---
title: "Manage user seats and billing"
slug: "managing-user-seats-and-billing"
updated: 2026-09-28T06:23:20Z
published: 2026-09-28T06:23:20Z
canonical: "help.quickbase.com/managing-user-seats-and-billing"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://help.quickbase.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Manage user seats and billing

To manage team access effectively, it's essential to understand how user seats are billed and adjusted. This article explains the process for adding user seats, how billing is handled, and who has the authority to make changes to your subscription.

## User seat billing

- Each user seat in your account is billed as part of your subscription.
- If you need to add user seats beyond your current limit during an active billing cycle, these additional seats will be charged at a **prorated rate** for the remainder of the cycle.
- **Admins** are responsible for managing billing adjustments, including purchasing additional user seats.

![Subscribe Now button for purchasing additional user seats](https://cdn.document360.io/dd260e4e-10bb-4b66-8fb3-5504c272b904/Images/Documentation/32392984285709?sv=2026-02-06&spr=https&st=2026-10-31T06%3A27%3A40Z&se=2026-10-31T07%3A27%3A40Z&sr=c&sp=r&sig=G5tRq4%2BKX%2BwSDGtCtVqPKA4AQ89WlXWvMhODcs%2F6G28%3D)

---

## Add user seats

1. **Admin Access Required**: Only Admins can make changes to the user seat count. To do this:
  - Go to the [**Billing** section](/fastfield/docs/accessing-billing-information) in the Portal.
  - Update the seat count to accommodate your needs.
2. **Team Editor Restrictions**: Team Editors are limited to adding or editing users within the current seat limit.

![Maximum Number of Users Reached or Exceeded.png](https://cdn.document360.io/dd260e4e-10bb-4b66-8fb3-5504c272b904/Images/Documentation/32392984288653?sv=2026-02-06&spr=https&st=2026-10-31T06%3A27%3A40Z&se=2026-10-31T07%3A27%3A40Z&sr=c&sp=r&sig=G5tRq4%2BKX%2BwSDGtCtVqPKA4AQ89WlXWvMhODcs%2F6G28%3D)

> [!WARNING]
> **Warning**
> 
> **If the seat limit is exceeded, Team Editors must contact an Admin to update the subscription.**

To learn how to add a user, see [Adding a User](/fastfield/docs/adding-a-user).

---

## Purchase and manage external submission packages

- External submission packages are used to handle external or anonymous submissions made from [web forms](/fastfield/docs/publishing-web-forms-and-generating-qr-codes).
- Once a package is fully used, the system will automatically **charge the card on file** to renew the same package.

**Customizing External Submission Packages**

You can modify your external submission package at any time to meet your needs:

- Upgrade to a larger package for more capacity.
- Downgrade to a smaller package if fewer submissions are required.

All package changes can be managed in the [**Billing** section](/fastfield/docs/accessing-billing-information) of the Portal. To learn more about external submission add-ons, see [Add-on Features](/fastfield/docs/add-on-features).