Billing for operators

This page covers billing from the support side: the admin panel's Billing pages, who may do what, transfers of ownership, and the cases you fix in the Stripe dashboard.

You need: billing set up (Set up billing), and an operator account in the admin panel.

Billing in the admin panel lists every group with a subscription. With billing off, it says so and links to the setup guide. The list shows:

• Figures: monthly revenue at list price per currency, paying and past-due groups, trials, trials ending within 7 days, and subscriptions set to end.
• Status chips: paying (the default), trial, past due, ending, cancelled, all.
• A search, and 25 groups per page.

A group's page shows its plan, seats, dates and last payment, and offers five actions:

Every action takes an optional note of up to 200 characters, and writes it to the audit log. A retried action acts once. An operator who owns or belongs to the group is refused: another operator handles it.

Time at no charge counts from the later of now and the time already covered. Only a trialing, active or past-due subscription can get it.

• Every member sees the group's plan on the Billing tab.
• Only the owner may open a checkout or the Stripe customer portal. Another member gets 403 ROLE_INSUFFICIENT, and a person outside the group gets 404.
• A group whose subscription is not cancelled cannot open a second checkout: 409 ALREADY_SUBSCRIBED. That holds even when the subscription shows as Free (paused, incomplete, or on a price not in the catalog). The owner changes or cancels it in the portal.
• A group with a live subscription cannot be deleted: 409 GROUP_SUBSCRIBED. The owner cancels in the portal first, and the settings page says so.

A Stripe customer holds the card, name, address and invoices of the owner who checked out. Stripe cannot move a subscription to another customer. So a transfer never gives the new owner the old owner's customer, and never charges the old owner's card again without their say:

1. A subscription that still renews blocks the transfer: 409 SUBSCRIPTION_RENEWS. The owner cancels it in the portal first, at the end of the paid period.
2. The old customer is handed over for good. The app opens no portal for it, for the new owner or the old one. No later event of that customer takes the group back.
3. The group keeps its plan until the paid period ends. Nothing is charged, and no seats change. Its mails, such as "plan ending", go to the old owner who pays for it.
4. The new owner checks out with a customer of their own. Their trial lasts until the old plan ends, rounded up to whole days, and always asks for a card. The two subscriptions never bill the same days. Once the old plan has ended, the new owner's checkout has no trial.

The settings page tells the owner this before they transfer.

The app cannot reach these cases. Fix each one in the Stripe dashboard:

• Two subscriptions for one group. Two checkouts opened before either is paid can both be paid. Refund and cancel the extra one.
• A subscription for a deleted group. The owner paid, then deleted the group before the webhook arrived. The purge keeps such a group and the worker logs it. Cancel the subscription, and the next purge removes the group.
• A renewal just before a transfer. The owner renewed in the portal, then transferred before Stripe's webhook arrived. The subscription renews on their card, and nobody can reach its portal. Cancel it.
• A renewal after a transfer. The old owner renewed outside the app. The group keeps the subscription, and the new owner's checkout answers 409 ALREADY_SUBSCRIBED. Cancel it.

• The handover trial carries over the old plan's remaining days whatever plan the new owner picks.
• Until the old subscription ends, the new owner cannot delete the group (409 GROUP_SUBSCRIBED). The refusal tells them to cancel in the portal, which they cannot open.
• After a transfer, the new owner's trial notice says the trial ends three days before the old plan would have.
• The old owner can no longer see past invoices through the app. Stripe's receipts reach them by mail.
• One worker drains the outbox, so a group's seat syncs run one after another. With two workers, an older count could reach Stripe last, and only a later webhook would correct it.

• Trials, failed payments and cancelling.
• Set up billing.