Subscriptions define the resources available to your workspace and how they are billed. This guide covers subscription management, how resource quantities are pooled, trial offerings, and invoice handling.

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Understanding Subscriptions

Subscriptions are the link between your billing accounts and the resources your organizations consume. Each subscription belongs to a specific billing account and provides set quantities of one or more products (e.g., users, locations, SSO connections). These subscriptions generate regular invoices that are handled by Stripe.

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Pooled Quantities in a Billing Account

A powerful feature of the system is the automatic pooling of product quantities within a single billing account. If a billing account has multiple subscriptions, the quantities for each product type are combined into a single, larger pool of available resources.

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How It Works

All organizations linked to this billing account (either directly or through inheritance in Assigned mode) draw from this shared pool.

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Benefits of Pooling

  1. Flexible Resource Allocation: A department or team can use more resources than its specific subscription provides, as long as the total usage stays within the billing account’s pooled limit.
  2. Separate Invoicing: Even with pooled resources, each subscription can be invoiced separately by Stripe, allowing for clear budget tracking and departmental cross-charging.
  3. Seasonal Adjustments: Easily add a temporary subscription to increase the resource pool during peak seasons without altering your base subscriptions. When the temporary subscription is removed, the pool size decreases.

Note: Each billing account is limited to 3 active subscriptions. If a customer requires more distinct subscriptions for invoicing purposes, you can create additional billing accounts for them.

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Trial Subscriptions

New workspaces are eligible for a 14-day trial, allowing full access to the platform’s features without requiring a payment method upfront.

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Trial Eligibility

A workspace automatically qualifies for a trial if it meets two conditions:

  • ✅ It has exactly one billing account.
  • ✅ That billing account has no prior or existing subscriptions.

Once a workspace has more than one billing account or a subscription has been activated, it is no longer eligible for a new trial.

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Converting from a Trial

To ensure uninterrupted service, add a default payment method to the billing account before the trial period ends. The system will automatically convert the trial to a paid subscription on the expiration date, and your first invoice will be generated.

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Subscription Management

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Modifying Subscriptions

You can modify an active subscription at any time. Changes can include adjusting product quantities, adding or removing products, or changing the billing cycle. The system ensures that you cannot reduce the total subscribed capacity below the current usage level of the workspace or organization.

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Subscription Lifecycle

The status of a subscription changes based on user actions and payment events.

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Invoice Management

Invoices are generated automatically by Stripe based on the billing cycle of each subscription.

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Invoice Components

Each invoice provides a clear breakdown of charges, including subscriptions, taxes, and any applied discounts or credits.

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Previewing Upcoming Invoices

Before committing to a subscription change, you can use the API to preview the next invoice. This allows you to see the financial impact of adding products or changing quantities, including any prorated charges, before you confirm the modification.

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Payment Methods

Each billing account can have up to 5 payment methods stored securely in Stripe.

  • Default Method: This is the primary method charged for all invoices.
  • Backup Methods: If the default method fails, the system can be configured to automatically retry the charge with a backup method.
  • Notifications: Automated email alerts are sent for payment failures and expiring cards to prevent service interruptions.

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Usage Metering

The system is designed to meter the consumption of resources against the quantities defined in your subscriptions. It does not perform pay-as-you-go billing; rather, it ensures that usage does not exceed the pre-paid subscription limits.

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How Usage is Tracked

Usage is reported to the API and validated against the effective limits of the organization and its associated subscription pool.

This process, which includes distributed locking and atomic database operations, guarantees billing accuracy and prevents over-consumption by:

  • Preventing Race Conditions: Ensures that concurrent usage reports for a shared resource pool are processed sequentially.
  • Idempotency: Prevents duplicate usage reports from being counted more than once.
  • Accurate Limit Enforcement: Validates usage against the most restrictive limit in the hierarchy, from the organization itself up to the subscription pool.