Billing & Subscription

Waqti ties your organization to a subscription plan that defines capacity (for example users, purchase orders per month, and storage). The Billing area in Settings brings together your current plan, trial or renewal dates, add-ons, usage, invoices, and paths to upgrade or activate a paid subscription after trial.

Who can open billing

The billing screen is available to tenant administrators and the account owner. Day-to-day buyers or approvers typically do not need billing access.

Some actions are stricter:

• Upgrading the subscription plan and completing hosted checkout for upgrades or trial conversion are limited to the account owner in the application logic.
• Downloading invoices through the legacy billing invoice route is also owner-only; the billing page still lists invoice metadata and links for authorized admins where PDFs exist.

If you cannot see Settings → Billing, ask an owner or tenant admin to grant the right role or perform the change for you.

Subscription plans

Each tenant has a subscription plan with:

• Name and identifiers used across the product
• Monthly and yearly list prices (actual charges may include VAT at checkout)
• Limits such as maximum users, POs per month, and storage (exact numbers depend on your plan)

The billing page shows:

• Status — for example trial, active, expired, or cancelled
• Trial end date when applicable, and days remaining in trial
• Subscription end date and whether the subscription is treated as expired
• Plan pricing for comparison when considering yearly vs. monthly billing

Viewing your current plan and usage

On Billing, you will see:

• Plan limits straight from the subscription plan (baseline caps).
• Effective limits after add-ons are applied — this is what the system actually enforces.
• Current usage (for example how many users or POs you have consumed against those limits).

Use this section before buying add-ons or upgrading: if you are close to a cap, either an add-on or a higher plan may be appropriate.

Upgrading your plan

When your organization needs a higher tier:

1. The owner opens the plan upgrade flow (plan selection compares your current plan to higher-priced active plans only).
2. You choose monthly or yearly billing cycle where offered.
3. Checkout shows the price difference between your current plan and the target plan for the selected cycle (not the full price of both plans).
4. Payment runs through Tap Payments hosted checkout: you are redirected to the payment provider’s page, then return to Waqti for success or failure handling.

After a successful upgrade, the tenant’s plan updates and the subscription end date is extended from the current end (or from now if you were on trial). An invoice and payment record are created where the billing integration succeeds.

If checkout fails or is abandoned, your plan does not change; retry from the billing or upgrade screen.

Trial and subscription activation

If you are on trial, or your subscription is expired or cancelled in a way that allows reactivation, the owner can start subscription checkout for the current plan:

• Hosted checkout charges the plan price (monthly or yearly) plus VAT as implemented in the application.
• Successful payment sets status to active, clears trial where applicable, and sets subscription start and end dates from the billing cycle.

Always confirm the billing cycle before paying; yearly prepayment differs materially from monthly.

Add-ons

Beyond the base plan, Waqti supports add-ons from a catalog. The billing page loads available add-ons (often grouped by type), active add-ons for your tenant, and the monthly cost of active add-ons.

Feature add-ons

Feature add-ons unlock or extend product capabilities (for example a module or integration). Purchasing uses the add-on code from the catalog; the system checks eligibility before purchase. If you are not eligible, an error message explains why (for example prerequisite plan or conflict with an existing add-on).

Quantity add-ons

Quantity add-ons increase a numeric entitlement (for example additional seats or PO capacity). You specify a quantity when purchasing. Eligibility is validated the same way as feature add-ons.

Managing active add-ons

You can cancel an add-on by submitting the tenant add-on identifier the UI provides. Cancelling stops future billing for that add-on according to product rules; effective limits refresh on the billing view.

Pricing before you buy

The UI can request an add-on pricing summary (optionally with quantity) so you see totals before committing.

Invoices and billing history

The billing page lists recent billing invoices with amount, currency (typically SAR), status, issue and paid dates, and a PDF link when a stored PDF exists. Use this for finance reconciliation and tax records.

Pending charges

Pending charges may appear for add-ons or related items that are scheduled but not yet settled. Review them with your administrator so there are no surprises on the next invoice cycle.

Billing address

A dedicated billing address update endpoint exists in the API surface but may still be marked as a future enhancement tied to payment provider integration. For address changes required on tax invoices, coordinate with support or your finance process until the self-service flow is fully enabled.

Security and ownership

• Only trusted owners and tenant admins should manage plans and payments.
• Payment flows leave the app briefly for Tap; always verify the browser URL is legitimate before entering card data.
• After upgrades, confirm plan name, end date, and limits on the billing page.

Related topics

• Settings — broader tenant configuration (admin guide)
• Quick start — initial signup and trial