Managing Billing Estimates and Service Usage

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 ## Overview
 
-The billing estimates feature helps advisors view their current month's service usage and estimated charges before the actual bill is generated. This allows you to track your usage across different IFANOW services like client management, document storage, team members, and transaction processing to understand your monthly costs. The system calculates charges based on your actual usage of various services including fixed fees, recurring subscriptions, and pay-per-use features.
+The billing and pricing feature helps you monitor your IFANOW service usage, estimate monthly costs, and track payment history. You can view how many clients are using different service tiers, check document vault usage, monitor team member counts, and see detailed breakdowns of recurring fees versus pay-per-use charges. This system automatically calculates your bill based on actual usage of features like mutual fund transactions, document storage, advanced planning tools, and white-label services.
 
-• View real-time estimates of your current month's service charges
-• Track usage across all IFANOW services including client tiers, document storage, and team members
-• See breakdown of fixed fees, recurring charges, and pay-per-use costs
-• Access historical billing information and payment status
-• Monitor service usage against your subscription limits and free tiers
+Key capabilities:
+• Generate real-time billing estimates showing fixed, recurring, and pay-per-use fees
+• View complete payment history with paid and unpaid invoices
+• Monitor service usage across all client tiers and team members
+• Process automatic billing adjustments when clients are downgraded
+• Handle payment confirmations and subscription updates
 
 ## Prerequisites and Access
 
-You must be a registered advisor with an active IFANOW subscription and have completed the initial onboarding process. Your account must have a valid joining date recorded in the system. Team members under your organization can also view billing estimates for the main account.
+You need an active IFANOW subscription with billing enabled on your account. All advisor roles can access billing information, but only the main account holder can modify billing settings.
 
-**Navigation Path:** Backoffice → Billing & Pricing → View Estimates
+**Navigation:** Dashboard → Account Settings → Billing & Usage
 
-## How-To Steps
+## How to Generate Your Current Billing Estimate
 
-### How to View Current Month Billing Estimate
+View your estimated charges for the current billing cycle based on actual service usage.
 
-Get a detailed breakdown of your estimated charges for the current billing period.
+1. Navigate to the Billing section in your account dashboard
+2. Click "Generate Current Estimate" 
+3. The system calculates usage from your joining date or last billing cycle
+4. Review the breakdown showing:
+   - Fixed fees (one-time charges)
+   - Recurring fees (monthly subscription costs)
+   - Pay-per-use fees (transaction-based charges)
+5. Check the billing period dates at the top of the estimate
 
-1. Navigate to the Billing & Pricing section in your backoffice
-2. Click on "View Bill Estimate" 
-3. The system displays your billing period dates (from and to dates)
-4. Review the service breakdown showing current usage for each service
-5. Check fixed fees, recurring subscription charges, and pay-per-use costs
-6. View the total amount before taxes
+The estimate updates in real-time as you add clients or use additional services. Fixed fees appear only when applicable and don't repeat monthly.
 
-The estimate updates in real-time based on your current usage and shows exactly what you'll be charged for the billing period.
+## How to Review Your Payment History
 
-### How to Check Service Usage Details
+Access all past invoices and their payment status to track your billing history.
 
-Monitor your usage across different IFANOW services to understand your charges.
+1. Go to Billing section and select "Payment History"
+2. View invoices separated into "Paid" and "Unpaid" categories
+3. For each invoice, see:
+   - Invoice number and billing period
+   - Breakdown of recurring vs pay-per-use charges
+   - Tax calculations (IGST, SGST, CGST)
+   - Total amount and balance due
+   - Due dates and payment status
+4. Click any invoice to view detailed service usage
 
-1. Open your billing estimate view
-2. Review the "Recurring Services" section for subscription-based charges
-3. Check the "Pay Per Use Services" section for transaction-based fees
-4. Look at current usage numbers for each service (clients by tier, document storage, team members)
-5. Compare current usage against your free tier allowances
-6. See billable usage (usage above free tier limits)
+Unpaid invoices appear first in the list to ensure you don't miss payment deadlines. All amounts include applicable taxes based on your location.
 
-Each service shows your current usage, free tier limit, billable usage, and calculated cost based on your pricing plan.
+## How to Monitor Service Usage Breakdown
 
-### How to View Payment History
+Track how your different IFANOW services contribute to your monthly bill.
 
-Access your past bills and payment status information.
+1. Access your billing estimate or current invoice
+2. Review usage counts for each service category:
+   - Mutual fund only clients
+   - Multi-asset view clients  
+   - Basic goal planning clients
+   - Advanced financial planning clients
+   - Document vault storage (in GB)
+   - Team member count
+   - Active ARN/RIA registrations
+3. Compare current usage to your free tier limits
+4. See billable usage (usage above free limits) for each service
+5. Review per-unit pricing for pay-per-use services
 
-1. Go to the Billing & Pricing section
-2. Select "Payment History" or "Bill Summary"
-3. View bills organized by payment status (paid vs unpaid)
-4. Click on individual bills to see detailed information
-5. Check invoice numbers, amounts, tax breakdowns, and due dates
-6. Review payment dates for completed transactions
+The system automatically tracks usage across your entire team, including all sub-advisors under your account.
 
-The history shows all your past invoices with complete details including tax calculations and payment tracking.
+## How to Handle Client Service Downgrades
 
-### How to Handle Service Downgrade Impact
+When you downgrade a client's service level, the system automatically removes data that's no longer accessible.
 
-Understand what data will be affected when downgrading service tiers.
+1. Change the client's role/subscription level in Client Management
+2. The system processes the downgrade automatically:
+   - **Downgrade to MF-only:** Removes multi-asset data, goals, insurance, income/expense tracking
+   - **Downgrade to Multi-asset:** Removes goal planning, insurance, income/expense data  
+   - **Downgrade to Basic planning:** Removes advanced planning features only
+3. Removed data includes family member information linked to restricted features
+4. The changes take effect immediately and reduce your next billing cycle
 
-1. Before downgrading, review your current service usage
-2. Identify which clients will be affected by tier changes
-3. The system automatically handles data cleanup based on the downgrade level
-4. For mutual fund only downgrades: multi-asset data is deactivated
-5. For basic plan downgrades: advanced planning data is removed
-6. Family member data associated with downgraded clients is also affected
-
-Data cleanup happens automatically but is irreversible, so review carefully before confirming downgrades.
+**Warning:** Downgrading permanently deletes the client's data for features no longer included in their plan. This cannot be undone.
 
 ## Rules and Limits
 
-• Billing estimates are only available for advisors with a recorded joining date in the system
-• Billing cycles are calculated from your joining date anniversary each month
-• Free tier usage is deducted before calculating billable amounts
-• Document storage is calculated in gigabytes and charged based on total usage
-• Team member count excludes the main advisor from billing calculations
-• Pay-per-use services are tracked within the billing period date range
-• Service downgrades automatically remove associated client data permanently
-• White labeling features require special purchase confirmation
-• Estimates include all team members under your organization
-• Tax calculations vary based on your registered business location and GST treatment
+• Billing cycles start from your IFANOW joining date and run monthly
+• Free tier limits apply to each service type before billable usage begins
+• Team member counts include all sub-advisors but exclude the main account holder
+• Document vault usage is calculated in gigabytes across all clients
+• Pay-per-use services are billed only when actually used during the billing period
+• Fixed fees appear as one-time charges and don't repeat monthly
+• Tax calculations depend on your registered business location and GST status
+• White-label app billing activates only after the mobile app is purchased
+• Billing estimates update in real-time but final invoices are generated monthly
+• Payment processing through Razorpay automatically updates your account status
 
 ## Common Questions
 
-**Q: Why don't I see any billing estimate?**
-A: Your account must have a valid joining date recorded. If you recently signed up, contact support to ensure your onboarding is complete.
+**Q: Why does my estimate show different amounts than last month?**
+A: Your bill changes based on actual usage - more clients, increased document storage, or additional transactions will increase costs. Check the usage breakdown to see what changed.
 
-**Q: How is my document storage usage calculated?**
-A: The system calculates total bytes used across all your clients and converts to gigabytes. You're charged based on usage above your plan's free storage allowance.
+**Q: Can I see which specific services my clients are using?**
+A: The billing system shows client counts by service tier (MF-only, multi-asset, basic planning, advanced planning) but not individual client details in the billing section.
 
-**Q: Can I see what happens if I downgrade my service plan?**
-A: Yes, the system can show you the data cleanup impact, but remember that downgrading permanently removes client data associated with higher service tiers.
+**Q: What happens if I don't pay by the due date?**
+A: Unpaid invoices appear prominently in your billing history. Extended non-payment may result in service restrictions, though the system provides payment links for easy settlement.
 
-**Q: When does my billing period reset?**
-A: Your billing cycle runs from your joining date anniversary each month. For example, if you joined on the 15th, your cycle runs from the 15th of each month.
+**Q: How does team member billing work if I add someone mid-month?**
+A: Team members are counted for the full month when added, but your next billing cycle will reflect the accurate pro-rated usage based on actual days of service.
 
-**Q: Are team members charged separately?**
-A: Team members are counted in your total usage, with the main advisor account excluded from team member billing calculations.
+**Q: Can I get a refund if I accidentally downgrade a client?**
+A: Downgrades permanently delete data and cannot be reversed. The billing adjustment takes effect immediately, but deleted planning data cannot be recovered.
 
 ## Troubleshooting
 
-**Problem:** "Error calculating bill estimate" message appears
-**Cause:** Your account may not have proper pricing configuration set up
-**Fix:** Contact support to configure your service pricing plan, or try refreshing after a few minutes
+**Problem:** Billing estimate shows "No content" or fails to load
+**Cause:** Your account may not have billing enabled or joining date is missing
+**Fix:** Contact your account manager to verify billing setup and confirm your IFANOW joining date is recorded
 
-**Problem:** Usage numbers seem incorrect or outdated
-**Cause:** Service usage calculations may be processing or cached data is stale
-**Fix:** Wait a few minutes and refresh the page, as usage data updates in real-time but may have slight delays
+**Problem:** Payment shows as failed even though money was deducted
+**Cause:** Payment gateway processing delay or connection timeout during confirmation
+**Fix:** Wait 2-4 hours for automatic reconciliation, or forward your payment receipt to billing support for manual verification
 
-**Problem:** Past bills are not showing in payment history
-**Cause:** Bills may not be generated yet for recent usage or there may be no billable activity
-**Fix:** Check if you're within a free tier for all services, or wait until your billing cycle date for bill generation
+**Problem:** Usage counts seem incorrect for team members or clients
+**Cause:** Recently added team members or client role changes may not reflect immediately
+**Fix:** Refresh the billing estimate after 15-30 minutes, as usage calculations update periodically throughout the day
 
-**Problem:** Payment status not updating after successful payment
-**Cause:** Payment processing integration may have a delay in status updates
-**Fix:** Wait up to 30 minutes for payment status to sync, then check again or verify payment confirmation
+**Problem:** Document vault usage appears much higher than expected  
+**Cause:** Large file uploads or duplicate files across multiple clients
+**Fix:** Review your document vault in Client Management to identify large files, and consider removing duplicates or unnecessary documents
 
 ## Related Features
 
-This feature integrates with your subscription management settings and team member configuration. It depends on your organizational profile setup for tax calculations and billing address information. The system also connects to document vault usage tracking and client tier management for accurate usage calculations. Payment processing integrates with external payment gateway services for transaction handling.
+This billing system integrates with your subscription management, client role assignments, and team member settings. Usage tracking connects to mutual fund transaction processing, document vault storage, goal planning tools, and white-label app configurations. Payment processing links to your account status and service access levels across the entire IFANOW platform.