> For the complete documentation index, see [llms.txt](https://easy-space.gitbook.io/easy-space-docs/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://easy-space.gitbook.io/easy-space-docs/your-account/billing-settings.md). # Billing Settings ## Overview Billing settings allow space managers to manage their Easy Space platform subscription and payment information. This covers your subscription to Easy Space itself, not payments from your space members. **Important Distinction:** * **Platform Billing:** Your subscription to Easy Space (covered here) * **Member Payments:** Money from your space members (handled in Finance section) **Access Restriction:** Only the **organization owner** (and platform admins) can change **Easy Space** platform billing. Space **Managers** and **Staff** cannot view or modify it. *** ## Who Can Access Billing Settings ### Organization owner (billing) * **Full Access:** Can view and modify all billing settings for your Easy Space subscription (one subscription covers every space in your organization) * **Subscription Management:** Can upgrade, downgrade, or cancel subscriptions * **Payment Methods:** Can update credit cards and billing information * **Billing History:** Can access invoices and payment history ### Managers and Staff * **No Access:** Cannot see billing settings in their user menu * **Security:** This protects the Easy Space subscription * **Focus:** Managers run the space; Staff handle day-to-day operations. Ask the owner to change the plan. *** ## Accessing Billing Settings 1. **Owner login:** Sign in as the **organization owner** (or a role that shows the Billing tab) 2. **Navigate to Settings:** Go to User Settings 3. **Select Billing:** Click on the "Billing" tab (only visible when you have access) 4. **View Information:** See your current subscription and billing details *** ## Subscription Plans Easy Space offers three subscription tiers based on features, not member count. All plans include unlimited members. For detailed pricing information, feature comparisons, and plan details, please visit our [pricing page](https://easyspace.app/pricing). This is the most up-to-date source for all pricing and feature information. 💡 **Feature-Based Pricing:** Plans are based on features you need, not the number of members. All plans support unlimited members, so you can grow your space without worrying about member limits. #### Multiple locations (Enterprise / Multi Location) * **One subscription, many venues:** If your account includes **multi-venue** support, your **single** Easy Space subscription covers **every space** in your organization. You do not buy a separate platform subscription per location. * **Which tier:** Adding extra spaces from the dashboard requires the **Enterprise** level (sometimes shown in billing as **Multi Location** or alongside Enterprise wording—it is the same tier for platform features). **Starter** and **Advanced** follow a **single-venue** product flow for adding locations. * **Who can add a space:** Only the **organization owner** can create additional venues from the dashboard **Organization** page when the plan allows it. See [Multi-venue management](/easy-space-docs/organization/multi-venue-management.md) and [Managing your organization](/easy-space-docs/organization/managing-your-organization.md). * **How to upgrade:** Use **Contact Sales** / [Enterprise](https://easyspace.app/enterprise) if you need multiple locations and your current plan does not include them. *** ## Managing Your Subscription ### Viewing Your Current Plan Your billing dashboard shows: * **Plan Name:** Current subscription tier (for example Starter, Advanced, Enterprise). Enterprise-level accounts may also show **Multi Location** as the plan name—see [Multi-venue management](/easy-space-docs/organization/multi-venue-management.md). * **Billing Cycle:** Monthly or yearly billing * **Status:** Active, trial, or cancelled * **Next Payment:** Date and amount of next billing * **Feature Comparison:** See which features are included in your current plan ### Understanding Subscription Status **Active:** * Your subscription is current and all features for your tier are available * Next payment will be processed automatically **Trial:** * You're in a free trial period * Trial includes Starter tier features only (not all features) * Trial end date is displayed * Will convert to paid subscription unless cancelled **Cancelled:** * Subscription set to end at current period * Features remain available until end date * Can be resumed before end date *** ## Upgrading Your Plan ### Available Upgrades The billing page shows higher-tier plans you can upgrade to. For detailed pricing and feature comparisons, visit our [pricing page](https://easyspace.app/pricing). * **Plan Comparison:** Features and pricing for each tier displayed side-by-side * **Monthly/Yearly Toggle:** Switch between billing periods to see pricing * **Current Plan Badge:** Your current plan is clearly marked ### How to Upgrade **For Starter and Advanced Plans:** 1. **Choose Plan:** Select the plan you want to upgrade to 2. **Select Billing:** Choose monthly or yearly billing 3. **Click Upgrade:** This redirects to Stripe checkout 4. **Complete Payment:** Enter payment information and confirm 5. **Confirmation:** Return to billing page with updated subscription **For Enterprise Plan:** 1. **Click "Contact Sales":** Opens the Enterprise contact form in a new window 2. **Fill Out Form:** Provide your name, email, company, number of locations, and any questions 3. **Submit Request:** Our sales team will contact you to discuss pricing and setup You can also visit the [Enterprise page](https://easyspace.app/enterprise) directly to request a quote. ### Upgrade Timing * **Immediate Access:** New features available immediately after payment * **Prorated Billing:** You're charged the difference for the current period * **Next Billing Date:** Remains the same, just at the new rate *** ## Managing Billing Information ### Stripe Customer Portal Click "Manage Billing" to access the Stripe customer portal where you can: * **Update Payment Methods:** Add or change credit cards * **View Invoices:** Download past invoices and receipts * **Update Billing Address:** Change billing information * **Download Tax Documents:** Access tax-related documents ### Payment Methods * **Credit Cards:** Visa, Mastercard, American Express accepted * **Automatic Billing:** Payments processed automatically on billing date * **Failed Payments:** You'll be notified if payments fail * **Grace Period:** Limited time to update payment method before service interruption *** ## Subscription Actions ### Cancelling Subscription **How to Cancel:** 1. Access billing settings 2. Use "Manage Billing" portal or contact support 3. Confirm cancellation **What Happens:** * **Service Continues:** Access remains until end of current billing period * **No Refunds:** Platform subscription fees are non-refundable except as required by law or as Easy Space agrees in writing. You keep access until the end of the paid period. * **Data Retention:** Your space data is preserved for a limited time * **Reactivation:** Can resubscribe to restore access ### Resuming a Cancelled Subscription * **Before End Date:** Can resume cancelled subscription * **Resume Button:** Available in billing settings * **Immediate Effect:** Cancellation is reversed, billing continues * **After End Date:** Must create new subscription *** ## Platform Billing vs. Member Payments ### Platform Billing (This Section) * **What:** Your monthly/yearly payment to Easy Space * **Purpose:** Access to Easy Space platform and features * **Amount:** Based on your selected plan. See [pricing page](https://easyspace.app/pricing) for current rates * **Payment Method:** Your credit card to Easy Space * **Managed Here:** In User Settings > Billing ### Member Payments (Finance Section) * **What:** Money your space members pay you * **Purpose:** Membership fees, room bookings, products, etc. * **Amount:** Based on your space's pricing * **Payment Method:** Member credit cards to your business * **Managed In:** Dashboard > Finance section ### Key Differences * **Direction:** Platform billing = you pay Easy Space; Member payments = members pay you * **Control:** You control member payment settings; Easy Space controls platform billing options * **Access:** Staff can help with member payments but cannot see platform billing *** ## Troubleshooting Billing Issues ### Payment Failed * **Check Card:** Ensure credit card is valid and has sufficient funds * **Update Information:** Use "Manage Billing" to update payment method * **Contact Bank:** Check if your bank is blocking the transaction * **Alternative Card:** Try a different credit card ### Billing Address Problems * **Address Match:** Ensure billing address matches your credit card * **Country Settings:** Verify country and postal code are correct * **Update Portal:** Use Stripe portal to correct address information ### Upgrade Issues * **Payment Processing:** Wait for payment to complete before expecting changes * **Browser Issues:** Try different browser or clear cache * **Support Contact:** Reach out if upgrade doesn't process correctly *** ## Best Practices ### Payment Management * **Keep Cards Updated:** Update payment methods before they expire * **Monitor Billing:** Check billing emails and portal regularly * **Backup Payment:** Consider adding a second payment method ### Plan Selection * **Start Small:** Begin with a lower plan and upgrade as you grow * **Annual Savings:** Consider yearly billing for cost savings * **Feature Needs:** Choose plan based on actual feature requirements ### Security * **Manager Access:** Only give manager access to trusted individuals * **Review Regularly:** Check billing statements for accuracy * **Secure Accounts:** Use strong passwords and two-factor authentication *** ## Getting Help * **Billing Questions:** Contact Easy Space support for billing-related issues * **Payment Problems:** Use Stripe customer portal or contact support * **Plan Questions:** Reach out to discuss which plan fits your needs * **Technical Issues:** Contact support if billing pages aren't working properly