Billing & Subscription Management

Complete guide to managing your QueryCatch subscription, billing, payments, seats, profiles, and invoices

Billing & Subscription Management QueryCatch uses a comprehensive subscription management system built on Stripe to handle billing for organizations (profiles). This guide covers everything you need to know about managing your subscription, payments, team seats, additional profiles, and billing preferences. In QueryCatch, subscriptions belong to organizations (profiles), not individual users. This allows teams to collaborate with unified billing across multiple websites and team members. Understanding Your Subscription Base Plan Structure Every QueryCatch subscription includes: **Base Plan: $99/month** - Includes 1 website + 2 team members. **Additional Websites: +$79/month each** - Monitor more domains. **Additional Team Members: +$19/month each** - Expand your team. **Annual Billing Option** - Pay for 10 months, get 12 (17% discount) Billing Architecture Organizations (profiles) are the primary billing entity. Users belong to organizations through team membership. Each profile has its own subscription and limits. Complete data isolation between profiles. Role-based billing access (Admin/Owner vs Viewer) Accessing Your Billing Dashboard Navigate to your billing dashboard to manage all subscription aspects: Click your profile selector in the top navigation. Select 'Billing' from the dropdown menu. Or directly visit `/billing` when logged in Only Admin and Owner roles can access billing features. Viewer roles have read-only access to subscription information. Billing Dashboard Overview Your billing dashboard displays: **Current Plan Card** - Monthly/Annual status with billing frequency. **Next Billing Date** - When your next payment is due. **Monthly Cost** - Total subscription cost breakdown. **Subscription Status** - Active, ending soon, or cancelled states. **Payment Methods** - Manage cards and billing information. **Invoice History** - Download receipts and billing statements Managing Team Seats Adding Team Members Expand your team capacity with prorated billing: Navigate to `/billing/upgrade?addSeats=true`. Review current team usage vs. available seats. Select number of additional seats needed. Enter team member email addresses for automatic invitations. Choose existing payment method or add new card. Review prorated cost calculation. Complete payment to add seats immediately New team members receive invitation emails automatically and can join your profile immediately after seat purchase. Reducing Team Seats QueryCatch uses intelligent seat reduction with member management: Open Subscription Management from the billing dashboard. Select 'Manage Seats' option. Choose number of seats to remove. **Empty Seats First** - Unused paid seats are removed automatically. **Member Selection** - If occupied seats need removal, select specific members. **Permission Check** - Only removable members shown (non-owners). Confirm changes and receive prorated credit Profile owners cannot be removed. Admins can be removed by other admins or owners, but viewers can be removed by any admin. Seat Reduction Logic **Calculate Empty Seats**: Total paid seats - Current team size. **Remove Empty Seats First**: No member removal needed. **Smart Member Selection**: Only show removable team members. **Automated Removal**: Selected members removed before subscription update. **Prorated Credit**: Applied to next billing cycle Proration and Billing Cycles Understanding Proration QueryCatch calculates prorated charges/credits based on remaining billing period: Proration Formula: Prorated Amount = (Monthly Change × Remaining Days) ÷ Total Days in Billing Period Example: Adding 2 seats ($38/month) with 15 days remaining in 30-day period: Prorated Charge = ($38 × 15) ÷ 30 = $19 When Proration Applies **Adding Seats Mid-Cycle** - Immediate prorated charge. **Removing Seats Mid-Cycle** - Credit applied to next bill. **Adding Profiles** - Prorated charge for remainder of period. **Plan Upgrades** - Immediate prorated difference charged Billing Cycle Timing **Monthly Plans** - Billed on same date each month. **Annual Plans** - Billed yearly with 17% discount. **Prorated Adjustments** - Applied immediately for additions. **Credits** - Applied to next billing cycle for reductions Managing Additional Profiles Adding New Profiles Create additional organization profiles for multiple websites or clients: Navigate to `/billing/upgrade` and select 'Add Profile'. Enter organization name and primary website URL. Choose initial team size (minimum 2 seats). Pre-configure team member invitations. Select payment method or add new payment details. Review total cost including base plan + additional seats. Complete payment to create profile immediately Profile Billing Structure **Each Profile** = Separate $99/month base plan. **Independent Billing** = Separate subscription per profile. **Isolated Data** = Complete separation between profiles. **Team Overlap** = Same user can be in multiple profiles with different roles Profile Creation Flow **Payment Processing** - Profile created during payment intent. **Automatic Redirect** - Guided to onboarding for new profile. **Integration Setup** - Connect Google Search Console and other services. **Team Activation** - Invited members receive access immediately. **Profile Switching** - Access via profile selector dropdown Payment Methods & Billing Information Managing Payment Methods QueryCatch uses Stripe Customer Portal for secure payment management: From billing dashboard, click 'Manage Payment Methods'. Redirected to secure Stripe Customer Portal. Add, remove, or update payment methods. Set default payment method for subscriptions. Update billing addresses and tax information. Return to QueryCatch when complete All payment processing is PCI-compliant through Stripe. QueryCatch never stores your payment card information. Supported Payment Methods **Credit Cards** - Visa, Mastercard, American Express, Discover. **Debit Cards** - Bank-issued debit cards. **Digital Wallets** - Apple Pay, Google Pay (where supported). **Bank Transfers** - ACH transfers for US customers. **International Cards** - Global payment support Billing Security **Stripe Elements** - PCI-compliant payment processing. **Encrypted Storage** - All payment data encrypted at rest. **Webhook Verification** - Signed webhook validation. **Profile Isolation** - Complete billing data separation. **Audit Trail** - Full billing activity logging Invoices & Receipts Accessing Invoice History Complete billing history available in your dashboard: Navigate to billing dashboard. Scroll to 'Invoice History' section. View all invoices with dates, amounts, and status. Click 'Download PDF' for printable receipts. Click 'View Hosted' for online invoice viewing. Filter by date range or payment status Invoice Types **Subscription Charges** - Monthly/annual base plan payments. **Seat Additions** - Prorated charges for team member upgrades. **Profile Additions** - New organization profile charges. **Plan Changes** - Upgrade/downgrade adjustments. **Credits** - Refunds or adjustments from seat reductions Invoice Status Indicators **✅ Paid** - Payment successfully processed. **⏳ Pending** - Payment processing in progress. **❌ Failed** - Payment declined or failed. **💰 Credit** - Refund or adjustment applied. **📧 Sent** - Invoice emailed to billing contact Invoices are automatically generated and emailed within 24 hours of successful payment processing. Subscription Management Modifying Your Subscription Access comprehensive subscription controls: Click 'Manage Subscription' from billing dashboard. Opens Subscription Management Dialog. View current base plan (cannot modify). Adjust additional seats (+/- team members). Adjust additional websites (+/- monitoring domains). Review proration calculations in real-time. Confirm changes to update subscription Subscription Components **🏢 Base Plan** - $99/month (Fixed, includes 1 website + 2 users). **👥 Additional Seats** - $19/month each (Modifiable). **🌐 Additional Websites** - $79/month each (Modifiable). **🎯 All Features Included** - No feature gates or limitations Cancelling Your Subscription QueryCatch implements 'cancel at period end' to protect your data: From billing dashboard, click 'Cancel Subscription'. Review cancellation warnings about data deletion. Confirm cancellation with admin privileges required. Subscription marked for cancellation at period end. Continue using QueryCatch until billing period expires. Receive email confirmation with reactivation instructions Profile deletion occurs automatically when subscription ends. All data, integrations, and team access will be permanently removed. Export important data before cancellation. Cancellation Status Display **🔴 Ending Soon Badge** - Displayed on current plan card. **📅 Cancellation Date** - Shows when access ends. **⚠️ Data Deletion Warning** - Clear notification about data loss. **🔄 Reactivation Option** - Available until cancellation date Reactivating Cancelled Subscriptions Restore subscription before cancellation date: Visit billing dashboard while subscription is still active. Click 'Reactivate Subscription' button. Confirm reactivation to continue service. Subscription resumes normal billing cycle. All data and integrations remain intact Reactivation is available until the exact moment your billing period ends. After that, all data is permanently deleted. Annual vs Monthly Billing Annual Billing Benefits **17% Discount** - Pay for 10 months, get 12 months of service. **Predictable Costs** - Single annual payment for budget planning. **Priority Support** - Enhanced customer service for annual customers. **Invoice Simplicity** - One invoice per year instead of monthly Switching Billing Frequency Contact support to change from monthly to annual billing or vice versa. Prorated adjustments will be calculated based on remaining term and current usage. Usage Limits & Quotas Subscription Limits Tracking **Maximum Users** - Based on seat count per profile. **Maximum Websites** - Number of domains you can monitor. **API Access** - Unlimited API calls (no throttling). **Data Storage** - Unlimited historical data retention. **Export Capabilities** - No limits on data exports Viewing Current Usage Check billing dashboard for usage summary. View profile settings for detailed limits. Monitor team member count vs. available seats. Track website count vs. monitoring allowance. Receive notifications when approaching limits Troubleshooting Common Issues Payment Failures Common payment issues and solutions: **Declined Card** - Update payment method or contact bank. **Insufficient Funds** - Ensure adequate account balance. **Expired Card** - Update card details through Stripe portal. **International Restrictions** - Use internationally-enabled card. **Bank Blocks** - Notify bank of recurring SaaS charges Billing Discrepancies **Proration Confusion** - Review billing cycle dates and remaining days. **Duplicate Charges** - Check if multiple profiles exist. **Missing Credits** - Credits apply to next billing cycle, not immediately. **Tax Questions** - Taxes calculated based on billing address. **Currency Issues** - All billing processed in USD Access & Permission Issues **Cannot Access Billing** - Ensure you have Admin or Owner role. **Viewer Restrictions** - Request admin to upgrade your permissions. **Profile Switching** - Use profile selector to access correct organization. **Missing Invoices** - Check correct profile is selected. **Payment Portal Errors** - Clear browser cache and try again Best Practices Subscription Management **Review Usage Monthly** - Check team and website utilization. **Plan Ahead** - Add seats before needing new team members. **Monitor Billing** - Set calendar reminders for billing dates. **Update Payment Info** - Keep payment methods current. **Download Invoices** - Save receipts for accounting records Team Management **Regular Audits** - Review team member access quarterly. **Role Optimization** - Use viewer roles for read-only users. **Seat Optimization** - Remove seats for departed team members. **Invitation Management** - Cancel unused invitation links. **Permission Reviews** - Ensure appropriate admin access levels Cost Optimization **Annual Billing** - Save 17% with yearly payments. **Seat Right-sizing** - Match seats to actual team size. **Profile Consolidation** - Merge similar websites when possible. **Feature Utilization** - Ensure all paid features are being used. **Budget Forecasting** - Plan for team growth and additional profiles Security & Compliance Payment Security **PCI Compliance** - All payments processed through Stripe. **No Card Storage** - QueryCatch never stores payment details. **Encrypted Transmission** - All payment data encrypted in transit. **Audit Logging** - Complete audit trail for all billing activities. **Role-Based Access** - Only authorized users can manage billing Data Protection **Profile Isolation** - Complete billing data separation. **Access Controls** - Admin/Owner permissions required. **Webhook Validation** - Signed webhook verification from Stripe. **Backup Systems** - Billing data backed up regularly. **GDPR Compliance** - Data deletion upon profile cancellation For enterprise customers requiring custom billing arrangements, invoicing, or payment terms, contact our sales team for specialized enterprise plans. Need help with billing? Contact support through the in-app ticketing system or email support@querycatch.com for immediate assistance.