Manage Billing — Platform Admin

Overview

The Billing section gives authorized Platform Admins consolidated, permission-gated views of subscriptions, commercial orders, invoices, payment records, proof review, and discount data. No online payment gateway is implemented, but platform workflows do more than read records: permitted operators can approve/reject/cancel orders, record cash payments, and verify or reject payment proof subject to state gates.

Viewing Tenant Subscriptions

1. Open Billing from the dashboard navigation.
2. The subscriptions list shows every tenant with their current plan, billing cycle, subscription start date, and expiration date.
3. Filter by status: Active, Expired, Suspended, or All.

Subscription Expiration

• A tenant subscription expires on the date set when the subscription was created or last renewed.
• Lifecycle jobs and configured workflow producers may create expiry-related communication; verify delivery configuration rather than promising every notification.
• Expiry is a hard plan-access gate, not a general read-only grace mode. Tenant Admin recovery routes such as billing, invoices, plan requests, renewal, and support may remain available, while other dashboard actions, mobile operations, and public links are blocked.
• Platform Admins can manually extend a subscription expiry date from the subscription detail page.

Recording a Payment

When a tenant makes a payment (via bank transfer, check, or any offline method):

1. Open the tenant's subscription detail.
2. Click Record Payment.
3. Enter the payment amount, date, and any reference number.
4. Click Save.

Payment recording follows the commercial order/invoice state machine. Applying an approved, paid order creates or updates the subscription and freezes entitlement rows. Do not infer a proportional extension from payment amount alone.

Invoices

• Invoices are generated automatically when a new subscription is created or renewed.
• Platform Admins can view invoice records and their commercial state. The current source does not implement PDF invoice generation or promise download/re-send actions.
• Invoices are identified by a unique invoice number and include the plan name, period, amount, and payment status.

Custom Plan Requests and Limit Increase Requests

When a website user or tenant admin submits a custom plan request or limit increase request:

1. It appears in the Pending Billing Requests queue on the billing dashboard.
2. Platform Admin reviews the request details and any conversation messages.
3. Platform Admin can approve or reject an eligible Submitted order; additional information uses the approved support/request channel available for that workflow.
4. Approval changes the order and invoice state. Subscription/entitlement changes occur when the approved order is paid as required and reaches Applied; they are not a silent manual catalog edit.

Important Notes

• Payment amounts and proof are handled through offline/manual workflows; there is no online payment gateway.
• Subscription records are tenant-isolated: each tenant sees only their own subscription and invoice history from their dashboard.
• Commercial transitions have specific notification producers, but delivery is not guaranteed for every arbitrary data edit. Use the notification history and the appropriate communication surface to verify what was sent.

Date-Predicate Limitation

The expiration access gate evaluates trial expiry with TrialEndsAt, active start with CurrentPeriodStart, and active expiry with CurrentPeriodEnd. The effective-plan resolver does not currently apply an identical set of date predicates: trial eligibility and future-start handling can disagree at boundaries. Treat the access gate as authoritative for access refusal, investigate boundary discrepancies, and do not describe the current model as a grace period.

Processing a renewal for an expired tenant

An expired subscription never hides the tenant. You can still inspect it, approve its renewal order, record payment, verify payment proof, and apply the order — that is how a tenant is recovered.

Administrative authority is not an operational bypass: when you act on behalf of a selected tenant, that tenant's subscription gate applies to the request exactly as it would for its own users.

See Renewing Your Subscription and Who Can Do What After Expiry.