Billing & subscriptions

Settings → Billing (admins only) is where you manage your plan, seat count, minute pool, coupons, and view invoices. All payments flow through Stripe; payment-method edits happen in the Stripe Customer Portal we link out to.

What you see depends on plan state

The Billing tab adapts to your subscription status:

Free / trial tenants

• Welcome Minutes card — counts down from the minutes granted on signup (typically 30). These don't refresh.
• Why Subscribe? card — three short bullets explaining what subscribing unlocks (monthly refreshing minutes, more seats, Marketplace bundles).
• Subscribe to Get More Minutes — primary CTA, opens the package picker.
• Buy Minutes — secondary CTA, opens the minute-pack picker (one-off top-up without a subscription).

Active subscribers

• Current Plan card — plan name (e.g. "Professional Plan"), Active badge, seat count + £/seat/mo + minute allocation (e.g. "4 seats · £99.00/seat/mo · 700 min/seat · 2800 min total"), billing period (e.g. "May 17 – May 17, 2026"), Update Payment / Manage Billing buttons (both open the Stripe Customer Portal).
• Change Plan — swap to a different subscription package.
• Add Seats / Remove Seats — adjust the count without changing package.
• Cancel Subscription — red. Cancels at end of current billing period (you keep access until then).
• Reactivate — appears if a cancellation is scheduled but the period hasn't ended yet.

Billing Status Overview

At the top of the tab is a Billing Status strip — three or four cards summarising plan, seat usage, minute pool, and any billing issues (payment failure, past-due invoice, etc.). It mirrors the in-page warnings so you always see a problem before you have to dig.

Seats

Add or remove seats from the Billing tab (or from the Seats tab — both routes call the same backend). Seat changes sync to Stripe immediately:

• Add seats — proration is invoiced on your next bill.
• Remove seats — Stripe credits the unused portion of the cycle.

You can't reduce below the count of currently-paired seats without unpairing first.

Minute pool

The minute pool is your tenant's session-minute balance. Two sources:

• Included — refreshed monthly by your active subscription (e.g. 200–500 min/seat depending on package).
• Purchased — bought via minute-pack top-ups, no expiry.

Buying minutes (one-off)

Buy More Minutes opens a picker showing each available minute pack with name, description, minutes, and price. Selecting a pack opens Stripe Checkout in a new tab; on success, the pack is added to your purchased balance.

Auto top-up

If you don't want to monitor the balance manually:

1. Toggle Auto top-up on.
2. Set a threshold (e.g. when balance drops below 100 minutes).
3. Set an amount to top up (or pick a minute pack).
4. Save.

When the threshold trips, TrainAR charges your saved payment method and credits the purchased balance. If the charge fails, you get an in-Dashboard banner and an email.

Coupons

Apply Coupon is a one-off action — paste a coupon code and it applies. Coupons can only be applied when starting a new subscription (not mid-cycle on an existing one). If you've already got a subscription, the modal will tell you so.

Invoices

Below the plan card is the Invoices table — every Stripe invoice for your tenant, with download (PDF) and view (Stripe-hosted page) buttons.

Billing details

Further down the page is a Billing Details form:

• VAT / Tax ID — your tenant's VAT number (e.g. GB123456789). Used on invoices.
• Billing Address — Street / City / State or Province / Postal Code / Country
• Shipping address same as billing — checkbox; uncheck to enter a separate shipping address (used for AR-glasses orders)
• Save Billing Details button

Currency is set at onboarding and can't be changed later from this form.

Invoice History

A table of every Stripe invoice for your tenant: Date / Invoice number / Description / Amount / Status / Actions (view, download PDF). Status is typically paid.

Payment method

To add, update, or remove a card, click Update Payment (or Add Payment Method if you don't have one) — TrainAR opens the Stripe Customer Portal in a new tab. All card management happens there.

What's NOT in Billing

• No fixed tier names enforced by the platform (no hardcoded Starter/Pro/Enterprise) — package names are whatever the platform team has defined (e.g. "Professional Plan"). You pick from a list.
• No per-engineer minute allocation — the pool is tenant-wide
• No notifications panel — billing failures alert you in-Dashboard but there's no threshold-alert config
• No multi-currency picker after onboarding — currency is set at signup
• No "tell us why you're cancelling" survey — cancellation is a single confirmation

Where to next

• Users & seats — managing the seats you've paid for
• Marketplace overview — bundles are billed separately from your base subscription
• Minutes report — how the pool is being consumed