Subscriptions & Billing

Learn about Cooledge subscription plans, billing management, and how to optimize your account for your business needs.

1. Subscription Plans Overview

Available Plans

Cooledge offers three subscription tiers to fit different business sizes:

Starter Plan - $49/month

• 30 quotes per month
• 1 user only
• Basic features
• Email support
• Mobile app access
• Leads marketplace access

Growth Plan - $147/month (Most Popular)

• 100 quotes per month
• 2 team members + additional seats available
• All features included
• White-labeled
• Custom subdomain
• Priority support
• Leads marketplace access

Scale Plan - $297/month

• Unlimited quotes
• Unlimited team members
• White-labeled
• Custom subdomain
• Priority support
• Leads marketplace access

Billing Frequency Options

• Monthly Billing: Pay monthly with flexibility to change plans
• Annual Billing: Save 16% when paying yearly (upfront)

2. Trial Period and Getting Started

14-Day Free Trial

Every new account starts with a comprehensive trial:

Trial Includes:

• Duration: 14 days from account creation
• Plan: Full Growth plan features
• Quote Limit: 10 free quotes to get started
• All Features: Complete access to leads, catalog, and team features

Managing Your Trial

• Days Remaining: View trial status in billing settings
• Upgrade Anytime: Convert to paid subscription during trial
• Cancel Option: Cancel trial without charges
• Extension: Contact support if you need more time to evaluate

3. Quote Limits and Usage

Understanding Quote Limits

Each plan includes a specific number of quotes per monthly billing cycle:

How Quote Limits Work:

• Monthly Reset: Quote count resets on your billing date
• Carry-over: Unused quotes don't carry to next month
• Usage Tracking: Monitor quote usage at Settings > Account & Billing

What Happens When Limit Reached

• Creation Blocked: Cannot create new quotes
• Existing Quotes: Can still manage and send existing quotes
• Support Available: Contact support for immediate assistance

4. Managing Your Subscription

Billing Settings Access

Dashboard: Go to Settings > Account & Billing

Subscription Information Display

Your billing page shows:

• Current Plan: Active subscription tier and status
• Billing Frequency: Monthly or annual billing
• Next Billing Date: When your next payment is due
• Payment Method: Current payment method on file
• Usage Stats: Quote consumption for current period

Plan Upgrades and Downgrades

Upgrading Your Plan:

1. Select New Plan: Choose Starter, Growth, or Scale
2. Billing Frequency: Select monthly or annual
3. Immediate Access: Upgraded features available instantly
4. Prorated Billing: Pay only for unused portion of billing period

Downgrading Your Plan:

1. Plan Selection: Choose a lower-tier plan
2. End of Period: Downgrade takes effect at next billing cycle
3. Feature Access: Continue with current features until downgrade
4. Data Retention: All data preserved during downgrade

5. Payment Management

Stripe Customer Portal

Cooledge uses Stripe for secure payment processing:

Portal Features:

• Payment Methods: Update credit cards and billing information
• Invoice History: Download receipts and invoices
• Billing Address: Update company billing address
• Automatic Billing: Manage recurring payment settings

Accessing Payment Management

1. Billing Settings: Go to Settings > Billing
2. Manage Payment Details: Click "Manage Payment Details" button
3. Stripe Portal: Redirected to secure Stripe portal
4. Update Information: Modify payment methods and billing details

Payment Method Updates

• Add New Cards: Store multiple payment methods
• Set Default: Choose primary payment method
• Remove Old Cards: Delete expired or unused payment methods
• Update Billing Info: Change billing address and company details

6. Team Management and Additional Seats

Default Team Size

• All Plans: Include 2 team members by default
• Owner + Admin: Business owner plus one additional user
• Role Permissions: Control access levels for team members

Additional Users/Seats (Growth Plan)

• Extra Users: Add more team members beyond the default 2
• Seat Pricing: Additional cost per extra team member
• Flexible Management: Add or remove seats as needed
• Immediate Access: New team members can access immediately

Managing Team Members

• Team Settings: Go to Settings > Manage Team
• Add Members: Invite new team members by email
• Role Assignment: Set permissions (Owner, Admin, Member)
• Remove Access: Deactivate team members when needed

7. Billing Cycles and Invoicing

Understanding Billing Cycles

• Monthly Plans: Billed every month from subscription start date
• Annual Plans: Billed once per year with upfront payment
• Pro-rated Charges: Plan changes calculated proportionally
• Automatic Renewal: Subscriptions renew automatically

Invoice Management

• Automatic Generation: Invoices created automatically
• Email Delivery: Invoices sent to account owner
• Download Options: PDF invoices available in Stripe portal
• Company Details: Invoices include your business information

Failed Payment Handling

If a payment fails:

1. Automatic Retries: System attempts payment multiple times
2. Email Notifications: Alerts sent about payment issues
3. Service Continuation: Short grace period for service access
4. Update Payment: Prompt to update payment method
5. Support Contact: Assistance available for payment issues

8. Special Billing Scenarios

Payment Issues Resolution

Past Due Status:

• Service Impact: Limited access to quote creation
• Resolution: Update payment method to restore service
• Grace Period: Short period to resolve payment issues
• Support Help: Contact support for payment assistance

Subscription Cancellation:

• Owner Access: Only business owners can cancel subscriptions
• End of Period: Service continues until end of billing cycle
• Data Retention: Account data preserved during cancellation for up to 6months
• Reactivation: Easy to reactivate subscription later

Plan Migration

• Plan Changes: Immediate access to new plan features
• Billing Adjustments: Automatic pro-rating for plan changes
• Feature Updates: New features activated instantly

10. Troubleshooting Billing Issues

Common Billing Problems

Payment Declined:

• Check Card Details: Verify card number, expiry, and CVV
• Billing Address: Ensure billing address matches card
• Bank Contact: Contact bank to verify no blocks on card
• Alternative Payment: Try different payment method

Invoice Questions:

• Invoice Details: Review line items in Stripe portal
• Billing Period: Confirm billing cycle dates
• Pro-rated Charges: Understand partial period billing
• Support Contact: Email support for invoice clarification if required

Plan Change Issues:

• Feature Access: Verify new features are available
• Usage Limits: Check if quote limits updated correctly
• Support Help: Contact support for plan change assistance

Getting Billing Support

• Email Support: support@cooledge.com.au
• Billing Portal: Use Stripe portal for payment issues
• Documentation: Reference this help guide
• Response Time: Billing issues prioritised for quick resolution

---

Next Steps: Learn about Stripe payments setup → or explore leads marketplace →

Need help with billing? Email us at support@cooledge.com.au