Pricing & Billing

Your Coachbox subscription grows with your team: you pay based on the number of athletes you actually plan workouts for, not on the size of your athlete list. This page explains how your price is determined, how to switch plans and how billing works.

Which plan do I need?

Coachbox has separate plans for coaches and for individual athletes.

• Base, Build, Peak, Prime: for coaches working with athletes. See pricing and details on the software page.
• Solo: for individual athletes who plan and track their own training. See pricing and details on the athlete page.

Solo includes the same functionality as the coach plans, such as building your training plans, your analytics and exporting to Garmin, Wahoo or Zwift. The only difference is that Solo doesn't let you add or invite other athletes: you plan and track your own training only.

As a coach on Base or higher, planning your own training is already included in your coach account, so you don't need a separate Solo subscription for yourself.

Which coach plan suits me?

Base, Build, Peak and Prime differ in the number of active athletes included. The software page has a slider: set it to your number of athletes and it instantly shows the most cost-effective plan with the exact price. If you have slightly more athletes than a plan includes, those extra athletes are billed as an add-on. Extra coaches on your team are free.

Active athletes: how your price is determined

An active athlete is an athlete with at least one future workout scheduled. Only those athletes count towards your billing:

• The size of your full athlete list doesn't matter. Feel free to keep a large list.
• Athletes without scheduled workouts can still be followed at no cost: their completed workouts remain visible and available for analysis. They only start counting again once you schedule something new for them.
• If you have more active athletes in a month than your plan includes, you pay a small monthly surcharge per extra active athlete. See the rates per plan on the software page.

Paid actions never happen silently: whenever you take an action that costs money, for example activating an extra athlete beyond your included number, the app clearly shows this before you confirm.

Lactate tests

Running lactate tests through Coachbox? At the start of your subscription you receive a number of free test analyses, depending on your plan. After that you pay per analysed test; see the rate per plan on the software page. Entering test data without analysing is free: a test only counts the moment you run the threshold analysis.

Switching plans

You can switch to a different plan at any time:

1. Click your profile picture in the top right and go to Subscription
2. Click Change plan
3. Pick your new plan and confirm

Do I pay twice if I upgrade mid-year?

No. If you switch to a higher plan during your current period, the remaining value of the unused time on your current subscription is automatically applied as credit. The amount shown when you upgrade is therefore already the amount after that deduction: the difference you pay extra, not a completely new amount on top of what you already paid. Looked at over the full year, you never pay twice.

The reverse is also true, waiting costs you nothing: if you switch later, the remaining value of your current subscription is again applied automatically at that moment.

Not sure whether a higher plan works out cheaper for you? Use the slider on the software page: set it to your number of active athletes and it instantly shows the most cost-effective plan.

Payment

Payments are processed securely via Stripe. You will be redirected to a secure payment page to complete your purchase. After payment, you will be returned to Coachbox with a confirmation. You can pay with Bancontact, credit card, bank transfer or iDeal.

Letting someone else pay

Want someone without a Coachbox account, your accountant for example, to pay for the subscription? Create a payment link. On the Subscription page (the tab where you pick your plan) a team administrator can generate a link to share. Whoever opens it sees which team the payment is for and completes the payment directly through Stripe, without logging in.

A few things to know:

• The link is single use: once the payment succeeds, it can no longer be used.
• If you pick a plan when creating the link, the payer only sees a confirmation screen. Otherwise the payer picks the plan.
• The email address the payer enters becomes the team's billing address, so the accountant who pays will also receive the invoice from then on.
• Once the payment goes through, the team administrators get a confirmation email.

Can I be invoiced without VAT as an EU business?

Yes. If you have a valid EU VAT number (registered in VIES), you can use the EU reverse charge mechanism. You set this up during checkout, there's nothing to send us beforehand:

1. Start your purchase, you'll be redirected to the secure Stripe payment page.
2. Tick the I'm purchasing as a business option.
3. Fill in your company address and EU VAT number.

Based on your address and VAT number, the system validates your VAT number automatically and applies the reverse charge where applicable, so your invoice is issued without VAT.

Invoices

You can find all your invoices on the Subscription page:

1. Click your profile picture in the top right corner
2. Go to Subscription
3. Scroll to the Invoices section and click View invoice to download the PDF

Unpaid invoices show a Pay now button to complete the payment.

Older one-off orders from before the switch to subscription billing are on the same page under Archived invoices.

Which athletes were charged?

To see exactly how an invoice amount is built up, you can review the athletes it counted. In the Invoices section, click the people icon next to the invoice you want to check.

You then see every active athlete counted in that billing period. Each athlete comes with the reason it counted, so since when it has been active or how far ahead training is planned, and whether it was charged as extra usage above the number included in your plan.

The data is recorded when a billing period closes. On older invoices it is sometimes missing, and then no icon appears.

When will I receive my invoice via Peppol?

If your business has a registered Peppol address, we automatically send the invoice to your Peppol inbox about 7 days after your order. Peppol delivery is currently only available for Belgian businesses.

Not using Peppol? No problem: you can download every invoice at any time from the Subscription page.

Cancelling your subscription

You can cancel your subscription yourself at any time, there is no notice period. You cancel in the app; a message to support is not enough:

1. Click your profile picture in the top right and go to Subscription
2. Click Change plan
3. At the bottom right, click Cancel subscription

What this stops is the automatic renewal, not your current period. Your subscription stays active until the end of the period you paid for: the current month on a monthly plan, the full contract year on an annual plan. You don't lose the remaining time: you can keep using Coachbox until the end date, and nothing is charged afterwards for a renewal.

Even after cancelling, a charge can still occur during your current period if you take a paid action yourself, for example adding an extra active athlete beyond the number included in your plan, or using a lactate test. This never happens automatically: each time you take such an action, you'll clearly see it in the app before you confirm.

Switched over from the old credit system?

Coachbox used to work with separate coach licenses and credits. That system has been fully replaced by the subscription based on active athletes. If your team switched over, the remaining value of your license and credits at that time was automatically applied as starting credit on your subscription.

If that credit is larger than a single invoice, the remainder automatically rolls over to your next invoices until it is used up. While credit remains, you can see the outstanding amount on the Subscription page next to your current plan.

Good to know

• Prices shown during purchase are exclusive of VAT. The final amount including VAT is shown on the order overview before payment.
• Does your team use manual invoicing? Contact support for changes to your subscription.

Peppol invoice appears unpaid or shows extra charges

Did you receive a Peppol invoice you've already paid, or one showing additional charges (interest or reminder fees)? This happens because your accounting software imports the invoice as a new document without correctly syncing the payment status.

How to verify the payment status?

• Open the PDF attached to the Peppol invoice. If the invoice has been paid, this is clearly indicated on the PDF.
• You can also check the status in the Invoices section on the Subscription page (see above). If there is no Pay now button next to it, the invoice is paid.

If both sources confirm the invoice is paid, no action is needed: you have no outstanding balance with Coachbox. Still unsure? Contact support and we'll look into it with you.

Why doesn't my accounting software recognize the payment?

Coachbox sends invoices in compliance with the official Peppol BIS 3.0 / EN16931 standard. The payment status is correctly conveyed through the dedicated UBL fields:

• cbc:PrepaidAmount (BT-113): amount already paid
• cbc:PayableAmount (BT-115): amount still due

For a paid invoice, PayableAmount is set to 0.00 and PrepaidAmount reflects the full total. However, not every accounting package reads these fields correctly: some only look at the invoice total and ignore the prepaid amount, causing the invoice to be booked as outstanding. This is a known interoperability issue with Peppol that falls outside our control.

The good news: every Peppol delivery also includes a PDF version of the invoice. The payment status is always clearly indicated on the PDF, regardless of how your software interprets the XML fields. The PDF remains the most reliable source to manually verify whether an invoice has been paid. Encountering this often? Contact your software vendor or accountant.