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 space managers can access billing settings. Staff members cannot view or modify billing information.
Who Can Access Billing Settings
Space Managers
Full Access: Can view and modify all billing settings
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
Staff Members
No Access: Cannot see billing settings in their user menu
Security: This protects sensitive financial information
Focus: Staff can manage their own profile and notification settings only
Accessing Billing Settings
Manager Login: Sign in with a space manager account
Navigate to Settings: Go to User Settings
Select Billing: Click on the "Billing" tab (only visible to managers)
View Information: See your current subscription and billing details
Managing Your Subscription
Viewing Your Current Plan
Your billing dashboard shows:
Plan Name: Current subscription tier (Starter, Professional, Enterprise)
Billing Cycle: Monthly or yearly billing
Status: Active, trial, or cancelled
Next Payment: Date and amount of next billing
Understanding Subscription Status
Active:
Your subscription is current and all features are available
Next payment will be processed automatically
Trial:
You're in a free trial period
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:
Plan Comparison: Features and pricing for each tier
Monthly/Yearly Toggle: Switch between billing periods to see pricing
Savings Display: Yearly plans show percentage savings
How to Upgrade
Choose Plan: Select the plan you want to upgrade to
Select Billing: Choose monthly or yearly billing
Click Upgrade: This redirects to Stripe checkout
Complete Payment: Enter payment information and confirm
Confirmation: Return to billing page with updated subscription
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:
Access billing settings
Use "Manage Billing" portal or contact support
Confirm cancellation
What Happens:
Service Continues: Access remains until end of current billing period
No Refunds: You're charged for the full current 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 (Starter, Professional, Enterprise)
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