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Subscription Management

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Subscription Overview

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Accessing Billing

1. Go to Settings → Billing
2. View subscription overview
3. Manage all billing-related settings

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Subscription Details

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Current Plan Information

• Plan name (Starter, Growth, Enterprise)
• Billing cycle (Monthly or Annual)
• Current cost
• Next billing date
• Seats (Growth plan only)
• Trial status (if applicable)

Plan: Growth
Billing: Monthly
Seats: 5 seats × $20 = $100/month
Next billing: [your next billing date]
Status: Active

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Subscription Status

• Subscription is current and active
• All features available
• Billing up to date

• In 30-day free trial period
• Full Growth plan access
• No charges until trial ends

• Payment failed
• Retrying payment
• Limited access until resolved

• Subscription cancelled
• Access until end of billing period
• No future charges

• Billing period ended
• No active subscription
• Limited to free features

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Changing Plans

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Upgrading Your Plan

• Immediate access to new plan features
• Prorated charge for remainder of billing cycle
• Next cycle billed at new plan rate

• Current: Starter ($15/month), day 10 of 30
• Upgrade to: Growth 3 seats ($60/month)
• Prorated charge: ($60 -$15) × (20/30) = $30
• Charged immediately: $30
• Next month: $60

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Downgrading Your Plan

• Downgrade takes effect at next renewal
• You keep current plan features until renewal
• Team members removed at renewal (Starter = 1 user)
• Data preserved but some features disabled

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Billing Cycle

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Monthly Billing

• Charged on the same day each month
• Cancel anytime
• No long-term commitment
• Prorated charges for mid-cycle changes

• Subscribed on the 4th of the month
• Charged $60 on subscription date
• Next charge: one month later
• Cancel anytime before April 4

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Annual Billing

• Charged once per year
• 20% discount applied automatically
• Locked in for one year
• Auto-renews unless cancelled

• Monthly: $60/month × 12 =$720/year
• Annual: $576/year (20% off)
• Savings: $144/year

1. Go to Settings → Billing
2. Click Switch to Annual Billing
3. Review savings
4. Confirm switch

• Prorated refund for remaining monthly time
• Charged annual amount
• Next charge in one year

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Payment Methods

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Updating Payment Method

• Credit cards (Visa, Mastercard, Amex, Discover)
• Debit cards
• ACH bank transfer (annual plans only)
• Wire transfer (Enterprise only)

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Payment Failures

1. Automatic retry in 3 days
2. Email notification sent
3. Second retry in 7 days
4. Final retry in 14 days
5. Subscription suspended if all retries fail

1. Update payment method
2. Or manually retry payment
3. Contact support if issues persist

• Access may be limited
• Some features disabled
• Data preserved
• Can resolve anytime

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Invoices & Receipts

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Viewing Invoices

1. Go to Settings → Billing → Invoices
2. View list of all invoices
3. Click invoice to view details
4. Download PDF or email to accounting

• Invoice number
• Date issued
• Amount charged
• Payment method
• Billing period
• Line items (seats, add-ons)

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Downloading Invoices

1. Go to Settings → Billing → Invoices
2. Find the invoice you need
3. Click Download PDF
4. Save to your computer

• Select multiple invoices
• Click Download Selected
• Receive ZIP file with all PDFs

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Emailing Invoices

1. Go to Settings → Billing → Invoices
2. Click Email Invoice
3. Enter recipient email addresses
4. Add optional message
5. Click Send

1. Go to Settings → Billing → Invoice Settings
2. Enable Auto-forward invoices
3. Enter email addresses
4. All future invoices sent automatically

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Billing History

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Transaction History

1. Go to Settings → Billing → History
2. See all charges and credits:
   • Subscription charges
   • Seat additions
   • Prorated charges
   • Refunds
   • Credits applied

• By date range
• By transaction type
• By amount
• Export to CSV

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Payment History

• Cards used
• Payment dates
• Payment amounts
• Payment status (successful, failed, pending)

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Cancellation

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Cancelling Your Subscription

• Cancellation confirmed immediately
• Access continues until end of billing period
• No future charges
• Data retained for 30 days
• Can reactivate within 30 days

• Access to paid features removed
• Data preserved for 30 days
• Can export data
• Can reactivate subscription

• Data permanently deleted
• Cannot be recovered
• Must create new workspace to restart

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Reactivating Subscription

1. Log in to your account
2. Go to Settings → Billing
3. Click Reactivate Subscription
4. Choose plan and billing cycle
5. Enter payment information
6. Click Reactivate

• Immediate access restored
• All data preserved
• Charged for new billing cycle
• Subscription active again

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Refunds

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Refund Policy

• No refunds for partial months
• Cancel anytime to avoid future charges
• Access continues until end of billing period

• Full refund within 30 days of purchase
• Prorated refund after 30 days (minus 20% discount)
• Must contact support for refund

• No charges during trial
• No refund needed
• Cancel anytime during trial

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Requesting a Refund

1. Email support@porcia.org
2. Include:
   • Workspace name
   • Reason for refund
   • Invoice number
3. Support will review and process

• Refund approved within 2 business days
• Refund appears in 5-10 business days
• Depends on payment method

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Billing Notifications

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Email Notifications

• Upcoming renewal (7 days before)
• Payment successful
• Payment failed
• Invoice available
• Subscription cancelled
• Trial ending soon

1. Go to Settings → Notifications → Billing
2. Enable/disable notification types
3. Add additional recipients
4. Click Save

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In-App Notifications

• Payment due soon
• Payment failed
• Subscription expiring
• Trial ending
• Seat limit reached

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Billing Support

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Common Billing Issues

1. Verify card information is correct
2. Check with your bank
3. Try different payment method
4. Contact support if issues persist

1. Review billing history
2. Check for seat additions
3. Review prorated charges
4. Contact support for clarification

1. Check spam folder
2. Verify email address in settings
3. Download from billing portal
4. Contact support to resend

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Contacting Billing Support

• Workspace name
• Invoice number (if applicable)
• Detailed description of issue

• Email: support@porcia.org
• Subject: “URGENT: Billing Issue”
• Include all relevant details

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Next Steps