Billing Management

Manage all aspects of your AfricaOS billing from one place.

Accessing Billing

Go to Settings → Billing (Owner/Admin only)

Dashboard

Overview shows:

• Current plan and status
• Next invoice date/amount
• Payment method on file
• Usage vs. limits (users, storage, API)
• Recent invoices
• Upcoming changes

Subscription Management

View Current Plan

• Plan name, billing cycle
• Included modules, users, storage
• Add-ons active
• Renewal date

Change Plan

1. Click Change Plan
2. Select new plan
3. Review changes (proration, features)
4. Confirm

Cancel Subscription

1. Click Cancel Subscription
2. Select reason (optional feedback)
3. Confirm cancellation
4. Access continues until period ends

Reactivate

• If within grace period (30 days): One-click reactivate
• After grace period: New subscription required

Invoices

View Invoices

List with:

• Date, number, status
• Amount, currency
• Download PDF
• View line items

Invoice Statuses

• Draft - Not yet finalized
• Open - Sent, awaiting payment
• Paid - Fully paid
• Partial - Partially paid
• Overdue - Past due date
• Void - Canceled
• Refunded - Fully refunded

Pay Invoice

1. Click Pay Now on open invoice
2. Select payment method
3. Confirm amount
4. Receive confirmation

Invoice History

• Filter by date, status, amount
• Export to CSV
• Bulk download PDFs

Payment Methods

Add Payment Method

1. Go to Payment Methods
2. Click Add Method
3. Choose type:
   • Card - Enter details (tokenized, never stored)
   • Bank Account - For EFT/debit order
   • Mobile Money - Link M-Pesa, MTN, Airtel
4. Set as default (optional)
5. Verify (small auth charge for cards)

Manage Methods

• Set default
• Remove (keep at least one)
• Update expiry (cards)
• Nickname for identification

Auto-Pay

• Enable/disable per invoice or globally
• Retry logic: Day 1, 3, 7, 14
• Notification on failure
• Fallback to secondary method

Usage & Limits

Current Usage

Real-time tracking:

• Users - Active / Invited / Limit
• Storage - Used / Limit / Trend
• API Calls - This month / Limit / Daily avg
• Modules - Active / Included / Add-ons
• SMS/Email - Sent / Included / This month

Alerts

Configure at Settings → Billing → Alerts:

• 80% usage warning
• 90% usage warning
• 100% (overage) notification
• Weekly usage summary
• Monthly invoice preview

Limit Enforcement

Tax & Compliance

Tax Settings

• Tax ID - VAT/GST number
• Tax Exempt - Upload certificate
• Billing Address - Determines tax jurisdiction
• Tax Calculation - Automatic based on location

Compliance Documents

• Tax Invoices - Auto-generated per regulations
• Credit Notes - For refunds/adjustments
• Statements - Monthly/quarterly summaries
• Export - CSV for accounting software

Team Billing Access

Roles with Billing Access

• Owner - Full access
• Admin - View, pay, manage methods (no plan changes)
• Finance Manager (Custom role) - View, export, pay

Restricting Access

• Create custom role without billing permissions
• Assign to non-finance staff
• Audit log tracks all billing actions

Troubleshooting

Payment Failed

1. Check card expiry, limits
2. Verify bank account details
3. Check mobile money balance
4. Try alternative method
5. Contact support if persistent

Invoice Dispute

1. Review line items
2. Check usage logs
3. Contact support with invoice number
4. We'll investigate within 2 business days

Missing Invoice

• Check spam/junk folder
• Verify email in Settings → Notifications
• Download from portal
• Request resend

Currency Issues

• Invoices in org currency
• Payments accepted in multiple currencies
• Exchange rate at payment time
• Bank may charge conversion fees

Related

• Plans & Pricing
• Invoices & Payments
• Subscription Management
• Payment Methods