Payments & Subscription

The Payments module allows for comprehensive management of your organization’s subscription, licenses, and billing information directly within the FlexiProject application. Users can start, modify, and cancel their subscriptions, while administrators have a powerful panel to oversee all client accounts (tenants).

First payment

Starting Your Subscription 

When your trial period ends, or if you decide to subscribe earlier, you can activate your subscription from the Payments tab.

1. Select License Quantity: Specify the number of Standard License and Full License you need. You cannot set a quantity lower than the number of users currently assigned to licenses.
2. Choose a Billing Cycle:
   • Monthly Payment: Pay on a month-to-month basis.
   • Annual Payment: Pay for a full year upfront and receive a discount (e.g., 20%). The system will display the total annual cost and the discounted rate.
3. Provide Invoice Data:
   • Fill in all required fields to create a client profile in the invoicing system. This includes Company Name, Tax ID, address, and email. All fields are mandatory.
4. Add Payment Method:
   • Securely add your credit card details. This card will be used for the initial payment and subsequent automatic renewals.
5. Review and Pay:
   • The Payment Summary section will update in real-time to reflect your selections. It will show the net, VAT, and gross amounts for the chosen billing period.
   • Click the “Pay and Activate” button to complete the process.

After a successful payment, your account will be activated, an invoice will be generated and sent to your email, and your subscription details will be updated.

KSeF status of invoices (Poland only)

For organizations based in Poland, invoices are automatically submitted to the National e-Invoicing System (KSeF). The invoice list contains a dedicated KSeF status column showing the current state returned by the registry:

• Registered — the invoice has been accepted and assigned a KSeF number. The download icon is available.
• Processing — the invoice has been sent and is awaiting confirmation.
• Error — the submission failed. An error occurred. Please contact us.
• System Error — the external registry is temporarily unavailable. External registration system issue.

The previous Status column showing payment state has been renamed to Payment to clearly separate it from the new KSeF status.

active-subscription

Once your subscription is active, the Payments tab will display a summary of your next payment and provide tools to manage your account.

Changing Your License Quantity

You can adjust the number of licenses at any time.

1. Go to the License count section and click the edit button.
2. Adjust the number of Standard and/or Full licenses.
   • Increasing Licenses: If you increase the number of licenses, a payment window will open with the pro-rated charge for the additional licenses for the remainder of the current billing period. After a successful payment, the new license quantity becomes effective immediately.
   • Decreasing Licenses: If you decrease the number of licenses, the change will be saved, and the lower number will be applied from the start of the next billing period. You will not be charged less during the current period.
3. Click “Save” to confirm the changes.

Changing Your Billing Cycle

1. Go to the Summary of next payment section.
2. Select your desired billing cycle (e.g., switch from “Monthly Payment” to “Annual Payment”).
3. The summary will update to show the new cost for the upcoming period.
4. Click “Save” to apply the change to your next billing cycle.

Viewing and Downloading Invoices

The Invoices section displays a complete history of your billing.

• The list is sorted by issue date, from newest to oldest.
• Each entry shows the net, VAT, and gross values, as well as the payment status (e.g., Paid, Unpaid).
• Click the “Download” button next to any invoice to save it as a PDF file.

Canceling Your Subscription

1. Find the Cancel Subscription section and click the “Unsubscribe” button.
2. A confirmation window will open, showing the date until which your service will remain active (the end of your current paid billing period).
3. Click “Confirm resignation” to proceed.

Your subscription’s auto-renewal will be turned off, and no further charges will be made. You will retain full access to the application until the end of the current billing period.

Restoring a Canceled Subscription

If you have canceled your subscription but the billing period has not yet ended, you can reactivate it.

1. In the Subscription Status section, a message will indicate that your subscription has been canceled.
2. Click the “Restore subscription” button.
3. Automatic renewal will be re-enabled, and your subscription will continue as before.

Additional invoice data

The invoice data section contains a field called Additional invoice data. Use it to store any information that should appear on the invoice but does not fit the standard billing fields — for example the name of the person on the client side who approves the document, an internal cost code, or a reference number.

Anything entered in this field is included on invoices generated in the next billing period.