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Billing Dashboard UI - User Guide

Complete guide for using the billing dashboard and managing subscriptions.

Overview​

The Billing tab in Settings provides a comprehensive interface for managing your organization's subscription, viewing usage alerts, and upgrading plans.

Accessing the Billing Dashboard​

  1. Navigate to Settings (top right corner)
  2. Click on the Billing & Plans tab
  3. View your current subscription and available upgrade options

Features​

1. Current Subscription Card​

Displays your active subscription information:

  • Plan Name: Free, Team, or Enterprise
  • Status Badge:
    • 🟢 Active: Subscription is current and payments up to date
    • 🟡 Past Due: Payment failed, action required
    • ⚫ Canceled: Subscription canceled, will downgrade at period end
  • Billing Period: Current subscription cycle dates
  • Last Payment: Date and amount of most recent payment

Admin Actions:

  • Manage Subscription button: Opens Stripe Customer Portal to:
    • Update payment method
    • View invoice history
    • Cancel subscription
    • Update billing details

2. Usage Alerts​

Real-time alerts appear at the top when you're approaching plan limits:

  • Info Alert (Blue): 50% usage reached

    • "You're halfway through your monthly test runs"
    • Informational only, no action required

  • Warning Alert (Yellow): 80% usage reached

    • "You're approaching your test run limit. Consider upgrading."
    • Time to evaluate upgrading to a higher plan

  • Critical Alert (Red): 90%+ usage reached

    • "Limit almost reached! You've used 95% of your test runs."
    • Immediate action recommended to avoid service interruption

3. Available Plans Section​

Interactive cards showing all available plans:

Free Plan​

  • Price: $0/month
  • Features:
    • 100 test runs/month
    • 3 team members
    • 1 concurrent run
    • Community support
  • Status: Shows "Current Plan" if active

Team Plan​

  • Price: $99/month
  • Features:
    • 1,000 test runs/month
    • 20 team members
    • 5 concurrent runs
    • Priority support
    • Advanced analytics
  • Action: "Upgrade to Team" button (if not current plan)

Enterprise Plan​

  • Price: $499/month
  • Features:
    • Unlimited test runs
    • Unlimited team members
    • Unlimited concurrent runs
    • 24/7 dedicated support
    • Custom integrations
    • SLA guarantee
  • Action: "Upgrade to Enterprise" button (if not current plan)

Upgrading Your Plan​

Step 1: Select a Plan​

Click Upgrade to [Plan Name] button on the plan card you want.

Step 2: Stripe Checkout​

You'll be redirected to Stripe Checkout:

  • Secure payment form (hosted by Stripe)
  • Enter payment details:
    • Card number
    • Expiration date
    • CVC code
    • Billing address

Test Cards (Development/Staging):

  • Success: 4242 4242 4242 4242
  • Decline: 4000 0000 0000 0002
  • Authentication Required: 4000 0025 0000 3155

Step 3: Confirmation​

After successful payment:

  • Redirected back to dashboard
  • Subscription automatically activated via webhook
  • New plan limits applied immediately
  • Team receives increased capacity

Managing Your Subscription​

Access Customer Portal​

  1. Click Manage Subscription button in Current Subscription card
  2. Opens Stripe Customer Portal in new tab
  3. Available actions:
    • Update Payment Method: Add/remove cards
    • View Invoices: Download past invoices
    • Cancel Subscription: Schedule cancellation at period end
    • Update Billing Info: Change billing address, tax ID

Cancel Subscription​

Important: Canceling your subscription will:

  • Continue until the end of your current billing period
  • Automatically downgrade to Free plan at period end
  • Reduce limits to Free tier (100 runs, 3 users)
  • No prorated refunds (per Stripe policy)

To Cancel:

  1. Click Manage Subscription
  2. In Customer Portal, click Cancel plan
  3. Confirm cancellation
  4. Webhook updates your status to "canceled"
  5. On period end date, plan downgrades to Free

Reactivate Canceled Subscription​

If you canceled but want to continue:

  1. Click Manage Subscription before period end
  2. In Customer Portal, click Resume subscription
  3. Subscription will continue normally

Understanding Billing Status​

Active Status 🟢​

  • All systems operational
  • Payments current
  • Full access to plan limits

Past Due Status 🟡​

What happened:

  • Payment failed (card declined, insufficient funds, expired card)

What to do:

  1. Click Manage Subscription
  2. Update payment method
  3. Retry payment
  4. Status returns to Active after successful payment

Grace Period:

  • 7 days to resolve payment issues
  • Service continues during grace period
  • After 7 days, subscription cancels automatically

Canceled Status ⚫​

What it means:

  • Subscription scheduled for cancellation
  • Service continues until period end
  • Will downgrade to Free plan

Remaining Time:

  • Check "Billing Period End" date
  • All features available until that date
  • Can reactivate before period end

Usage Monitoring​

View Detailed Usage​

Navigate to Settings → Usage tab to see:

  • Test runs used vs. limit (with progress bar)
  • Active team members vs. limit
  • Storage used vs. limit
  • Current billing period dates

Usage Alerts Trigger Points​

Usage LevelAlert TypeAction Recommended
50%InfoMonitor usage trends
80%WarningConsider upgrading
90%CriticalUpgrade immediately
100%Service LimitedTests blocked until limit reset or upgrade

What Happens at 100%?​

When you reach plan limits:

  • Test Runs: Cannot queue new tests until:
    • Next billing period starts (monthly reset)
    • Or upgrade to higher plan
  • Team Members: Cannot invite new members until:
    • Existing member leaves
    • Or upgrade to higher plan
  • Existing Tests: Continue running normally
  • Historical Data: Remains accessible

Billing FAQ​

When does my billing period reset?​

Monthly billing periods align with your subscription start date:

  • Subscribed on Jan 15? Period: Jan 15 - Feb 15
  • Test run counters reset on the 15th of each month
  • View exact dates in Current Subscription card

Are there prorated charges?​

Upgrades: Yes, you're charged the prorated difference:

  • Upgrade from Team ($99) to Enterprise ($499)
  • On day 15 of 30-day period
  • Prorated charge: ~$200 for remaining 15 days
  • Next full charge: $499 on next period start

Downgrades: Changes take effect at period end:

  • Downgrade requested on day 10
  • Continue with current plan until day 30
  • Downgrade applies on day 31
  • No prorated refunds

Can I change my billing cycle?​

No, billing cycles are monthly based on subscription start date. Contact support@yourcompany.com for special arrangements.

What payment methods are accepted?​

Via Stripe:

  • Credit cards (Visa, Mastercard, Amex)
  • Debit cards
  • Apple Pay / Google Pay (where available)
  • ACH bank transfers (US only, Enterprise plan)

How do I get invoices?​

  1. Click Manage Subscription
  2. View Invoice History in Customer Portal
  3. Download PDF invoices
  4. Receipts also emailed after each payment

What happens if payment fails?​

  1. Retry attempted automatically (next 3 days)
  2. Email notification sent
  3. Status changes to "Past Due"
  4. Grace period: 7 days to update payment
  5. After 7 days: Subscription cancels, downgrade to Free

Can I upgrade/downgrade anytime?​

Yes:

  • Upgrades: Immediate, prorated charge
  • Downgrades: Effective at period end, no refunds

Enterprise Features​

Custom Plans​

Need custom limits or features?

  • Contact: sales@yourcompany.com
  • Available customizations:
    • Higher test run limits
    • More concurrent runs
    • Custom SLA agreements
    • Dedicated infrastructure
    • On-premise deployment

Annual Billing​

Save 20% with annual subscriptions:

  • Team: $950/year (save $238)
  • Enterprise: $4,790/year (save $1,198)
  • Contact sales@yourcompany.com to switch

Support​

Billing Questions​

Technical Support​

  • Free Plan: Community forum
  • Team Plan: Email support (48h response)
  • Enterprise: 24/7 phone + Slack channel

Stripe Payment Issues​

  • Managed directly in Customer Portal
  • Or contact: support@stripe.com
  • Include: Organization ID (from Settings → Organization)

Security & Privacy​

Payment Security​

  • All payments processed by Stripe (PCI DSS Level 1)
  • Credit card details never stored on our servers
  • End-to-end encryption

Data Retention​

  • After cancellation: Data retained for 90 days
  • Permanent deletion available on request
  • Export data before canceling (Settings → Organization)

Refund Policy​

  • No prorated refunds for partial months
  • Cancellations effective at period end
  • Billing disputes: billing@yourcompany.com within 30 days

Next Steps​

After setting up billing:

  1. Invite Team Members (Settings → Team Members)
  2. Configure Security (Settings → Security)
  3. Run Your First Test (Dashboard → New Execution)
  4. View Usage (Settings → Usage)

For detailed API integration:

  • See: docs/implementation/phase-3/webhook-testing-guide.md
  • API Reference: docs/api/billing-endpoints.md