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Billing & Subscription Management

Billing & Subscription Management

This guide covers how to manage your Veraproof product subscription (Scimify or Challenge), including adding payment methods, viewing invoices, and monitoring subscription usage limits through the Stripe Customer Portal.

Overview

The Billing & Subscription page in your product admin console provides access to:

  • Current subscription status and plan details
  • Stripe Customer Portal for managing billing
  • Subscription usage tracking and limits
  • Payment method management
  • Invoice history

Accessing Billing Management

  1. Log into your product admin console:
  2. Navigate to the Billing page from the admin dashboard
  3. You must have Owner or Admin privileges to access billing information

Note: Only the Owner account can manage payment methods and subscription changes. Admin users can view billing information but cannot make changes.

Subscription Status

Your subscription can have one of the following statuses:

  • Active: Your subscription is active and in good standing
  • Trial: You’re currently on a trial period
  • Trial Expired: Your trial has ended and you need to subscribe
  • Payment Issue: Payment failed and needs to be updated
  • Inactive: Subscription has been canceled and needs to be reactivated

Stripe Customer Portal

Veraproof products use Stripe’s secure Customer Portal for billing management. Click the Manage Billing button to access the portal, where you can:

Payment Methods

Add a Payment Method:

  1. Click Manage Billing on the Billing & Subscription page
  2. In the Stripe Customer Portal, navigate to Payment Methods
  3. Click Add Payment Method
  4. Enter your card details or select another payment method
  5. Save the payment method

Update a Payment Method:

  1. Access the Stripe Customer Portal
  2. Go to Payment Methods
  3. Select the payment method you want to update
  4. Click Edit and update the details
  5. Save your changes

Remove a Payment Method:

  1. Access the Stripe Customer Portal
  2. Go to Payment Methods
  3. Select the payment method you want to remove
  4. Click Remove and confirm

Important: You must have at least one active payment method to maintain an active subscription. If your payment fails, update your payment method immediately to avoid service interruption.

Viewing Invoices

Access Billing History:

  1. Click Manage Billing on the Billing & Subscription page
  2. In the Stripe Customer Portal, navigate to Billing History
  3. View all past invoices and billing statements

Download Invoices:

  1. In the Billing History section, find the invoice you want to download
  2. Click on the invoice to view details
  3. Click Download to save a PDF copy of the invoice

Plan Changes

Important: Subscription change capabilities vary by product:

  • Scimify: You can upgrade, downgrade, and change billing cycles directly in the Stripe Customer Portal
  • Challenge: Pricing tier changes must be processed manually via support due to metered usage with graduated tiers. See Upgrading Challenge Pricing Tiers for details.

Scimify Plan Changes

Upgrade Your Plan:

  1. Access the Stripe Customer Portal
  2. Navigate to your subscription details
  3. Click Update subscription
  4. Adjust the Scimify subscription quantity - each unit represents a SCIM provisioned user
  5. Note that quantities are available in increments of 50 (minimum 50 units)
  6. Confirm the changes

Note: Upgrades take effect immediately, and you’ll be charged a prorated amount for the remaining time in your current billing period.

Downgrade Your Plan:

  1. Access the Stripe Customer Portal
  2. Navigate to your subscription details
  3. Click Update subscription
  4. Adjust the Scimify subscription quantity - each unit represents a SCIM provisioned user
  5. Note that quantities are available in increments of 50 (minimum 50 units)
  6. Confirm the changes

Note: Downgrades are scheduled to take effect at the end of your current billing period. You’ll continue to have access to your current plan features until then.

Change Billing Cycle:

  1. Access the Stripe Customer Portal
  2. Navigate to your subscription details
  3. Click Update subscription
  4. Select your preferred billing cycle (monthly or annual)
  5. Confirm the changes

Challenge Plan Changes

Challenge uses metered usage with graduated pricing tiers (Starter, Growth, Scale, Unlimited). To upgrade or downgrade your pricing tier:

  1. Contact support@veraproof.io with your upgrade or downgrade request
  2. Specify your current tier and desired tier
  3. Our support team will process the change manually
  4. Changes typically take effect immediately or on your next billing cycle

Note: Stripe’s customer portal does not support subscription changes for metered usage products with graduated tiers, which is why manual processing is required. See the Upgrading Challenge Pricing Tiers guide for complete details.

How Subscription Changes Work

When you make changes to your subscription, Stripe handles billing adjustments automatically:

Proration and Credits:

  • When you upgrade or increase your subscription quantity, Stripe issues a credit for the unused portion of your current billing period
  • You’re then charged the new price or adjusted quantity rate for the remaining time in the current period
  • This ensures you only pay for what you use

Charge Timing:

  • Prorations are invoiced immediately when you make subscription changes
  • You’ll see the prorated charge or credit on your next invoice
  • Payment is processed according to your payment method settings

Upgrades:

  • When upgrading to a more expensive plan or increasing quantity, changes take effect immediately
  • You’ll be charged the prorated amount for the upgrade right away
  • Your new limits and features are available immediately

Downgrades:

  • When switching to a cheaper plan or reducing quantity, the change is scheduled for the end of your current billing period
  • You’ll continue to have access to your current plan features until the period ends
  • The new pricing takes effect at the start of your next billing cycle
  • When switching to a shorter billing interval (e.g., annual to monthly), the change also waits until the end of the current billing period

Scimify Subscription Quantities:

  • Subscription quantities are packaged in increments of 50 units
  • The minimum subscription quantity is 50 units
  • Each unit represents one SCIM-provisioned user
  • When adjusting your quantity, you can only select values in 50-unit increments (50, 100, 150, 200, etc.)

Example: If you have 75 users and need to upgrade, you would need to upgrade to 100 units (the next 50-unit increment) to accommodate all your users.

Challenge Pricing Tiers:

  • Challenge uses metered usage with graduated pricing tiers
  • Each tier includes a flat monthly fee covering a base number of challenges
  • Overage charges apply per challenge beyond the included amount
  • Unlimited tier includes fair use policy of 20,000 challenges per month
  • Tier changes must be processed manually via support (see Upgrading Challenge Pricing Tiers)

Subscription Management

Cancel Your Subscription:

  1. Access the Stripe Customer Portal
  2. Navigate to your subscription details
  3. Click Cancel subscription
  4. Provide a cancellation reason (optional but helpful for us to improve)
  5. Confirm the cancellation

Note: Cancellations take effect immediately. Your subscription will be canceled right away, and you’ll retain access until the end of your current billing period. After that, your account will be deactivated.

Reactivate Your Subscription:

  1. Access the Stripe Customer Portal
  2. If your subscription is inactive, you’ll see an option to reactivate
  3. Click Reactivate Subscription
  4. Complete the payment process
  5. Your subscription will be restored immediately

Subscription Usage & Limits

The Billing & Subscription page displays your current subscription usage and limits. The metrics shown vary by product:

Scimify Usage Metrics

The usage section shows:

  • Current Users: Number of active SCIM-provisioned users in your tenant
  • Subscription Limit: Maximum number of users allowed by your plan
  • Remaining: Number of users you can add before reaching your limit
  • Usage Percentage: Visual progress bar showing how close you are to your limit

Challenge Usage Metrics

The usage section shows:

  • Current Challenges: Number of challenges used in the current billing period
  • Tier Limit: Base number of challenges included in your pricing tier
  • Overage: Number of challenges beyond your tier limit (if applicable)
  • Usage Percentage: Visual progress bar showing how close you are to your tier limit

Usage Status Indicators

Scimify:

  • Within Limit (Green): You’re using less than 80% of your subscription limit
  • Approaching Limit (Yellow): You’re using 80-100% of your subscription limit
  • Over Limit (Red): You’ve exceeded your subscription limit

Challenge:

  • Within Tier (Green): You’re using less than 80% of your tier’s included challenges
  • Approaching Limit (Yellow): You’re using 80-100% of your tier’s included challenges
  • Overage: You’ve exceeded your tier’s included challenges and are being charged overage fees

Managing Subscription Limits

Scimify - If You’re Approaching Your Limit:

  1. Monitor your usage regularly on the Billing or Dashboard pages
  2. When you see the “Approaching Limit” warning, consider upgrading
  3. Click Upgrade Subscription to increase your user limit
  4. Select a plan with a higher user limit in the Stripe Customer Portal
  5. Complete the upgrade process

Scimify - If You’re Over Your Limit:

  1. You’ll see an “Over Limit” warning on the Billing or Dashboard pages
  2. Click Upgrade Subscription immediately
  3. Select a plan that accommodates your current user count
  4. Complete the upgrade to restore full functionality

Important: When you’re over your limit in Scimify, some features may be restricted. Upgrade your plan as soon as possible to avoid service interruptions.

Challenge - If You’re Approaching Your Tier Limit:

  1. Monitor your challenge usage regularly on the Billing or Dashboard pages
  2. When you see the “Approaching Limit” warning, consider upgrading your tier
  3. Contact support@veraproof.io to upgrade your pricing tier
  4. See Upgrading Challenge Pricing Tiers for details

Challenge - If You’re in Overage:

  1. You’ll see overage charges on your billing page
  2. Contact support@veraproof.io to upgrade to a higher tier
  3. Overage charges will continue until you upgrade or the billing period resets

Important: When you’re over your limit and in Challenge, the product will continue to work and you will be charged overages for each challenge created based on your pricing tier.

Trial Periods

During Your Trial

  • Your trial expiration date is displayed on the Billing or Dashboard pages
  • Add a payment method before your trial ends to ensure uninterrupted service
  • Click Add Payment Method to set up billing

After Trial Expiration

  • If your trial has expired, you’ll see an “Trial Expired” status
  • Click Subscribe Now to add a payment method and activate your subscription
  • You’ll be redirected to the Stripe Customer Portal to complete setup

Payment Issues

Handling Failed Payments

If your payment fails:

  1. You’ll see a “Payment Issue” status on the Billing & Subscription page
  2. Stripe will automatically retry the payment
  3. Click Update Payment Method immediately
  4. Add or update your payment method in the Stripe Customer Portal
  5. Your subscription will be restored once payment succeeds

Warning: If payment continues to fail, your subscription may be canceled. Update your payment method as soon as possible to avoid service interruption.

Best Practices

  1. Monitor Usage Regularly: Check your subscription usage periodically to avoid unexpected overages or overage charges
  2. Keep Payment Methods Updated: Ensure your payment method is current and has sufficient funds
  3. Plan Ahead:
    • Scimify: Upgrade your plan before reaching your user limit to avoid restrictions
    • Challenge: Monitor challenge usage and upgrade your tier before hitting overage charges
  4. Download Invoices: Keep copies of your invoices for accounting and tax purposes
  5. Set Up Alerts: Monitor your email for payment failure notifications from Stripe
  6. Understand Your Pricing Model:
    • Scimify: Per-user pricing with 50-unit increments
    • Challenge: Metered usage with graduated tiers and overage charges

Need Help?

If you encounter any issues with billing or subscription management:

  • Payment Issues: Contact support@veraproof.io
  • Stripe Portal Access: If you’re unable to access the Stripe Customer Portal, contact support
  • Subscription Limits: If you need to adjust your subscription limits, contact support or use the upgrade option in the portal
  • Billing Questions: For questions about invoices, charges, or refunds, contact support@veraproof.io

For related guides, see: