Manage Your Subscription and Billing

Summary

The Billing page lets garage owners view their subscription status, choose or change plans, adjust bay counts, view invoice history, and manage payment methods via Stripe. It is found at Settings > Billing.

Prerequisites

• You must be signed in as a user with billing.view permission.
• To make changes (upgrade, downgrade, manage payment), you need billing.manage permission.
• Demo organisations cannot access billing.

Steps

View the billing page

1. Navigate to Settings > Billing.
2. The page heading reads Billing with the subtitle “Manage your subscription and payment details”.
3. The page displays different content depending on your subscription state (trial, active, payment retry, overdue, grace period, suspended, grandfathered, or buyout).

Choose a plan during trial

1. If your subscription state is trial, a badge shows days remaining (e.g. “7 days remaining”). The badge colour changes from green (more than 7 days) to amber (3-7 days) to red (1-2 days).
2. Below the badge is a Choose Your Plan card.
3. Use the toggle at the top to switch between Monthly and Annual. The Annual option shows a “Save 25%” badge.
4. Two plan cards appear side by side:
   • Monthly - £100 per bay per month.
   • Annual - £75 per bay per month (billed annually).
5. The number of bays is read-only here — it reflects the bays you have created in Settings → Bays. To change it, add or delete bays there before checking out.
6. The total price updates in real time, including a separate VAT line. For example: “£200/mo (ex. VAT)” with “VAT (20%): £40” and “£240/mo (inc. VAT)”. The VAT label and rate are configurable per organisation (e.g. “GST 10%”) via Settings → Finance.
7. Click Upgrade Now. You are redirected to Stripe Checkout.
8. After successful payment, the page shows a green banner: “Payment successful! Your subscription is being activated.” The page updates within 60 seconds.
9. If you cancel checkout, a banner reads: “Checkout cancelled - you can try again anytime.”

View active subscription details

1. When your subscription is active, the billing page shows an Active Subscription card with a green “Active” badge and your plan type (Monthly or Annual).
2. The card displays three fields:
   • Bays - your subscribed bay count.
   • Billing cycle - the start date of the current period.
   • Next payment - the next billing date.
3. The total cost appears as a large figure (e.g. “£200/mo” or “£150/mo (billed annually)”).
4. If you are on a Monthly plan, a banner below suggests switching to annual billing with the potential savings shown (e.g. “Switch to annual billing and save £600/year”). Click Switch to Annual to open the Stripe portal.

Adjust bay count

Bay count is no longer changed from the Billing page. The active subscription card displays the bay count as read-only (“3 bays × £100/bay = £300/month”) with a link to Settings → Bays, which is now the single place to add or remove bays.

When you add or delete a bay in Settings → Bays, Torqueflow automatically updates your Stripe subscription quantity and shows a confirmation dialog with the prorated charge or credit. See Managing Bays.

The 20-bay cap is per location, not org-wide. Multi-location garages can exceed 20 bays in total.

Access the Stripe customer portal

1. Click Manage Subscription on the active subscription card to open the Stripe customer portal in a new page.
2. From the portal you can update your card, view billing history, and manage your subscription directly with Stripe.
3. To update your payment method specifically, click Update Payment Method below the invoice history section.

View invoice history

1. Scroll down on the billing page to find the Invoice History card.
2. The table shows columns: Date, Invoice, Amount, Status, and Download.
3. Status badges show: Paid (green), Open (amber), Void (grey), or Uncollectible (red).
4. Click the download icon to open the PDF invoice in a new tab.
5. If more invoices exist, click Load more at the bottom of the table.
6. If no invoices exist yet, you see: “No invoices yet. Your first invoice will appear here after your first payment.”

Handle payment failures

1. If payment fails, the page shows a red warning: “Payment failed. Your previous payment didn’t go through. Please try again or use a different payment method.”
2. A Retry Payment section appears with the plan selector so you can re-attempt checkout.
3. Click Update Payment Method to change your card via the Stripe portal.

Expected Outcome

• Trial users can select a plan and complete checkout to activate their subscription.
• Active subscribers see their plan details, bay count, billing cycle dates, and total cost.
• Bay count changes are previewed before confirmation. Upgrades are prorated; downgrades take effect at the next billing cycle.
• Invoice history is available with PDF downloads.
• The Stripe portal is accessible for payment method management and subscription changes.

Troubleshooting

Problem	Cause	Fix
”Billing is not available for your current account state”	Account is in demo or deleted state.	Contact support. Demo accounts do not have billing.
Cannot see the billing page	Missing billing.view permission.	Ask the account owner to check your role permissions.
”Manage Subscription” button missing	No Stripe customer record exists yet, or you lack billing.manage permission.	Complete a checkout first to create a Stripe customer, or ask the owner to adjust permissions.
”Unable to open billing portal” error	Stripe portal session creation failed.	Try again. If the issue persists, contact support.
Bay count shows “Loading bay count…” indefinitely	Network error fetching from Stripe.	Refresh the page. The display falls back to your physical bay count.
Payment success banner but subscription not active	Stripe webhook processing delay.	Wait up to 60 seconds. The page updates automatically.

Notes

• Grandfathered accounts see a purple “Grandfathered” badge and have no billing requirement. Bay count is read-only but can be managed in Settings > Locations.
• Buyout accounts show a “Buyout” badge with the expiry date. All features are included until the buyout period ends.
• Overdue accounts see an amber warning and can only update their payment method.
• Subscription prices are quoted “ex. VAT” with a separate VAT line and “inc. VAT” total. The tax label and rate are configurable per organisation in Settings → Finance.
• Downgrading bay count does not generate a prorated refund. You keep the seat for the rest of the current billing period; the next cycle bills at the lower quantity.

Permissions

• billing.view - required to access the billing page.
• billing.manage - required to change plans, adjust bays, and access the Stripe portal.
• billing.cancel - required to access the cancellation flow (see cancellation-process).