Business & billing

Subscription & billing

View your plan, manage your subscription and see invoices.

The Billing page is where you manage your club's ClubHelix subscription: see which plan you're on, change plans, keep your card up to date, and download past invoices. You'll find it under Business management → Billing in the admin sidebar.

Who can use this

Both administrators and moderators can open the Billing page and view your plan and invoices. Making changes — upgrading, switching plans, cancelling, resuming or opening the Stripe portal — is reserved for administrators.

If a ClubHelix team member has set you up on a Managed plan (custom pricing), the plan controls are hidden and a notice asks you to contact support to make changes.

What's on the page

A Manage in Stripe portal button (top right) once you've started a paid subscription — your secure home for updating payment details and downloading receipts.
A Current plan card showing your tier, status badge, price per 28-day cycle, your next renewal (or end) date, your member, storage and email limits, plus the payment method on file. If a promotion is running on your subscription, the discounted price and its end date are shown here too.
A Promotion code box above the plans grid — new customers can apply a code to discount their first plan until the promotion's end date.
An Available plans grid (Free, Standard, Pro, Enterprise) with the action button for each.
An Invoice history table of your past invoices.
A Cancel subscription card, shown only while you're on a paid plan.

Step by step

Upgrade or start a paid plan

In Available plans, find the tier you want (for example Standard or Pro).
Select Switch to Standard or Switch to Pro.
If you don't yet have a subscription, you're taken to Stripe Checkout to enter your card. On success you return to Billing with Subscription updated.

Apply a promotion code

Type the code into the Promotion code box above the plans grid and select Apply code.
The plan cards update to show the discounted price (the standard price appears struck through) and how long the discount runs.
Choose your plan as normal — the discount is applied automatically at checkout.

Promotion codes are for new customers only: if your organisation has already paid an invoice, holds a subscription, or has used a code before, the code can't be applied. A 100% code makes the plan free until the promotion ends — your card is collected at checkout and the first charge lands on the promotion's end date. Codes never discount the done-for-you build packages.

Switch between paid plans

With an active subscription, select Switch to Standard or Switch to Pro on the plan you want.
The change applies in place — no charge today. You'll see Plan updated. The new price takes effect on your next renewal date.

Cancel your subscription

Scroll to the Cancel subscription card.
Select Cancel at period end.
Service continues until the end of the current 28-day cycle, then drops to Free. The current plan button changes to Resume subscription so you can undo this before the end date.

Update your card or get receipts

Select Manage in Stripe portal → at the top of the page.
Update your card, view billing details and download receipts in Stripe, then return to Billing.

Refresh after a missed payment update

If a recent payment or plan change isn't showing, open Invoice history.
Select Restore payments from Stripe to re-sync your invoices and current plan.

Field reference

Item	What it means
Status	Your subscription state: Active, Trialing, Locked, Suspended, Cancelled or Incomplete.
Renews / Ends	The next renewal date, or the end date if you've requested cancellation.
Members / Storage / Email cap	Your plan's limits — members, storage in GB, and monthly emails.
Payment method	Your default card (brand and last four digits), or None on file.
Invoice status	Each invoice shows Paid, Open, Failed, Void or Draft, with PDF and View links.

Tips & FAQ

Plans are billed every 28 days, not per calendar month — that's 13 billing cycles a year.
Payment failed? A red banner appears across your admin pages. Admin write features lock until you settle the balance via the Stripe portal; leave it too long and your public site can be suspended.
Outstanding invoices must be paid before you can start a new subscription or switch plans — open the Stripe portal to clear arrears.
Switching currency mid-subscription needs a fresh checkout; use the View prices in link to preview other currencies.
For day-to-day club income (member fees, tickets, shop), see Member payments and Orders. To update your club's contact and ABN details, see Business details.