Set up plans, bundles and tiers
Settings → Billing → Retainers is the catalogue of what you sell in advance: plans, top-up bundles and the tiers they're priced in. It also holds the low-hours warning and statements of hours. Only the Owner (shown as Portal admin in the app for now) can open it.
Plans and bundles are sold through your own Stripe account, so connect Stripe first. You can fill in the catalogue before that; each row shows Not on Stripe yet until you click Publish.
Plans
A plan is a recurring deal: a number of hours each period, at a fixed price. Clients subscribe and are charged automatically each period, and their hours arrive each time a payment clears.
- Under Plans, click New plan.
- Fill in Name, Hours per period, Price and Currency.
- Choose Billing: Monthly, Quarterly or Yearly.
- Choose Rollover (see below).
- Click Create plan, then Publish if Stripe is connected.
The Implied rate column is the price divided by the hours. One plan has one currency: to sell the same deal in euros and dollars, use Duplicate and edit the copy.
Rollover
Rollover decides when a period's unused hours expire:
- Use it or lose it — at the end of the period they were bought for.
- Rolls over 3 months or Rolls over 12 months — that many months after the period ends.
- Rolls over indefinitely — never.
Changing a plan's price, currency or billing period creates a new Stripe price; clients already subscribed stay at what they're paying until you move them with Change plan. Changing only Hours per period or Rollover keeps the same Stripe price, so clients already on the plan get the new hours and rollover from their next renewal, at the price they already pay.
Archive takes a plan off sale for good. Clients already on it keep renewing. Anyone booked to move onto it at their next renewal has that change called off. To sell it again, duplicate it.
Top-up bundles
A bundle is a fixed block of hours at a fixed price, paid once. Clients can buy bundles themselves from their portal, and you can sell them one from the client page. See Top-ups.
- Under Top-up bundles, click New bundle.
- Fill in Name, Hours, Price and Currency.
- Choose Expiry: Never expires, or Expires after 3, 6 or 12 months. The months count from the day the payment clears.
- Click Create bundle, then Publish.
Archiving a bundle stops new sales. Hours already bought on it stay.
Tiers
Most agencies have one price list and can skip this. A tier is a named price group, such as "Legacy 2019", for clients priced differently.
- Under Tiers, click New tier and name it.
- Duplicate the plans and bundles you want on it, and set their Tier.
- On each client priced that way, open ⋯ → Edit details and set Tier.
A client is offered only the plans and bundles on their own tier. Everyone else is on Standard. A tier can't be deleted while any client, plan or bundle is still on it.
