Step-by-step guide

How to set up a ProofSnap Company team

In 2026 the ProofSnap Company plan costs $18.99 per user a month or $190 per user a year, with a minimum of 2 licenses. One admin buys the licenses, adds users by their sign-up email, removes people who leave, and sets one letterhead for every evidence PDF. Every member gets unlimited captures and 5 EU qualified timestamps a month.

By Radim Motycka, Founder and Lead Engineer at ProofSnap, who built the team management and billing features this guide walks through. ·

Admin

Buys licenses, adds people

Members

Sign up, then capture

Letterhead

Set once, on every PDF

The Company plan at a glance

Every license is one user with their own login and their own evidence. The admin pays for all licenses in one subscription. For a single user, how to choose a ProofSnap plan compares Essential, Professional and Enterprise.

Price
$18.99 per license per month, or $190 per license per year
Licenses
Minimum of 2; the admin uses one
Trial
7 days
Web captures
Unlimited for every user
EU qualified timestamps
5 per user per month, 1 per user during the trial
File certifications
Unlimited
Whitelabel branding
Set once by the admin, applied to every member's evidence PDFs
Top of the Company Plan screen. Company name is an example.

Before you start

  • ProofSnap is installed in Chrome or Edge for the admin and for every member.
  • You know how many people will use it, yourself included.
  • You have each member's work email address.

Admin, step 1

Create the company account

The person who will run the team, the admin, creates the company. Open the ProofSnap side panel, choose to sign up and switch to the Company tab. Each company name can be registered only once. If the name is already taken, ProofSnap asks you to create an individual account instead and have that company's admin add you.

  1. 1Company tab. Switches the form to a company sign-up. Individual is for team members (see step 4).
  2. 2Company Name. Your firm's name. It appears on the Company Plan screen, in the Team Members card and in every member's account card.
  3. 3Email and password. Your own login. The password needs at least 7 characters and one special character.
  4. 4Create Account. Creates the company with you as its admin and signs you in. After the privacy notice shown at first sign-in, the Company Plan screen opens.
Sign-up form in the side panel. Name and email are examples.

Admin, step 2

Choose the number of licenses and the billing period

One license is one person (what other tools call a seat). You, the admin, use one license too, so for yourself and four colleagues, choose 5. The minimum is 2.

  1. 1Monthly or Annually. The billing period. The table below compares both over a year.
  2. 2Team Licenses. Use − and + or type the number.
  3. 3Price breakdown. Licenses times the price, the billing period, the eIDAS allowance of 5 qualified timestamps per user per month, and the total.
  4. 4Buy now. Opens Stripe checkout in a new tab.
  5. 5Quick selection. One click for 5, 10, 25 or 50 licenses, with the price.
What a ProofSnap Company team costs over one year
LicensesMonthly billing, 12 monthsAnnual billing
2$455.76$380
5$1,139.40$950
10$2,278.80$1,900

A five-person team pays $950 a year on annual billing instead of $1,139.40 on monthly billing, which is $189.40 less.

Computed from the ProofSnap list prices as of October 2026: $18.99 per license per month and $190 per license per year.

Example: five licenses, billed annually.

Admin, step 3

Pay through Stripe and start the 7-day trial

Finish the checkout in the Stripe tab. The Company plan starts with a 7-day trial; a credit card is required to start it. During the trial, each user has 1 EU qualified timestamp; the full allowance of 5 per user per month applies after the trial.

  1. 1Countdown. Once Stripe confirms the payment, the side panel opens the main screen on its own. If the countdown runs out first, the panel signs you out: simply sign in again. Cancel redirect stops the countdown.
The side panel while Stripe checkout is open in a new tab.

Member, step 4

Each member creates an individual account

ProofSnap does not send invitation emails. Instead, each colleague first creates an ordinary ProofSnap account, and then the admin adds them by email address. Send your colleagues the link to install ProofSnap and ask them to sign up with their work email.

  1. 1Individual tab. Members always sign up as Individual. Choosing Company would try to create a second company.
  2. 2Email and password. Use exactly the address the admin will type in step 5.
  3. 3Create Account. The member then sees the plans page. They do not need to buy anything: as soon as the admin adds them, their side panel switches to the Company plan by itself.
What the member fills in. Email is an example.

Admin, step 5

Add users in the Team Members card

After the purchase, the admin's side panel has a Team Members card above User Account Info. Only the admin sees it. Type the email your colleague signed up with and click Add.

  1. 1Team Members. Click the title to open or close the card.
  2. 2Licenses used. Your company name, how many licenses are taken, and a bar that fills up. The admin counts as one.
  3. 3Enter member's email, then Add. Type the email your colleague signed up with and click Add. The button is grayed out when every license is taken.
  4. 4The list. Everyone in the company, with the role Admin or Member. Each email is listed once.
The admin's side panel: Team Members sits above User Account Info. Built from the extension's own interface; names and numbers are examples.

Admin, step 6

Read the confirmation, or fix the problem

The card tells you right away whether the member was added.

  1. 1Added. The member appears in the list and the license counter goes up. The member's own side panel switches to the Company plan without them doing anything.
  2. 2No user found. The card says "No user found with this email address." Nobody has signed up with that email yet, or it is spelled differently. Ask your colleague to finish step 4 with that exact address, then try adding them again.
  3. 3License limit reached. Every license is in use. Remove someone (step 7) or get more licenses (step 8).
  4. 4Member of another company. A person can belong to only one company. They have to leave the other company first.
The confirmation and the three most common error messages, as the extension shows them.

Admin, step 7

Remove a member

When someone leaves the firm, click the red X next to their email address and confirm. The license is freed for the next colleague. The admin cannot be removed.

  1. 1Remove. Shown only next to members, never next to the admin. After you confirm, the person's ProofSnap account becomes an individual account without a plan, and on their next sign-in they see the plans page. Evidence packages they already downloaded stay on their computer, untouched.
The red X removes a member. The confirmation below comes from the browser and is shown here in simplified form, in Chrome's own colors.

Admin, step 8

Billing and the number of licenses

The admin's User Account Info card shows the Company plan and the billing link. Members do not see the links for buying credits or managing billing. To add or remove licenses, open Manage Billing & Subscription and change the number of licenses on your subscription in the Stripe billing portal. The license counter in Team Members updates automatically.

  1. 1Your plan line. Plan, billing period and company name, followed by unlimited captures, the eIDAS timestamps left this month and unlimited file certifications.
  2. 2Manage Billing & Subscription. Opens your Stripe billing portal in a new tab. There you can change the number of licenses and the payment method, and view your invoices.
The admin's account card. Values are examples.

Admin, step 9

Put your letterhead on everyone's PDFs

The Company plan includes whitelabel branding. The admin sets it once in the Whitelabel Branding card, and every member's evidence PDF carries it from their next capture on. Members do not see the card and cannot change it. The setup itself is the same as for a single user: follow the whitelabel branding guide.

  1. 1Whitelabel Branding. Logo, color, firm name, address and contact email, stored once for the whole company.
The admin's side panel with the Whitelabel Branding card under User Account Info. Built from the extension's own interface.

Member

What a member sees

A member's side panel is simpler than the admin's. Everything needed to capture evidence is there; the team and billing controls are not.

  1. 1No Team Members card. Only the admin manages the team. There is no Whitelabel Branding card either: the company letterhead is applied automatically.
  2. 2Plan line. The plan (Company), the billing period and the company name.
  3. 3Available captures: Unlimited. Web captures are not counted on the Company plan.
  4. 4Available eIDAS captures. Each member has their own 5 qualified timestamps per month, counted separately from their colleagues'.
  5. 5Capture as usual. The rest of the panel is the same as on any plan. See how to capture a web page.
A member's side panel: no Team Members card, no Whitelabel Branding card, the company name in the plan line. Built from the extension's own interface; values are examples.

Common questions

Give your whole team one evidence standard

Install ProofSnap, create the company account and add your colleagues.

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More guides: How to capture a web page · Whitelabel branding · How to choose a plan

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