Billing

The Billing page in Settings: what plan your company is on, what the plan allows against what you use, choosing or changing a plan, your card, cancelling, and your receipts.

What it is for

Settings > Billing is where an owner or admin looks after the company's plan. The page says under its title: "Your plan, what it allows and your receipts. Only owners and admins see this page."

The page has three sections:

• Your plan: the billing state, a line with the date that matters, and what you use of the plan.
• Choose a plan (or Change plan once a paid plan is running): the plan cards with their prices.
• Receipts: your payments.

The company pays, not the person. One plan covers everyone in the company.

The free trial, the plans and their limits are explained on Trial and plans. What happens when a company locks is on Locked company.

Who can use it

Billing is in the Settings group of the office menu.

Your plan

The first line of Your plan is the billing state. See Billing states for each one.

Under it, a second line gives the date that matters:

What you use

Three figures show what the plan allows against what the company uses:

Billing states

Complimentary companies

A complimentary company pays nothing. FSMCore chooses the plan and whether it has an end date.

• The page shows Your plan and Receipts only. There are no plan cards and no payment buttons.
• A company that was made before billing existed is complimentary on the top plan, with no end date.
• A complimentary plan with an end date locks the company on that date, unless the company's free trial is still running then. See When a plan ends.

The plan cards

Every company that is not complimentary sees the plan cards. Above the cards are two buttons, Monthly and Yearly. They switch the prices and buttons on every card between paying by the month and paying by the year.

Each card shows:

• The plan name. Your own plan carries a Current plan badge. The smallest plan that fits the people you have now carries a Fits your people badge.
• The price in your company's currency, for example an amount "a month" or "a year".
• Next to a yearly price, the saving when a year costs less than twelve single months, for example "2 months free". The saving is worked out from the two prices. It is not shown when the year is no cheaper, or when the saving is not a whole number of months.
• What the plan allows: the people ("1 person", "Up to 3 people", "Unlimited people"), the storage when the plan has a storage limit (for example "5 GB storage") and "API for other software" or "No API".
• A button to choose the plan, or a short line that says why it cannot be chosen.
• A plan too small for the people you have now is shown but cannot be chosen: the card says "You have N people; this plan allows M." (people whose only role is Accountant are not counted).

What a card can show instead of a button:

Which currency is used is explained in Prices.

Choose a plan

For a company on the free trial. The section is headed Choose a plan.

1. Open Settings > Billing.
2. Press Monthly or Yearly. Monthly is picked when the page opens.
3. On the card of the plan you want, press Choose plan. The payment window opens on top of the page.
4. Pay. You come back to Settings > Billing with the line "Thank you. Your plan shows here as soon as the payment is confirmed; you do not need to reload."
5. When the payment is confirmed, Your plan shows "Active:" with the plan name.

Your card details are typed into the payment provider's window. FSMCore has no card field of its own.

Payments are not switched on yet

While FSMCore has not opened payments, the section shows "Payments are not switched on yet." above the cards, and every card that has a price shows the same words in place of its button. Nothing can be bought. There is nothing for you to do: a trial runs on to its end date as normal.

Change plan

For a company with a paid plan that is running (Active or Payment failed). The section is headed Change plan.

1. Press Monthly or Yearly.
2. On the card you want, press Change to this plan. The card of your own plan has no button for the period you already pay.
3. The window Change your plan? says: "The change starts now. Paddle charges or credits the difference for the rest of the period." Press Change plan.
4. The message "Plan changed to (plan)" shows.

You can move to a bigger or a smaller plan, or between monthly and yearly, in the same way.

If the change does not go through, the message Plan not changed shows, with "Paddle did not confirm the change. Try again in a minute." or, when that price cannot be bought, "This plan is not on sale yet." ("Payments are not switched on yet." while FSMCore has not opened payments). Your plan stays as it was.

A plan smaller than the people you have now cannot be chosen: its card says "You have N people; this plan allows M." and has no button, and the change is refused with Plan not changed and the same sentence. Archive people first, or pick a bigger plan.

Moving to a smaller plan deletes nothing and removes nobody. The smaller limits apply from then on. See People limit.

Update card

Press Update card at the top of the page. The payment provider's page for your card opens.

The button shows only when payments are switched on and the company has a paid plan: Active, Payment failed, or Cancelled while the paid period still runs.

If the card page cannot be opened, the message Card page not opened shows, with "The checkout could not be opened just now. Try again in a minute."

Cancel plan

The Cancel plan button is at the top of the page. It shows only when payments are switched on and a paid plan is running (Active or Payment failed).

1. Press Cancel plan.
2. The window Cancel your plan? says: "Access stays until the paid period ends ((date)). Then the company locks and its data is deleted 30 days later. Export first." Press Cancel plan.
3. The message Plan cancelled shows: "Your company works until the end of the paid period."

After cancelling:

• Your plan shows "Cancelled:" with the plan name, and "Your company works until (date), then it locks."
• Everything keeps working until that date.
• The plan section is headed Choose a plan again and shows "Your plan is cancelled. A new plan can be chosen when the paid period has ended." The cards have no Choose plan or Change to this plan buttons meanwhile.
• Cancel plan is gone. Update card stays.
• A payment that fails after you cancelled changes nothing: the plan stays Cancelled, the company still works until that date, and no "Payment failed" email, bell or banner is sent.
• On that date the company locks. A plan can then be chosen on the lock page. See Locked company.

Export your data before the paid period ends. See Export.

If the cancellation does not go through, the message Plan not cancelled shows: "Paddle did not confirm the cancellation. Try again in a minute." Your plan carries on.

Receipts

The section Receipts lists the company's payments, newest first, up to 50.

Press PDF at the end of a row to open that receipt from the payment provider. PDF shows only on a payment that has a number, and only while payments are switched on.

Before the first payment the section shows "No payments yet."

If a receipt cannot be opened, the message Receipt not available shows: "Paddle did not return the receipt. Try again in a minute."

Payment failed

When a payment for a running plan does not go through:

• Your plan shows "Payment failed:" with the plan name, and "The last payment did not go through. Update your card to keep your company open."
• The company keeps working. Nothing is switched off and nobody is locked out.
• Every owner and admin gets an email with the subject "Payment failed for (company)". It says: "The last payment for your FSMCore plan did not go through. Update your card in Settings > Billing to keep your company open."
• Every owner and admin gets a bell notification with the title "Payment failed for (company)" and the text "Payment failed, update your card".
• A red banner shows on every office page. See The banner.

The email is sent even when the company has Email notifications switched off.

What to do: press Update card and give a card that works.

• When a later payment goes through, the company is Active again and the banner goes.
• If the payment provider gives up and ends the plan, the company locks. See When a plan ends.

The banner on office pages

A banner shows at the top of every page of the office area, for owners and admins only. Supervisors do not see it. It does not show in the crew app or in the accountant area.

Both links open Settings > Billing. The trial reminders by email and bell are described in Trial reminders.

When a plan ends

A company locks at once, with no read-only period, when one of these happens:

• A cancelled plan reaches the end of the period that was paid for.
• The payment provider ends the plan after failed payments.
• A complimentary plan with an end date reaches that date.
• A free trial reaches its end date and no plan was chosen.

FSMCore checks this by itself. Owners and admins get the email "(Company) is locked on FSMCore". From then on every page goes to the lock page, where an owner or admin can choose a plan or export all company data until the deletion date. All of it is explained on Locked company.

What happens after

• When the payment provider confirms a payment, the company becomes Active with the plan you chose, monthly or yearly, and the next payment date. You do not need to reload the page.
• A confirmed payment also opens a locked company again, and clears its deletion date and any request to delete its data.
• The plan's people limit, storage limit and API rule apply from then on.
• Each later payment moves Next payment to the new date and adds a row to Receipts.
• Every change of the company's billing state is recorded.

Common mistakes

I cannot find Billing in the menu. Only owners and admins see Settings > Billing. Ask your admin.

There are no plan cards on the page. Your company is complimentary: FSMCore gave it a plan free of charge, so there is nothing to choose or pay.

The cards say "Payments are not switched on yet". Plans cannot be bought yet. Nothing to do.

One card says "This plan is not on sale yet". Payments are open, but that price is not on sale yet. Choose another plan or period, or wait.

A card says "Price coming soon". That plan has no price in your company's currency yet, so it cannot be chosen.

There is no Update card or Cancel plan button. Both show only once payments are switched on and the company has a paid plan. Cancel plan also goes once the plan is cancelled.

I cancelled and now want a plan again. A new plan can be chosen when the paid period has ended. The company locks on that date and the plan cards are on the lock page.

There is no PDF link on a receipt. The payment has no receipt number yet, or payments are not switched on.

I paid but the page still shows the trial. The plan shows as soon as the payment provider confirms the payment. The page updates by itself.