Billing & plans

You manage your MediSync subscription in two places in the sidebar:

• Administration → Organization Settings → Billing. Here you change your plan, add cards, pay invoices, redeem coupons and set billing preferences.
• Administration → Billing history. Here you find, filter, export and download your past invoices.

Only the organization Owner and Admin roles can open these pages. If your organization is read-only (see Failed payments), you can look at billing but you can't change it.

The billing tabs

Open Administration → Organization Settings, then click the Billing tab. Billing has five tabs. During a free trial, a banner above the tabs shows how much of the trial is left.

Plans

You can't choose a billing interval. The standard plans are billed monthly, and there is no yearly discount.

A standard installation comes with three plans:

Every new organization starts with a 14-day free trial. You don't pay during the trial. When the trial ends, MediSync issues your first invoice:

• If Automatic billing is on and a card is on the Payment tab, MediSync charges the card and your organization stays active.
• If not, the organization becomes read-only until you pay the invoice from the Invoices tab.

To avoid an interruption, add a card before the trial ends.

Free-trial organization limit

You can own at most 2 organizations on a free trial at the same time. Organizations on a paid plan don't count toward this limit.

If you try to create a third trial organization, MediSync blocks it on the Create Organization screen. A slot becomes free when:

• The trial of one of your organizations ends. Changing the plan doesn't end a trial early.
• You delete a trial organization you no longer need. Open Administration → Organization Settings → Danger zone and click Delete organization. Only the owner sees this button.

Change your plan

1. Open Administration → Organization Settings → Billing → Overview.
2. On the Current cost card, click Change plan.
3. In the Change subscription plan dialog, click a plan. Each plan shows its monthly price.
4. Read the preview. It shows:
   • New monthly fee.
   • Estimated charge on next invoice (upgrade) or Estimated credit on next invoice (downgrade), worked out for the days left in the current period.
   • Modules you'll gain.
   • Modules that will become addons, if the new plan doesn't include a module you use.
5. If modules will become add-ons, select the check box to accept that they will be charged individually.
6. Click Confirm change.

The change applies immediately, for upgrades and downgrades. When the billing period closes, the plan fee is split by the time you spent on each plan.

A downgrade never removes a module. A module that the new plan doesn't include stays installed and becomes a paid add-on. If you don't need it, uninstall it. See Modules.

Add-ons

A module that isn't part of your plan is an add-on. You install add-ons from Administration → Modules. Each add-on adds its monthly price to your bill while it is installed. A usage-based add-on is billed by use. The Current cost card lists your add-ons, and the Upcoming charge card shows what they add to this month.

Usage & limits

Administration → Usage & limits shows two things, for clinic admins and owners only:

• This period: how much your organization used each metered module so far in this billing period (for example, SMS messages sent), what your plan includes, and the module's cap. A module with no cap shows No limit.
• Limits: your lifetime limits (clients, staff members, branches and more), each against its cap, or No limit. File storage shows as a size (for example, 5.00 GB of 10.00 GB). Everything else is a count.

Limits come from your plan. They apply as soon as you are on the plan. If MediSync sets a limit for your organization only, that limit replaces the plan's number.

Reaching a limit only stops you adding more. It never removes or disables what you already have. For example, after a downgrade your existing clients and staff stay as they are. You can't add another one until you are under the limit again or you upgrade.

This page is read-only. To raise a limit, upgrade your plan or contact support.

Pay an invoice

1. Open Administration → Organization Settings → Billing → Invoices.
2. Find the invoice. Each closed period shows its plan fee, add-ons, usage, adjustments and total.
3. On an unpaid invoice, click Pay now.

If Automatic billing is on, MediSync charges your default card when the invoice is issued, and you don't need to do anything.

Billing history

Administration → Billing history is a searchable record of all your subscription invoices. Use it when you need invoices for your accountant.

To open it, you need the Owner or Admin role, and your role must be allowed to read invoices.

On this page you can:

• Filter: click Filters, then select one or more statuses (Draft, Issued, Paid, Void, Disputed), or set a period with From and To.
• Sort: by period, issued date, total or status.
• Change the view: Cards, Table or Grid. In Table view, use Columns to show, hide or pin columns.
• Export: click Export, then Export as CSV or Export as XLSX. The export contains the invoices that match your filters.
• Download one invoice: click PDF on the invoice.

Billing history only shows invoices. To pay an invoice, click Billing Settings at the top of the page. It opens the Invoices tab.

If your organization is read-only, you can still download past invoices.

Payment methods

Add, remove or change the default card on the Payment tab. Only the owner and admins can change cards.

The provider that processes your cards depends on your organization's country. The Payment methods card shows the provider under its title. If your organization is in Egypt, see Payments in Egypt (Kashier).

Credits and coupons

The Credits tab has three parts:

• Redeem a coupon code: apply a promo code at any time. The discount becomes a credit that your next invoice uses automatically.
• Credit requests: click Request a credit to ask for a credit and say why. The MediSync team reviews it. If they approve it, the credit is added to your account.
• Credit & adjustment history: every credit and adjustment on your account.

Budget warning and automatic billing

Both settings are on the Preferences tab:

• Budget warning: MediSync emails every owner when the projected spend for the current period reaches the amount you set. It is a warning only. Nothing is paused or stopped.
• Automatic billing: MediSync charges your default card when an invoice is issued. When it is off, pay each invoice yourself from the Invoices tab.

Failed payments

If MediSync charges your card automatically and the payment fails, it tries the card again once a day. 21 days after the due date, the organization becomes read-only: you can see your data but not change it. Pay the outstanding invoice to make the organization active again straight away.

Common problems

I can't see the Billing tab or Billing history. Only the Owner and Admin roles can see them. Ask your organization's owner.

The Change plan button is greyed out. Your organization is read-only, or your role can't manage billing. Pay any overdue invoice, or ask the owner.

I want yearly billing. You can't choose yearly billing in MediSync. The standard plans are monthly.

I downgraded, but a module is still on my bill. The new plan doesn't include that module, so it became a paid add-on. Uninstall it from Administration → Modules if you don't need it.

I can't create another organization. You already own 2 organizations on a free trial. Wait until one trial ends, or delete a trial organization you don't need.