Payments and subscription

The Payments module (the Billing item in the main menu) is used to manage the organization’s subscription: the number of licenses, the billing cycle, the payment method, invoice details and invoices. It is available in the cloud version of FlexiProject to organization administrators; in a self-hosted installation the application answers with the message You don’t have access to payments.

Prices depend on the number of Standard and Full licenses (see Licenses) and on the billing country. Organizations with an individual contract do not pay by card — they see no payment method card and no command to restore the subscription.

Starting a subscription

An organization that does not pay yet sees the first payment form on the Payments page. When access to the application is blocked because of missing payment, the message Access to FlexiProject has been blocked appears, asking you to contact the FlexiProject team.

1. Number of licenses. In the Number of licenses part you set the number of Standard and Full licenses. It cannot be lower than the number of users who already have that license.
2. Billing cycle. In the Payment Summary part you choose Annual payment (with a discount whose value the application shows) or Monthly payment. Below the choice you see the billing Period.
3. Invoice details. In the Invoice details part you enter the Country, TAX ID, Company name, Street and number (optional), Zip code, City and the invoice Email. In the Additional information field (up to 256 characters) you enter text that should appear on invoices, for example an order number. Changing the country recalculates prices.
4. Payment method. In the Payment Method part you enter the card details: Number, Expiration date and CVV. The card form is handled by the payment operator. This card is used for the first payment and for subsequent automatic renewals.
5. Summary and payment. The summary shows net, VAT and gross amounts for the chosen period and updates with every change. The Pay & Activate button finishes the process. When the bank requires 3D Secure confirmation, the Payment confirmation window opens.

After a successful payment the subscription is active, and the invoice goes to the e-mail address. When the payment fails, the message Payment not completed appears and the form stays open for corrections.

Managing the subscription

With an active subscription the Payments page shows: the Number of licenses (with the end date of the current billing period), Invoice details, the Payment Method (without an individual contract), the Summary of the next payment, Invoice and Unsubscribing.

Changing the number of licenses

1. Click Edit in the Number of licenses part. The Edit the number of licenses window opens, with the number of Standard and Full licenses and the current assignments (Currently). The number cannot go below the number of users with that license.
2. Change the number. An increase needs an additional payment proportional to the rest of the current period — the calculation is shown in the window under the billing period. The button changes to Accept and pay; after a successful payment the new number applies immediately.
3. A decrease is saved with Save and applies from the next billing period. In the current period the fee does not drop, and a Next period tag with the new number appears by the license.

The Edit button is hidden until the subscription is paid.

Changing the billing cycle

In the Summary of the next payment part, choose Annual payment or Monthly payment. The summary shows the period and cost of the next cycle. After you change the choice, Save appears; the change applies from the next billing period.

Changing the payment method

The Edit button in the Payment Method part opens a form for a new card. The new card replaces the current one after authorization (with 3D Secure confirmation when needed). On failure the application shows Failed to update payment method.

Invoice details

The Invoice details part shows the country, tax ID, company name, address and the e-mail address for invoices. The Edit button opens the Invoice details window with the same fields as the first payment form (see Starting a subscription), including the Additional information field. Put there content that does not fit the standard fields, for example the name of the person approving the document, an internal cost code or a reference number. It goes onto invoices generated in subsequent billing periods. An incorrect tax ID ends with the message Incorrect tax identification number.

Invoices

The Invoice part holds the billing history, newest invoice first. The columns are Number, Date of issue, Net Worth, VAT, Gross value and the payment Status (Paid or unpaid). The list is paginated. When there are no invoices, the message No data to display appears.

KSeF status (Polish organizations only)

Invoices of Polish organizations go to the National e-Invoice System (KSeF). The KSeF status column shows the state returned by the register:

• Registered — the invoice was accepted. A PDF download icon appears next to it.
• Processing — the invoice was sent and awaits confirmation.
• Error — sending failed; the tooltip asks you to contact us.
• System Error — the external registration system is temporarily unavailable.

Cancelling and restoring the subscription

Cancelling

1. In the Unsubscribing part, click Unsubscribe. The Confirmation of cancellation window opens with the end date of the current paid period.
2. Click Confirm cancellation.

Automatic renewal is switched off and no further fees are charged. Access to the application lasts until the end of the paid period. The Unsubscribing part disappears, and Subscription Status replaces the Summary of the next payment part, showing that the subscription has been cancelled.

Restoring

Until the end of the paid period you can restore the subscription with the Restore Subscription button in the Subscription Status part (except in organizations with an individual contract). Automatic renewal is switched on again.