saving anything is refused rather than accepted into an organisation nobody is serving, so a cancelled organisation does not spend a fortnight editing templates that reach nobody. Billing itself stays open, which is the one thing that has to keep working. So does everything a managed service provider does for its clients, since an MSP’s own organisation lapsing must not stop it running theirs.

Adding and managing a card

Both are self-serve from the Billing view.

You add a card in a form that opens on the Billing view itself, so you never leave the portal to do it. The card you add becomes the default payment method for invoices straight away.

The form is drawn by Stripe, Sigil’s payment processor. Every field in it is Stripe’s own, so the card number goes from your browser to Stripe and never passes through Sigil. Sigil is told only whether the card was saved, and afterwards reads back the brand, the last four digits and the expiry date to show you which card is on file. It follows the portal’s light or dark theme.

Manage billing in Stripe, also on the Billing view, opens the Stripe customer portal for anything the page does not do itself, such as removing a card you no longer use.

An organisation on invoice terms has no card, and the Billing view offers no button to add one: it is not shown rather than shown and refused. The button into the Stripe customer portal stays.

Adding a payment method

You need the Admin or Billing role, and your billing details must be complete: until they are, the button is disabled.

Open Billing in the portal sidebar.
On the Your subscription tab, choose Add payment method.
Enter the card in the form that opens, and choose Save card.
If your bank asks you to confirm the card, follow its prompt. Some banks show the check inside the form; others take you to their own page and then back to the Billing view.

A “Payment method saved.” message confirms it, and the Payment figure on the subscription panel changes from “No card yet” to “Card on file”, with the card named underneath, for example “Visa ending 4242, expires 04/28”. Choosing Cancel closes the form and changes nothing.

Saving a card also pays the latest open invoice on your subscription, if there is one, so a card added to settle a failed payment does both at once.

If the form cannot be loaded, it reads “The card form couldn’t be loaded.” A browser extension that blocks content is the usual cause, because the form comes from Stripe’s own address. Allow js.stripe.com and try again.

If Stripe saves the card but it cannot be made the default, the form stays open and says “The card was saved with Stripe but couldn’t be set as your payment method.” The button changes to Try again, which repeats only that last step, so you do not enter the card a second time. Sigil also retries it on its own when Stripe confirms the card.

When the save completes, the Billing view, the Getting started checklist and any billing warning across the top of the portal all update on their own for anyone who can see billing.

Changing the payment method

Open Billing in the portal sidebar.
On the Your subscription tab, choose Update payment method.
Enter the new card in the form and choose Save card.

The new card becomes the default for invoices. The old one stays saved with Stripe but is no longer charged. To remove it, choose Manage billing in Stripe, which takes you to the Stripe customer portal and back to the Billing view when you are done.

What the Billing view shows

Subscription status, seats in use, how the account is collected, your invoice history, and any credits applied to your account.

Where the card would be, an account on invoice terms reads “Invoice · net 30”, or whatever term was agreed. A credit waiting on the account is shown there too, with a note that it comes off the next invoice.

The view is split into tabs: Your subscription, Billing details, Documents and DPA. The invoice and credit lists are on Documents. See invoices and credits.

Billing details and Documents appear for an organisation billed directly, and for a comped organisation, which can keep a card for add-ons. An NFR organisation or a partner-managed client sees neither, and Documents waits until billing has been set up. See the arrangement it names. DPA appears on every arrangement. A tab that needs something from you, such as incomplete details or an agreement waiting to be accepted, carries a ! marker, and a warning on the subscription tab that another tab resolves links straight to it.

An Add-ons card sits below the subscription panel, listing what is available, what each costs, whether your organisation has it, and where to set it up. It is shown whether or not you hold one, because the page that explains the invoice is also where “what else is there” belongs. See add-ons.

The per-seat price and any add-on price are shown for reference. The authoritative rates are the ones held in Stripe.

Where a discount has been agreed, the estimate line shows it too.

When the seat figure was counted

The seat figure on the Billing view is not counted when you open the page. It comes from the count Sigil takes of your directory each night, the same count the daily seat sync sends to Stripe, so the page and the invoice are working from one number. The page’s own description says seats are “counted nightly”.

Two things can stand in for it:

Situation	What the page shows
Tophhie Cloud corrected your seat count during the day, or a cancelled subscription was reactivated	That newer count, because it is more recent than the night’s
No count from the last 26 hours, for example your first day, or a night when Microsoft Graph could not be read	A count taken there and then from your directory, as the page always used to

Next to the figure, “synced” and a date say when the count last reached your subscription. A partner-managed client’s sentence ends “, counted” followed by the date of the count it is quoting.

The practical effect is that a change made today shows on the Billing view tomorrow. A leaver, a new licence or a mailbox you have just excluded is reflected after the next nightly count, not the moment you reload. The Cost management view still reads your directory when you open it, so it shows the change straight away, and the two can disagree until the night has passed. That is expected, and the invoice follows the nightly figure either way.

The arrangement it names

The view leads with the commercial arrangement your organisation is actually on, rather than leaving you to infer it from whether a card is present.

Shown as	What it means
Trial	Free until the trial ends, then billed per seat
Per-seat	Billed monthly for the seats in use
Billed via partner	Your provider is invoiced for your seats and you are not billed directly
Comped	Free by arrangement. No card or subscription is required
NFR	Not for resale: free internal use while you are an active partner
Internal	Tophhie Cloud’s own organisation

The last three mean nobody is invoiced, and the view says so with a “Not billed” badge and drops the subscription panel. The Getting started checklist leaves out its billing group for those organisations, since there is nothing to pay.

A comped organisation, and Tophhie Cloud’s own, can still keep a card and billing details on file. The plan card has a payment section showing whether a card is on file and whether the billing details are complete, with Add payment method and Add billing details buttons. A note under it reads “Nothing is charged while your plan is free. A saved card is only used for add-ons you choose, or if your plan changes.” None of it is required. The Billing details tab is there too, and Documents appears once Stripe holds a customer record for you, which happens the first time you save a card or buy an add-on. A comped organisation that buys an add-on can read its invoices there.

An NFR organisation is different, because everything it is billed for, add-ons included, goes on the partner invoice. A card saved on it would pay for nothing. Its plan card carries a Go to Partner billing button instead of a payment section, and it has no Billing details or Documents tab. The partner account’s own details and card are the ones that count. See partner billing.

Billed via partner is not the same as being free. Somebody is invoiced for those seats, it is your provider rather than you, and the view names them and the seat count they are carrying on your behalf.

The arrangement is worked out from your account rather than stored as a label of its own, so it cannot fall out of step with what actually gets charged.

Accepting the data processing agreement

Only an Admin of the organisation itself can accept it. Partner staff looking in at a managed client cannot, because the client is the controller. See data processing agreement.

Open Billing in the portal sidebar.
Open the DPA tab. It carries a ! marker while the agreement is waiting to be accepted.
Choose Read the agreement, which opens it in a new tab.
Choose Accept on behalf of, followed by your organisation’s name.
Read the confirmation, which names the version and says your name and the time will be recorded against your organisation.
Choose Accept.

A “Data Processing Agreement accepted.” message confirms it, and the card shows an Accepted badge with the version, the date and who accepted it. The prompt at the top of every portal page offers the same Read the agreement and Accept buttons, so it can be accepted from there without opening Billing.

Add-ons

Nearly everything Sigil does is included in the per-seat price. An add-on is a feature charged on top of it, and there is one today: the branded link domain, which serves the tracked links in your signatures from a hostname of your own rather than Sigil’s shared one.

It is priced per organisation rather than per mailbox, so it costs the same whether you have twelve seats or twelve hundred. The Billing view shows the current price on the Add-ons card, next to a short description of what it does and a button to add it.

Arrangement	How the add-on is added
Per-seat or trial	Add it yourself on the Billing view
Managed by a partner	Ask your provider. They enable it from their own portal, and it reaches their invoice rather than yours
Comped or NFR	Add it yourself. The base subscription stays free; the add-on is not
Tophhie Cloud’s own organisation	Granted internally

Unlike seats, an add-on prorates. Seat counts drift daily, and an invoice line per drift would be unreadable, so seat changes are not prorated. An add-on is bought once on a day you chose, and charging a full month for the last three days of one is the kind of thing that produces a support ticket on the first invoice.

Removing it is self-serve in the same place, and takes the branded domain with it, since an organisation should not keep serving links from a hostname nobody is paying for.

An organisation whose subscription is free is the one case that needs a step first. It has never been asked for billing details or a payment method, because it had nothing to pay, and an add-on subscription with no way to pay is abandoned by Stripe within a day. A comped organisation is asked for both before it can add one, and the view says which is missing. The add-on is then billed on its own monthly invoice, and the subscription itself stays free.

A partner’s own NFR organisation is asked for neither. Its add-on goes onto the partner invoice at the partner rate, and the partner account’s details and payment method are the ones that apply.

A lapsed or cancelled subscription takes the add-on with it. The hostname stays provisioned so links already in sent mail keep resolving, but no new link is minted on it until the subscription is live again.

Adding the branded link domain

You need the Admin or Billing role and complete billing details. A comped organisation also needs a payment method on file unless it is on invoice terms; the card says which is missing and offers Add payment method. A partner’s own NFR organisation needs neither.

Open Billing in the portal sidebar.
On the Your subscription tab, find the Add-ons card below the subscription panel.
Choose the Add button, which names the monthly price.
Set the domain up in Settings. See branded link domain.

A “Branded link domain added.” message confirms it, and the card shows an Included badge. If the add-on was recorded but Stripe could not be reached, the message says so instead.

Removing it

Open Billing in the portal sidebar.
On the Add-ons card, choose Remove add-on.
Read the confirmation: tracked links go back to Sigil’s shared hostname on the next signature render, and links already in mail you have sent stop working once your domain stops resolving.
Choose Remove.

An “Add-on removed.” message confirms it.

VAT

Every price Sigil shows is before VAT. The Billing view’s estimate line ends “excluding VAT”, and so do the public pricing page and the terms of use. Where VAT applies, Stripe adds it to the invoice as a separate line.

Whether it applies, and at what rate, is worked out by Stripe from the address on your billing profile, not chosen by Sigil. A UK organisation pays UK VAT on top of the per-mailbox price. An organisation somewhere Tophhie Cloud is not registered to collect tax is invoiced with none.

That is why the address matters beyond appearing on the invoice. Sigil creates your subscription when you connect, before anybody has filled in a billing profile, so there is often no address to work from at first. Tax calculation is switched on for the subscription when you save a complete profile, and a nightly check switches it on for any subscription that still lacks it. It applies from the next invoice. Stripe does not go back and add tax to an invoice already raised.

A subscription that invoices straight away, such as restarting one that has already ended or adding the branded link domain, needs the address before it can start. If Stripe cannot place the address you have saved, the portal says: “Our payment provider can’t work out the tax treatment from the billing address on file. Check the address on the Billing page and try again.” To fix it:

Open Billing in the portal sidebar.
Open the Billing details tab.
Check Country first, then Address line 1, City and Postcode.
Choose Save billing details.
Go back and try the action again.

If you are VAT registered, add the number on the same tab. See billing profile.

Discounts

A discount is agreed with Sigil rather than entered in the portal. There is no coupon field. Once it is in place, the Billing view shows it on the estimate line as a percentage off the per-seat price, and the estimated monthly figure above it already has the reduction applied.

A discount either runs open-ended or for an agreed number of months, up to five years. Where there is an end date, the Billing view prints it next to the percentage, so the date the price changes is visible well before it arrives.

The same reduction is attached to the Stripe subscription, so the invoice and the estimate agree rather than being two separate numbers that have to be reconciled.

Because it sits on the subscription rather than on one line of it, a discount covers every line that subscription raises, add-ons included. The exception is an organisation whose base subscription is free and whose add-on is therefore billed on a subscription of its own.

When an agreed term runs out, the discount stops applying and invoices return to full price. Nothing is charged retrospectively, and nothing needs cancelling. The portal stops showing the discount on the day it lapses rather than whenever Sigil next tidies its own records, so the estimate never advertises a reduction that is no longer reaching the invoice.

A term is counted in whole months from the day the discount is attached. That is how Stripe counts a repeating discount, so a discount cannot be set to run until a particular calendar date. Two consequences are worth knowing:

A discount attached during the trial starts counting from then, so a 14 day trial uses part of the first month before anything is charged.

Cancelling and later reactivating does not restart the term. Only the months still outstanding carry onto the new subscription, rounded up to the next whole month. The discount is on the new subscription from the moment it is created, so the first invoice, which reactivating raises straight away, is already discounted.

Whoever pays is emailed when Tophhie Cloud sets, changes or removes a discount, with the new percentage and when it ends. The reason recorded for it is kept for Tophhie Cloud’s own records and is not in the email. A week before an agreed term runs out, the same people are reminded of the date, so the change in price is not first noticed on the invoice. The reminder is skipped where the subscription ends before the discount does. See emails Sigil sends.

Billing profile

The company details that appear on the invoice are held separately and pushed to Stripe whenever you save them, and an edit made in the Stripe customer portal is mirrored back here. See billing profile.

Changing your renewal day

Your subscription renews on the day of the month it started, which is the day your trial ended or, without a trial, the day it was created. If another day suits your cashflow better, such as the 1st or the day after payroll, Tophhie Cloud can move it for you:

Email support@usesigil.app and name the day of the month you want. Any day from the 1st to the 28th can be chosen. The 29th, 30th and 31st are not offered, because a month without that day would push the renewal earlier and it would drift from then on.
Support schedules the move for the next time that day comes round, at least two days away, so there is time to change your mind.
Every billing contact is emailed “Your Sigil renewal date is moving to the 1st”, or whichever day you chose. That is your administrators, everyone with the Billing role, and the invoice email on your billing profile, because the person who pays the invoice is not always the person who asked.
Until the day, the subscription panel on the Billing view reads, for example, “Next invoice 1 Nov 2026 · renewal date moving to the 1st” in place of the usual renewal date, since the move’s invoice comes first.

On the day, you get one invoice outside your usual cycle. It credits the unused days of the month you have already paid for and charges a new month from that date, so overall you pay for exactly the days in between. VAT is worked out on each line, credits included, so you are not charged VAT twice on days you had already paid it for. From then on you are invoiced on your new day each month.

This is the one time a direct subscription prorates its seats. Seat changes still never do, as what counts as a seat explains.

The credit is worked out at today’s seat count rather than the count on your last invoice, because Stripe credits unused time at the subscription’s current quantity. If your organisation has grown since the last renewal, that difference is in your favour. The email does not quote an amount for the same reason: the count can still change before the day.

To stop a move, email support@usesigil.app before the day. The email names that date. Asking for a different day replaces the move already scheduled, since there is only ever one waiting.

A move cannot be scheduled:

Situation	Why
During the trial	The renewal day is set when the trial ends. Ask once the subscription has started
While a payment is overdue, or after the subscription has ended	There is no regular renewal to move
While a cancellation is scheduled	The subscription ends at the close of the period, so it does not renew
On a comped or NFR arrangement	There is no paid subscription to move
When your organisation is managed by a partner	Your provider’s invoice date applies. See managed by a partner

If you hold prepaid mailboxes, say so when you ask. A block normally starts on your renewal day, and support checks whether it needs lining up with the new one.

A move runs on its day or not at all. If it cannot run then, nothing about your subscription changes, and support arranges a new date with you. Running it a day late would leave you renewing on the wrong day every month after.

Scheduling a move, and cancelling one, both appear in your change log.

Cancelling

Cancel from the Billing view, behind a confirmation that spells out what happens next. You need the Admin or Billing role.

Open Billing in the portal sidebar.
On the Your subscription tab, choose Cancel subscription.
Read the confirmation. It names the date signatures continue until, and on a card account it says the saved card is removed once the subscription ends.
Choose Cancel subscription to confirm, or Keep subscription to close the dialog without cancelling.

A message confirms the cancellation and the date signatures continue until. The subscription panel then reads “cancellation scheduled” next to the end date, and the Cancel subscription button is replaced by Keep subscription.

Everybody who receives your billing emails is told as well, because the person who cancels is often not the person who pays. That is your administrators, everyone with the Billing role and the billing email on your billing profile. The email, “Your Sigil subscription has been cancelled”, names who cancelled it and the day signatures stop, and says nothing is deleted. A week before that day the same people are reminded, with a button to the Billing page where the subscription can be kept. A cancellation made within the last week before its end date is not reminded again, since the first email arrived only days earlier. Reactivating sends the same people “Your Sigil subscription is active again”, naming who did it.

Cancelling does not stop service on the spot. Direct organisations are invoiced per seat monthly in advance, so the month you have already paid for runs out first: the subscription is scheduled to end at the close of the current period, and signatures carry on until then. Cancelling during a trial ends it on the day the trial was already due to end, and nothing is charged. No further invoices are raised either way.

Until that date the Billing view says the subscription is ending and names the day. Changing your mind before it arrives costs nothing: reactivating lifts the scheduled end from the same subscription, and it continues as though it had never been cancelled.

A trial set to end because its billing details are missing is the exception. Keep subscription is not offered for it, because saving the details is what lifts it. See billing profile.

After it has ended, reactivating is a new subscription rather than a resumed one. The first invoice is raised straight away and the seat meter restarts, which the confirmation says before anything is charged. Reactivating needs complete billing details, in the same way adding a card does.

Reactivating

Before the end date, choose Keep subscription on the Your subscription tab. It takes effect at once, without a confirmation, and a message says the cancellation has been withdrawn.

Once the subscription has ended, and your billing details are complete:

Open Billing in the portal sidebar.
On a card account, add a payment method first if the panel says your saved card has been removed. See adding a payment method.
Choose Reactivate subscription.
Read the confirmation, which says the first invoice is raised straight away and the seat meter resumes.
Choose Reactivate and start billing, or Not now.

A message confirms that billing and signatures have resumed.

If Stripe refuses to start the new subscription, the portal says why instead of showing a general error, and nothing is charged. The usual cause is a card account with no payment method on file, which reads “There’s no payment method to charge yet. Add a card, then try again.” Add the card and choose Reactivate subscription again. Sigil does not replay the earlier refusal, so the retry succeeds once the card is saved.

The card is released when it ends

Once the cancellation completes, the saved card is detached from your record. Your customer record and invoice history stay, because finance needs them, but a card that nothing is going to be charged to is data with no further use.

The exception is an invoice still open with an amount owed. That card stays as the means of settling it, and is released as soon as the invoice clears.

The consequence is worth knowing before you cancel: reactivating later means adding a card again. The Billing view says so beside the Reactivate button, and a reactivation tried with no card on file is refused with a message saying to add one, rather than leaving you to find out from a failed payment.

None of this applies on invoice terms. There is no card to release, and reactivating simply raises the next invoice on the terms you already had.

Nothing is deleted

Cancelling never schedules deletion. Templates, images, rules, banners, footers and settings are all kept, so rejoining later picks up where you left off.

To remove Sigil properly, also withdraw admin consent in Entra and remove the add-in from Integrated apps.

If you want your data deleted rather than left dormant, ask support to deprovision the tenant. That cancels billing and purges every record, asset and cached entry belonging to your organisation, bar the exceptions set out in data and privacy.

Managed by a partner

If a managed service provider runs Sigil for you, your organisation has no subscription of its own. Your seats are counted into your partner’s consolidated subscription and your partner bills you through their own arrangement.

The Billing view reflects that rather than offering you a card to add. See partner billing.

Who can see billing

Admins and the Billing role. Editors, Marketing, Viewers and Compliance do not reach it.

The Billing role exists so the person who pays for Sigil does not also have to be given the signature templates. It reaches the subscription, the billing profile, cost management and the user list, and nothing else. See users and roles.

Cost management is a separate permission from billing rather than part of it, so that a managed service provider can reach it for a client without also reaching that client’s card and invoices.