Billing in FlexBookz

Introduction

The Billing section in FlexBookz centralizes everything related to your subscription, invoices, and location management. From here you can view and change your plan, download invoices, manage payment methods, and add or remove business locations covered by your subscription. This documentation explains how the billing system works, gives step-by-step instructions, and provides practical examples and troubleshooting tips so you can keep your account and finances in order.

How it Works

FlexBookz uses an integrated billing portal that links your FlexBookz account to a secure payment provider. The billing portal handles:

Subscription plan management (upgrade, downgrade, cancel).
Payment methods and payment history (credit card, bank transfer where supported).
Invoice generation and downloadable PDF invoices.
Management of supported business locations under a single subscription, based on your plan limits.

Your billing cycle (monthly, annual, etc.) and the number of locations you can manage depend on the plan you choose. When you change a plan, billing adjustments are handled automatically by the billing portal and reflected in your upcoming invoices.

Step-by-Step Guide

1. View your current plan

Open FlexBookz and go to Billing in the left-hand menu.
Under Your plan, review your active plan name (for example Flex Pro or Flex Basic), price, and billing cycle.
Note the number of locations included in your plan and any add-on allowances.

2. Manage billing details

Click the Visit billing portal button to open the secure billing interface. From there you can:

Update payment method: replace or add a credit card, or set up bank transfer where available.
Download invoices: open and save PDF copies of past invoices for bookkeeping.
Change subscription: upgrade to a higher plan, downgrade, or cancel the subscription.

Example: To add a new credit card, go to Payment methods in the billing portal, click Add card, enter card details, and save. Future charges will use the newly added card.

3. Manage business locations

FlexBookz supports managing multiple physical locations from one account. In the Billing area you can see:

How many locations your plan allows.
Which locations are currently active.

To add a new location (if your plan allows):

In the Billing page, find the Locations panel and click Add location.
Enter the new location name and address, then click Create.
Assign staff and services to the new location via Staff and Services settings.

If you have reached the maximum allowed locations, the portal will prompt you to upgrade. Upgrades prorate billing for the remainder of the billing cycle and will be reflected in your next invoice.

4. Download and review invoices

Open the billing portal and go to Invoices or Billing history.
Select an invoice to view details and click Download PDF for a copy suitable for accounting.
Use the invoice number and date when reconciling payments with your bank records.

5. Cancel or change your subscription

To change or cancel your subscription, use the billing portal. Changes include upgrading or downgrading plans and toggling add-ons:

Upgrades take effect immediately; charges are prorated and you will see an adjustment on the next invoice.
Downgrades are scheduled for the next billing cycle to avoid interrupting service mid-period.
Cancellation follows the terms shown in the billing portal—make sure to review the cancellation policy.

Practical Examples and Use Cases

Single salon adding a second branch: The owner upgrades from a single-location plan to a multi-location plan. They add the new location from Billing, assign staff, and manage schedules separately per site.
Seasonal spa with temporary closure: Temporarily reduce costs by pausing certain add-ons or downgrading for a low season; schedule the downgrade to start at the next billing cycle.
Accountant reconciling books: Download monthly invoice PDFs from Billing to attach to accounting software and match payments to bank statements.

"Keep billing and location counts aligned to avoid unexpected charges—review your plan after adding new locations or staff."

Tips & Best Practices

Use a dedicated business email for billing to ensure invoices and receipts always go to the right inbox.
Download and archive invoices monthly to make bookkeeping and VAT reporting easier.
Review allowed locations and staff seats before hiring or opening new branches to avoid surprises.
Keep your payment method up to date to prevent service interruption—set a reminder to review card expiry dates quarterly.
Only access the Billing portal over HTTPS and on trusted networks to protect payment data.

Troubleshooting

Invoice not visible: Refresh the Billing page and then the billing portal. If it still doesn’t appear, check the date range filter in the portal or contact support.
Cannot add a new location: Confirm that your plan supports additional locations. If not, upgrade via the billing portal or contact Sales for a custom plan.
Payment failed: Update your payment method in the billing portal. If the card is declined, contact your bank or use another card. Re-try the payment after updating the method.
Incorrect VAT or company details on invoice: Update your company information in Business Settings—these fields populate invoices. Then reissue the invoice from the billing portal if needed.
Proration questions: If you see proration on an invoice after upgrading or adding locations mid-cycle, the billing portal provides a breakdown. Contact Support for a detailed explanation.

Sample invoice fields

Invoice Number: FBZ-2025-000123
Date: 2025-06-01
Billing Period: 2025-06-01 to 2025-06-30
Plan: Flex Pro (Monthly)
Locations: 3 (included)
Subtotal: $120.00
VAT (20%): $24.00
Total: $144.00
Payment Method: Visa **** 4242
Notes: Prorated charge for upgrade on 2025-06-15

If you need help beyond this guide, contact FlexBookz Support from the Help menu or submit a ticket through the billing portal. Our team can assist with account-specific questions, VAT configuration, and plan recommendations.