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Billing and Seat Management

Organization owners have full control over billing, subscription management, and seat allocation. This guide covers all aspects of managing your organization's Plus subscription.

Accessing Billing​

For Organization Owners Only​

Only organization owners can access billing features:

  1. Navigate to Organizations: Go to your profile menu and select "Organizations"
  2. Select Organization: Click on your organization
  3. Billing Tab: Navigate to the "Billing" section
  4. View Details: See current subscription status and seat information

Current Billing Information​

Subscription Overview​

Your billing page displays:

  • Current Plan: Active Plus subscription details
  • Billing Cycle: Monthly or annual billing frequency
  • Next Payment: When your next payment is due
  • Total Seats: Number of seats purchased
  • Assigned Seats: How many seats are currently in use
  • Available Seats: Remaining seats that can be assigned

Payment Information​

  • Payment Method: Current payment method on file
  • Billing History: Previous payments and invoices
  • Subscription Status: Active, canceled, or past due

Managing Seats​

Adding Seats​

When you need more seats for your growing team:

  1. Click "Manage Seats": Open the seat management modal
  2. Increase Quantity: Select the new total number of seats needed
  3. Review Changes: See the cost breakdown for additional seats
  4. Pay Now: Complete payment for the additional seats
  5. Immediate Access: New seats are available immediately after payment

Reducing Seats​

To reduce your seat count:

  1. Check Usage: Ensure assigned seats don't exceed the new total
  2. Remove Members First: If needed, remove Plus from members to free up seats
  3. Open Manage Seats: Click "Manage Seats" from the billing page
  4. Decrease Quantity: Select the new lower seat count
  5. Confirm Changes: Review the changes and confirm

Seat Management Rules​

Adding Seats​

  • Immediate Billing: You're charged immediately for additional seats
  • Prorated Charges: New seats are prorated based on your billing cycle
  • Instant Availability: New seats can be assigned to members immediately

Reducing Seats​

  • Usage Restriction: Cannot reduce below currently assigned seats
  • Member Management: Must remove Plus from members first if over new limit
  • Billing Adjustment: Changes take effect on next billing cycle

Subscription Management​

Modifying Your Plan​

  • Cycle Changes: Switch between monthly and annual billing
  • Plan Updates: Modify subscription details through Paddle
  • Payment Methods: Update credit cards and billing information

Cancellation Policy​

  • Owner Only: Only organization owners can cancel subscriptions
  • Member Impact: All organization members lose Plus benefits upon cancellation
  • Billing End: Service continues until the end of the current billing period
  • Data Retention: Organization data is preserved but Plus features are disabled

Payment and Billing​

Automatic Billing​

  • Recurring Charges: Subscriptions automatically renew based on your cycle
  • Payment Failures: Failed payments result in suspension of Plus benefits
  • Retry Logic: Payment retries occur automatically for failed transactions

Invoices and Receipts​

  • Email Delivery: Invoices are automatically emailed after payment
  • Download Access: Access and download invoices from the billing page
  • Tax Information: Invoices include applicable tax details

Billing Restrictions​

Actions That Prevent Changes​

Certain actions are restricted when:

Organization Deletion​

  • Active Subscriptions: Cannot delete organization with active Plus subscription
  • Assigned Seats: Must remove all member Plus assignments first
  • Billing Resolution: Cancel subscription before attempting to delete organization

Seat Reduction​

  • Over-Assigned: Cannot reduce seats below currently assigned count
  • Member Management: Must first remove Plus from excess members
  • Validation: System prevents invalid seat reductions

Cost Management​

Optimizing Costs​

  • Regular Audits: Review seat usage monthly
  • Remove Inactive: Remove Plus from inactive team members
  • Right-Size: Adjust seat count based on actual team size
  • Annual Savings: Consider annual billing for cost savings

Usage Tracking​

  • Member Activity: Monitor which team members actively use Plus features
  • Seat Utilization: Track percentage of seats actively used
  • Cost Per User: Calculate effective cost per active user

Troubleshooting​

Common Billing Issues​

Payment Failures​

  • Update Payment Method: Ensure credit card information is current
  • Billing Address: Verify billing address matches payment method
  • Contact Support: Reach out for persistent payment issues

Seat Assignment Problems​

  • Check Availability: Ensure seats are available before assignment
  • Existing Plus: Cannot override personal or other organization Plus subscriptions
  • Permission Issues: Verify you have owner permissions for billing changes

Getting Help​

  • Billing Support: Contact support for billing-related questions
  • Documentation: Refer to Plus documentation for feature questions
  • Account Issues: Use the help center for account-related problems