Billing & Subscriptions
How RepOtz subscriptions, billing and payment tracking work.
RepOtz offers three plans: Basic, Pro and Max. The limits for each plan (Businesses, Locations, Campaigns, etc.) are displayed dynamically on the website, based on the plan configuration which is the source of truth.
In the dashboard, each management screen (Businesses, Locations, Campaigns) displays a usage gauge (for example “1/1”). When your plan limit is reached, the add button is hidden and replaced by an invitation to upgrade to a higher plan: you can still view and edit existing items, but creating a new element requires an upgrade. You remain informed before any blocking occurs.
The Billing page displays your current plan and a comparison of offers (monthly/annual, with annual offering 2 free months), so you can see at a glance what each plan brings. You can change plans directly from this page:
- During the trial (before any paid subscription): the change is immediate and free; your new plan is applied right away and will be the one billed upon conversion.
- With an active subscription: the “Choose this plan” button opens the secure payment portal (Stripe) directly on the confirmation screen of the chosen plan (with the billing period, monthly or annual, selected on the page): the proration is displayed and you only have to confirm, without picking the plan again on Stripe. In case of an upgrade (higher plan, or switching from monthly to annual), the new plan is applied immediately and the prorated difference of the period already paid is billed and charged right away; the renewal date does not change. In case of a downgrade (lower plan, or switching from annual to monthly), you keep your current plan until the end of the period already paid; the new plan (and its pricing) takes effect at renewal, with no partial refund.
- Trial ended or subscription expired: the card for your current plan displays a “Reactivate this plan” button which opens the secure payment page (Stripe) directly to subscribe. Choosing a different plan in this state also leads to payment. As long as the subscription is not reactivated, your public collection pages are paused (see the Public funnel guide) and the dashboard becomes read-only for creation: you can still view and edit your existing Businesses, Locations and Campaigns, but the add buttons (including “Connect a Google Business Profile”) are replaced by the invitation to reactivate, and any creation attempt is refused with the message “Your subscription is not active”.
You do not need to be on the Billing page to get back on track: as soon as billing is no longer active (trial ended, subscription expired, or payment failed), the sidebar displays permanently a “Reactivate my subscription” button, visible from any page of the dashboard. It opens the secure payment page for your plan; if a subscription is already in progress with a failed payment, it opens the payment portal to update your payment method. The free trial is never offered again to an account that has already had a subscription: the invitations displayed then say “Reactivate”, not “Start trial”.
Subscription lifecycle
Section titled “Subscription lifecycle”- Trial of 14 days without a card (see the Accounts & Authentication guide). During the trial, the sidebar displays permanently “End trial and activate my subscription”, and the card for your current plan on the Billing page offers the same button to open the secure payment page (Stripe).
- Conversion: adding a payment method, the paid subscription starts. The payment page requests your billing address (required for automatic tax calculation) and a promo code can be entered (if valid, the discount applies automatically).
- Automatic renewal according to the frequency chosen.
- Plan change possible: upgrade applied and billed immediately (prorated), downgrade applied at the end of the current period.
Billing
Section titled “Billing”Stripe is the single source of truth for billing. The dashboard displays one line per transaction, with a link to the invoice hosted by Stripe - there is no invoice generated locally. The name that appears on your bank statement is RepOtz Inc.
The “Payments and invoices” button on the Billing page opens the secure Stripe portal: updating your payment method, invoice history and subscription management are done directly there.
With each successful payment - first payment or automatic renewal - Stripe sends the receipt by email to the account address, in the account’s language. The dashboard remains available at any time to retrieve all invoices.
During payment, the account email address is already pre-filled: you do not need to re-enter it.
Prices displayed on the website are tax-exclusive. Applicable taxes are calculated automatically at payment time, based on your billing address:
- Quebec customers: GST (5%) and QST (9.975%) are added to the plan price.
- Other Canadian provinces and other countries: taxes in force in your jurisdiction apply if applicable.
The tax details (amounts and rates) appear on each Stripe invoice, as well as RepOtz’s GST and QST registration numbers. If you are a business, you can enter your own tax number during payment: it will appear on your invoices.
Customer without a card or unable to pay online
Section titled “Customer without a card or unable to pay online”Payment is made by card, online. For a customer who does not have a credit card or cannot pay online, the team can, on a case-by-case basis, manage their subscription manually:
- Stripe invoice sent by email (Stripe Invoicing): the invoice is payable by bank transfer, and the team marks it as paid upon receipt.
- Manual subscription: the customer pays by the method agreed with the team (bank transfer or electronic transfer, cheque, cash or other) and the team approves their subscription until a date. The customer receives a confirmation email, then a reminder 14 days and 3 days before the end, and a notice if the subscription is about to expire without renewal. It also reopens access to a suspended account for non-payment whose card subscription has been stopped. At the expiry date, the account returns to “no plan”: dashboard viewable, but public pages unavailable and creation blocked, until renewal.
This is not a second payment method offered to everyone: a discreet “No card?” link (Billing page, onboarding, invitation to reactivate when the subscription is stopped) opens a short form where the customer explains their situation; the team receives the request, the customer receives an acknowledgment, and the team decides and contacts them back. During a manual subscription, the Billing page displays the end date; changing plans is done by a request to the team, and the “Switch to card payment” button remains available at any time (the card subscription then takes over). The account is treated as an active subscriber everywhere in the dashboard: when a plan limit is reached, the invitation displayed is “Upgrade” (to the Billing page), never “Start trial”, and the free trial is no longer offered as long as the approval is pending. The amount paid appears in the payment history with the method used, without a Stripe invoice.
Payment failures
Section titled “Payment failures”In case of a recurring payment failure, a sequence of dunning attempts is triggered automatically, and the customer is invited to update their payment method.
Note: Repeated payment failures are a known case and handled by the team.
Frequently asked questions
Section titled “Frequently asked questions”Q. Where can I find my invoices? A. Stripe sends you the receipt by email with each successful payment. You also find all your invoices in the dashboard: each transaction links to its invoice hosted by Stripe.
Q. What name appears on my bank statement? A. RepOtz Inc.
Q. My payment failed, what happens? A. An automatic dunning attempt is sent and you can update your payment method. This case is handled by the team if needed.
Q. Can I change my plan? A. Yes, from your subscription area. An upgrade is applied immediately: the prorated difference of the period already paid is billed right away, and the renewal date does not change. A downgrade takes effect at the end of the period already paid: you keep your current plan until renewal, with no partial refund.
Q. If I upgrade to a higher plan, do I have to pay right away? A. Yes, only the difference between the two plans, calculated prorated for the time remaining in your current period. The full rate of the new plan applies at the next renewal.
Q. If I downgrade to a lower plan, am I refunded? A. No. You keep all the features of your current plan until the end of the period already paid, then the lower plan (and its reduced rate) takes effect at renewal.
Q. I have been a customer since the first version of RepOtz: is my subscription affected? A. Yes, your subscription was carried over as is and is managed from the same Billing page. In the secure payment portal it may appear under its former name (for example “Basic Yearly”) next to the current offers (“RepOtz Basic”, “RepOtz Pro”, “RepOtz Max”): it is the same plan, with the same limits and features, and the amount billed remains that of your subscription. Nothing to do on your side. If you change plan, your subscription moves to the matching current offer, with the same proration rules as everyone else.
Q. Do prices include taxes? A. No, prices displayed are tax-exclusive. Applicable taxes (for example GST and QST in Quebec) are added automatically at payment based on your billing address, and detailed on your invoice.
Q. Can I have my tax number appear on my invoices? A. Yes, a “tax number” field is offered during payment; the entered number then appears on your invoices.