Billing & Subscriptions

Summary

This guide covers platform billing for administrators. You’ll learn how to manage tenant subscriptions, review and verify payments, handle quotes and upgrade requests, configure plan pricing, and run billing automation.

Who This Guide Is For

• Platform administrators responsible for revenue and invoicing
• Finance staff verifying proof of payment
• Operations staff managing plans and pricing

Prerequisites

Before you begin, ensure you have:

• Platform administrator credentials with billing permissions
• The current pricing schedule and plan definitions
• Bank reconciliation details for verifying payments

Step 1: Review the Billing Dashboard

Navigate to Admin → Billing.

The billing overview shows platform-wide statistics: revenue, payments, invoices, and items pending verification. Use it as your daily starting point.

Tip: The “pending verification” count flags proof-of-payment uploads awaiting your review — clear these promptly to avoid blocking tenant upgrades.

Step 2: Manage Subscriptions

Navigate to Admin → Billing → Subscriptions.

This screen lists tenant subscriptions and their status. From here you can:

• Review each tenant’s plan and billing state
• Override a subscription status when a manual correction is needed

Tip: Use status overrides sparingly and document the reason — they bypass the normal billing lifecycle.

Step 3: Verify Payments and Proof of Payment

From Admin → Billing, open the pending-verification queue.

For each submitted payment:

1. Open the proof-of-payment file
2. Confirm the amount and reference against your bank records
3. Approve (verify) or reject the proof

Verified payments mark the corresponding invoice as paid.

Step 4: Handle Upgrade Requests

Within Admin → Billing, review the upgrade-requests queue.

For each request you can:

• Approve to move the tenant onto the requested plan
• Reject with a reason

The pending count is surfaced so you can see outstanding requests at a glance.

Step 5: Manage Quotes

Navigate to Admin → Billing → Quotes.

This screen lists generated quotes. Open a quote to review its line items and update its status as it moves through the sales process.

Step 6: Configure Plan Pricing

Navigate to Admin → Pricing.

From the pricing screen you can:

• Create and edit plans
• Reorder how plans are presented
• Manage add-ons (create, edit, remove)

Tip: Reordering affects how plans appear to prospective tenants — put your recommended plan in a prominent position.

Step 7: Run Billing Automation

Navigate to Admin → Billing → Manage to access billing automation controls.

From here you can:

• View automation status and recent runs
• Adjust automation settings
• Trigger a manual billing run when needed

Tip: Check the most recent run’s outcome before triggering a manual run to avoid duplicate billing.

Common Mistakes to Avoid

1. Verifying payments without checking the bank: Always reconcile the reference and amount first
2. Status overrides without notes: Undocumented overrides make reconciliation difficult later
3. Editing live pricing carelessly: Pricing changes can affect quotes in flight — review before saving
4. Running automation twice: Confirm the last run before triggering a manual billing run

Verification Checklist

Before closing out a billing cycle, verify:

• All pending proofs of payment are verified or rejected
• Upgrade requests are resolved
• Subscription statuses are accurate
• Pricing and add-ons are current
• The latest billing automation run completed without errors

Next Steps

• Tenant Management — Assign plans when provisioning tenants
• Feature Flags & System Settings — Control which modules each plan unlocks
• Ops & Monitoring — Watch for failed billing jobs