Managing Your Subscription

Once you've subscribed to SignNXT, you can manage your subscription, view billing history, download invoices, and update payment methods from the Billing settings.

Accessing Billing Settings

To manage your subscription:

1. Click your profile icon in the top right
2. Select Settings
3. Click the Billing tab

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Viewing Current Plan

Plan Overview

At the top of the Billing page, you'll see your current plan details:

Plan Information:

• Plan name (Starter, Professional, or Trial)
• Subscription status (Active, Trialing, Canceled, etc.)
• Billing cycle (Monthly or Annual)
• Number of seats
• Cost per billing period
• Next billing date
• Renewal amount

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Subscription Status

Your subscription can have different statuses:

🟢 Active

• Subscription is active and paid
• Full access to all features
• Auto-renews on billing date

🔵 Trialing

• 7-day free trial active
• Full access to Professional features
• No payment required yet
• Shows days remaining

🟡 Past Due

• Payment failed
• Limited access to features
• Update payment method to restore access
• Grace period before suspension

🔴 Canceled

• Subscription canceled
• Access until period end
• No auto-renewal
• Can reactivate anytime

⚫ Expired

• Trial or subscription ended
• Limited access (view-only)
• Upgrade to restore full access

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Viewing Billing History

Invoice List

Scroll down to the Billing History section to see all your invoices:

Each invoice shows:

• Invoice date
• Invoice number
• Amount charged
• Payment status (Paid, Failed, Pending)
• Download button

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Downloading Invoices

To download an invoice:

1. Find the invoice in Billing History
2. Click the Download button (or PDF icon)
3. Invoice downloads as PDF

Invoice includes:

• Invoice number
• Invoice date
• Billing period
• Itemized charges
• Seat count
• Total amount
• Payment method (last 4 digits)
• Billing address
• Company details

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Understanding Invoice Charges

Regular Subscription Charge:

Professional Plan (Monthly)
5 seats × $20/user = $100.00
Billing period: Jan 1 - Jan 31, 2025

Prorated Upgrade Charge:

Upgrade to Professional
Prorated charge for 15 days = $5.00
Previous plan credit = -$2.50
Total charge: $2.50

Annual Subscription:

Professional Plan (Annual)
5 seats × $192/year = $960.00
Billing period: Jan 1, 2025 - Dec 31, 2025
20% savings vs monthly: $240.00

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Managing Payment Methods

Viewing Payment Methods

In the Payment Methods section, you'll see:

• All saved cards
• Card brand (Visa, Mastercard, etc.)
• Last 4 digits
• Expiry date
• Default payment method indicator

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Adding a Payment Method

To add a new card:

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Updating Payment Method

To change your default payment method:

1. Go to Payment Methods section
2. Find the card you want to use
3. Click Set as Default
4. Confirmation message appears

Your next billing charge will use the new default card.

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Removing a Payment Method

To remove an old card:

1. Find the card in Payment Methods
2. Click Remove or trash icon
3. Confirm removal

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Changing Your Plan

Upgrading Your Plan

To upgrade from Starter to Professional:

1. Scroll to Available Plans section
2. Find the Professional Plan card
3. Select billing cycle (Monthly or Annual)
4. Adjust seat count if needed
5. Click Upgrade to Professional
6. Review prorated charge
7. Confirm upgrade

See Upgrading Your Plan for detailed instructions.

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Downgrading Your Plan

To downgrade from Professional to Starter:

1. Scroll to Available Plans section
2. Find the Starter Plan card
3. Click Downgrade to Starter
4. Confirmation dialog appears

Important:

• Downgrade takes effect at end of current billing period
• You keep Professional features until then
• Prorated credit applied to next invoice
• Seat limit enforced (max 5 users)

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Switching Billing Cycles

To switch between monthly and annual billing:

1. Find your current plan card
2. Toggle between Monthly and Annual
3. Click Switch to Annual (or Monthly)
4. Confirm the change

When switching:

• Change takes effect at next billing date
• Prorated credit/charge may apply
• Annual billing saves 20%

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Managing Seats

Adding Seats

Seats are automatically managed when you add team members:

Automatic seat reservation:

1. You invite a new member
2. Seat is reserved immediately
3. Charge applies at next billing date (or prorated)

Manual seat adjustment:

1. Go to Billing settings
2. Find Number of Seats selector
3. Increase the number
4. Prorated charge applies immediately

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Removing Seats

Seats are automatically freed when you remove team members:

Automatic seat release:

1. You remove a member from workspace
2. Seat is freed immediately
3. Prorated credit applied to next invoice

Manual seat reduction:

1. Go to Billing settings
2. Find Number of Seats selector
3. Decrease the number (must be ≥ current member count)
4. Prorated credit applied

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Canceling Your Subscription

How to Cancel

To cancel your subscription:

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What Happens After Cancellation

Immediately:

• ✅ Subscription marked as "Canceled"
• ✅ No future charges
• ✅ Full access until period end
• ✅ Confirmation email sent

At period end:

• ❌ Access restricted to view-only
• ❌ Cannot create new documents
• ❌ Cannot send documents
• ✅ Can view existing documents
• ✅ Can download completed documents
• ✅ Data preserved for 30 days

After 30 days:

• ⚠️ Data may be deleted
• ⚠️ Cannot recover documents
• ⚠️ Must reactivate to restore access

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Cancellation Examples

Example 1: Monthly subscription

• Subscription: Professional Monthly ($100/month)
• Billing date: 15th of each month
• Cancel date: January 5th
• Access until: January 15th
• Next charge: None

Example 2: Annual subscription

• Subscription: Professional Annual ($960/year)
• Billing date: March 1st
• Cancel date: June 15th
• Access until: March 1st (next year)
• Remaining value: ~$720 (9 months)
• Refund: None (no partial refunds)

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Reactivating Your Subscription

How to Reactivate

If you canceled and want to reactivate:

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Reactivation After Expiry

If your subscription already expired:

1. Go to Settings > Billing
2. Choose a plan (Starter or Professional)
3. Select billing cycle
4. Enter payment details
5. Subscribe

This is treated as a new subscription, not a reactivation.

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Troubleshooting

"I can't access Billing settings"

Problem: Billing tab is not visible.

Solution:

• Only Workspace Owners can access billing
• Check your role in Profile settings
• If you're an Admin or Member, contact your Owner

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"My payment failed"

Problem: Subscription shows "Past Due" status.

Reasons:

• Insufficient funds
• Expired card
• Card declined by bank
• Incorrect billing address

Solution:

1. Update payment method with a valid card
2. Ensure sufficient funds
3. Contact your bank if card is being blocked
4. Retry payment from Billing settings

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"I don't see my latest invoice"

Problem: Recent payment not showing in billing history.

Solution:

1. Wait 5-10 minutes (processing time)
2. Refresh the page (F5 or Ctrl+R)
3. Check your email for invoice
4. Contact support if still missing

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"I was charged twice"

Problem: Duplicate charges on your card.

Solution:

1. Check billing history for both charges
2. Verify they're not for different billing periods
3. Check if you have multiple workspaces
4. Contact support with invoice numbers

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"I want to change my billing email"

Problem: Invoices going to wrong email address.

Solution:

• Billing email is tied to Workspace Owner's account email
• Update your account email in Profile settings
• Future invoices will use the new email
• Cannot set a separate billing email

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"Can I get a refund?"

Problem: Want refund for unused time.

Answer:

• No refunds for partial billing periods
• Monthly: No refund if you cancel mid-month
• Annual: No refund if you cancel mid-year
• You keep access until period end

Exception:

• Contact support within 24 hours of payment
• Refunds considered on case-by-case basis
• Must not have used the service

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Best Practices

Keep Payment Method Updated

✅ Do:

• Update card before expiry
• Add backup payment method
• Monitor expiry dates
• Update billing address if you move

❌ Don't:

• Let cards expire
• Ignore payment failure emails
• Use cards with low limits
• Forget to update after card replacement

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Review Billing History Regularly

✅ Do:

• Check invoices monthly
• Download for accounting records
• Verify charges are correct
• Report discrepancies immediately

❌ Don't:

• Ignore unexpected charges
• Wait months to report issues
• Lose track of expenses
• Miss failed payments

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Plan Cancellations Carefully

✅ Do:

• Cancel before renewal if not continuing
• Download important documents first
• Export data if needed
• Consider downgrading instead of canceling

❌ Don't:

• Cancel on last day of trial (may lose access)
• Forget about annual renewals
• Cancel without backing up data
• Assume you can recover data later

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Optimize Your Subscription

Save money:

• Switch to annual billing (20% savings)
• Remove unused seats
• Downgrade if not using Professional features
• Cancel during low-usage periods

Example savings:

• 10 users on Professional Monthly: $2,400/year
• 10 users on Professional Annual: $1,920/year
• Annual savings: $480 (20%)

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