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Changing a Subscription Plan

Changing a customer's subscription plan is a common task when customers want to upgrade, downgrade, or switch to a different service offering. BillaBear makes this process straightforward while giving you control over when the change takes effect.

Understanding Plan Changes​

A plan change moves a customer from one subscription plan to another. This might involve:

  • Upgrading to a higher-tier plan with more features
  • Downgrading to a lower-tier plan with fewer features
  • Switching to a different plan with a different set of features

Required Permissions​

To change a subscription plan in BillaBear, you need to have the role of Customer Support or higher.

For more information about user roles and permissions, see the User Roles documentation.

How Plan Changes Work​

When you change a subscription plan:

  • The customer's access to features may change based on the new plan
  • The price typically changes to match the new plan's pricing
  • You can choose when the change takes effect (immediately or at the next billing cycle)
  • The billing schedule (weekly, monthly, yearly) remains the same
  • The currency remains the same

BillaBear does not automatically issue refunds for plan changes. If you want to issue a refund for the difference between the old and new plans, you'll need to do that separately.

Step-by-Step Guide to Changing a Subscription Plan​

Step 1: Navigate to the Subscription View Page​

First, you need to access the subscription for which you want to change the plan. See View Subscription for detailed instructions on how to find and view a subscription.

Step 2: Click "Change"​

On the subscription view page, locate and click the "Change" button.

Click the Change button on the subscription view page

Step 3: Select When the Change Should Take Effect​

Choose when you want the plan change to take effect:

  • Immediately: The plan changes right away
  • Next Billing Cycle: The plan changes when the current billing period ends

Select when the plan change should take effect

Step 4: Select the New Plan​

Choose the new subscription plan from the dropdown menu. This determines what products or services the customer will receive after the change.

Select the new subscription plan

Step 5: Select the Price​

Choose the appropriate price for the new plan. The available prices will depend on the selected plan and must match the customer's existing billing cycle and currency.

Select the price for the new plan

Step 6: Click "Update"​

Review all the information and click the "Update" button to confirm the plan change.

Click the Update button to confirm the plan change

What Happens After Changing a Plan​

After you change a subscription plan:

  1. Access Changes: The customer's access to features changes according to the new plan.

  2. Billing Changes:

    • For immediate changes: A pro-rated invoice may be generated for the remainder of the current billing period
    • For next-cycle changes: The new price will be applied at the next billing date

  3. Notification: The customer typically receives an email notification about the plan change (depending on your notification settings).

  4. Record Keeping: The change is recorded in the subscription's history for audit purposes.

Common Scenarios​

Upgrading a Plan​

When a customer wants to access more features or increase their usage limits:

  1. Navigate to the subscription
  2. Change to a higher-tier plan
  3. Consider whether to apply the change immediately (to give instant access to new features) or at the next billing cycle

Downgrading a Plan​

When a customer wants to reduce costs or doesn't need all the features of their current plan:

  1. Navigate to the subscription
  2. Change to a lower-tier plan
  3. Consider whether to apply the change immediately or at the next billing cycle
  4. Be aware that immediate downgrades typically don't generate refunds automatically

Troubleshooting​

Common Issues​

  • Plan Not Available: If you don't see the expected plan in the list, check that it's active and compatible with the customer's billing cycle and currency.

  • Price Not Available: If you don't see the expected price, check that it matches the customer's billing cycle and currency.

Need Help?​

If you encounter any issues while changing a subscription plan, please contact your system administrator or refer to the BillaBear documentation for more information.