The majority of the questions about PDF Expert for Business are covered in this article.
Features
What premium features do my team members get access to?
Each member with an assigned license gets full access to PDF Expert on both iOS and macOS, including editing PDF text, images, and links; converting PDFs to Word, Excel, and PowerPoint; OCR (text recognition); signing documents; advanced annotation tools; and PDF translation.
Will my team have access to PDF Expert's AI features?
Not at launch. AI features (including PDF Copilot) are not part of the initial PDF Expert Business Manager release.
Subscription
What type of subscription is available?
Currently, the PDF Expert Business Manager offers an annual subscription that provides cross-platform support (iOS and macOS).
When am I billed?
You pay upfront for the year when you set up the team. After that, the default payment method is charged automatically once a year for the licenses currently on your subscription.
What happens at renewal?
Your team is renewed for the number of licenses you have on the renewal date. If you reduced the number of seats during the year, the lower number is what gets charged. We send you a reminder email about a week before renewal.
What does "Cancel team plan" do?
Canceling the team plan stops the auto-renewal for your subscription. However, your entire pool of purchased licenses remains fully valid until the end of your current paid billing period. This means your active team members will keep their premium access, and administrators can still utilize any vacant seats to invite new members during this time. After that, members keep their accounts but lose premium features.
What does "Delete team" do?
Deleting the team initiates a 14-day grace period, during which the standard Admin Panel becomes completely inaccessible. However, a Super Administrator can still log in and use the option to restore the team (reach out to our support and request restoration). Once the 14-day period expires, the company is permanently purged. This permanent deletion erases everything, including all user accounts.
What if my renewal payment doesn't go through?
We will retry the charge for a few weeks while keeping your team's access intact. If the payment still cannot be completed after all retry attempts are exhausted, your subscription will be automatically canceled by the billing system, and premium features will be revoked.
Licenses
How many licenses can I purchase?
From 1 to 50 through the PDF Expert Business Manager. If you need more than 50, use the "Talk to Sales" option, and our Sales team will help you.
On how many devices can a member activate their license?
A single license can be activated on up to 3 devices simultaneously. If a member activates a 4th device, the system will automatically revoke access from the earliest linked device, keeping the total at 3.
Can I reduce the number of licenses in my subscription?
Yes, you can reduce the number of licenses, but no immediate refund is issued. All existing licenses remain fully valid and active until the end of the current billing period, and the newly reduced quantity will only take effect (and be charged) at the beginning of the next billing cycle. Please note that you cannot reduce your licenses to zero using the "Remove licenses" flow; if you no longer need any licenses, you must cancel the team plan.
What do the member statuses mean?
- Pending - the member was invited and hasn't accepted yet
- Outdated - the invitation expired before they accepted (within 3 days); you can resend it
- Active - they accepted the invite and registered
- Inactive - their license was removed due to a reduction in the number of seats. This happens when a Super Admin manually reduces the seat count, or when the subscription renews with fewer seats than active members. In both cases, the most recently added members lose their licenses first
What happens when I remove a member?
The removed member's business account will be completely deleted, and they will be automatically logged out of the app on all their devices. They will not lose any locally stored files, but the app will switch back to the standard personal mode.
If the member was Active or Pending, their seat is immediately returned to your available license pool. Outdated and Inactive members do not hold a license, so removing them does not change your available seat count.
What if my subscription renews with fewer licenses than active members?
The most recently added members lose their seats first and become Inactive. To prevent this, increase the number of licenses before renewal.
Roles: Admin, Super Admin, Members
What are the differences between roles?
- Member: A user who is assigned a license and uses the application functionality. Members do not have access to the PDF Expert Business Manager
- Administrator: A user who can invite, edit, or remove Members. Administrators only have access to the "Members" page and their own Account settings; they cannot access the Billing, Admins tab, or Team Settings pages
- Super Administrator: The user with full access. Super Admins can manage Members, Administrators, and other Super Administrators. They are also responsible for managing the company settings, billing, and purchasing or modifying subscriptions
Can a Super Administrator delete their own account?
A Super Administrator cannot delete their own account if they are the sole Super Administrator in the PDF Expert Business Manager. Another Super Administrator should be assigned before deletion.
Can the same person be both an Admin and a Member?
Yes. The two roles are managed separately - you can remove the license without affecting the admin role.
How do I add another Super Administrator?
Open the Admins tab, invite the person as an Admin if they aren't one already, then promote them to Super Admin. We recommend keeping at least two Super Admins so the team is never locked out.
What if our only Super Admin leaves the company?
To prevent losing access to your team's settings and billing, we strongly recommend proactively assigning at least one backup Super Admin. You can do this at any time by inviting a new Admin or promoting an existing Admin to Super Admin. However, if your sole Super Admin has already left and you can no longer access the Admin Panel, please email rdsupport@readdle.com from a verified company email address. Our Support team will verify your request and can manually assign a new Super Admin to restore your access.
Payments
What currencies are supported?
Prices are displayed in EUR for EU countries, and USD is the default currency for everyone else.
How am I billed if I add licenses mid-year?
New licenses are prorated based on your master renewal date. You will pay a partial cost only for the remaining days in the current billing period. The charged amount will be billed to your default payment method. The new licenses are added to your team right after a successful charge, and they renew on the same date as the rest of your subscription.
How proration appears on the invoice
On the invoice, the proration is shown as two separate lines:
- A positive line - the full cost of your new total seat count for the days remaining until renewal.
- A negative line - a credit for the unused time on your previous seat count.
The actual amount charged is the difference between the two lines.
Example: You start with 3 licenses. On April 16, you add 1 more, bringing the total to 4 seats. The invoice looks like this (10 months and 7 days remaining until renewal):
You actually pay $51.45 - the prorated cost of 1 extra license based on the exact days remaining in your billing period. The two-line format is just how proration is broken down on a Stripe invoice; the net amount is always what gets charged to your payment method.
How am I billed if I reduce the number of licenses mid-year?
Nothing is charged or refunded right away. Your existing licenses stay valid until the end of the current period, and you'll be charged for the lower number at the next renewal.
Where do I find my invoices?
Each invoice is emailed to your billing email automatically. Super Admin can access invoices on the Billing page of PDF Expert Business Manager.
Is VAT included in the displayed price?
It depends on the currency of your purchase. For the EUR, tax is already included in the displayed price. For USD, tax is excluded from the displayed price and will be added on top at checkout.
Company settings
Can I update my business name, billing address, or VAT number?
These fields are read-only in the PDF Expert Business Manager. Modifying them after account setup may involve a legal transfer of the contract to a different entity; therefore, such changes require review by our Legal and Finance teams. If a change is genuinely needed, please email rdsupport@readdle.com - our Support team will coordinate the process.
Refunds
What is the refund policy?
You are eligible for a full refund within 30 days of your initial subscription purchase or any renewal payment. If you added licenses within that same 30-day window, they are included in the refund. Requesting a refund cancels your subscription immediately.
Please note that reducing your license count does not qualify for a refund - partial refunds are not supported. If you decrease the number of licenses, you retain access to all purchased licenses through the end of the current billing period, and the lower count will apply starting with your next renewal.
Refunds cannot be processed while an active chargeback or payment dispute is open with your bank or payment provider.
What happens to my team when a refund is issued?
Approving a refund cancels your subscription immediately. Once the refund is processed, all team members lose access to premium features right away - this is different from canceling your plan, where access continues until the end of the paid period.
How can I request a refund?
To request a refund, please email rdsupport@readdle.com with your company name, the email used at purchase, and the invoice number. Our Customer Support team will process your request manually and confirm the next steps. Note: refunds cannot be processed in parallel with an active chargeback or payment dispute opened with your bank or PayPal.
Can I get a refund after my subscription auto-renews?
Yes. The 30-day full-refund window applies to each qualifying payment, so renewals are treated the same as your initial subscription. If you didn't intend to renew, contact rdsupport@readdle.com within 30 days of the renewal charge, and we'll process a full refund.
Do I get a refund if I cancel my team plan?
No, canceling your team plan does not trigger a refund. It simply stops the auto-renewal for your next billing period. All of your purchased licenses will remain fully active and available for your team members to use until the end of your current paid billing period.
I reduced my license count - do I get an automatic partial refund?
No, partial refunds are not supported. If you reduce the number of licenses you have, you will not receive an immediate refund. Instead, you keep access to all the licenses you've already paid for until the end of your current billing period, and the lower license count will only be charged at your next renewal.