Purchase licenses, manage license plans, view purchase history, and monitor license utilization

Billing

The Billing page allows institution administrators to purchase licenses, manage their license plan, view purchase history, and monitor license utilization for their institution.

Overview

The Billing page provides tools for purchasing HealthTasks licenses through one-time payments. Institutions can choose between Starter and Pro plans, benefit from volume discounts, and manage their license inventory. All purchases are one-time payments—there are no recurring subscriptions.

Key Features

License Status Dashboard

Current License Status:

Used Seats: Number of licenses currently assigned to users
Available Seats: Number of unused licenses available for assignment
Total Licenses: Total number of licenses purchased for the institution
Utilization Percentage: Percentage of licenses currently in use

Status Indicators:

Green/Blue: Normal utilization (under 80%)
Yellow: High utilization (80% or more) - consider purchasing additional licenses
Red: No available seats (100% utilized) - immediate action needed

Contact Sales:

Quick access to contact sales team for large purchases or custom pricing

Plan Selection

Available Plans:

Starter Plan ($150 per license):

Core HealthTasks features
Clinical log management
Evaluation tools
Basic reporting

Pro Plan ($450 per license):

All Starter features, plus:
Personalized Learning Plans (AI-powered)
AI Compliance Document Verification
AI Insights & Analytics
AI Curriculum Mapping
AI Template Generation

Plan Switching:

Switch between Starter and Pro plans at any time
Upgrading from Starter to Pro requires a one-time upgrade fee for existing licenses
Downgrading from Pro to Starter is free but removes Pro features
Future license purchases use the selected plan's pricing

License Purchasing

Purchase Process:

Select your plan (Starter or Pro)
Choose the number of licenses to purchase (1 to 100,000)
Review pricing with automatic volume discounts
Proceed to secure checkout via Stripe

Volume Discounts: Automatic discounts based on quantity purchased:

1-9 licenses: Standard pricing (0% discount)
10-49 licenses: 10% discount
50-99 licenses: 15% discount
100-499 licenses: 20% discount
500-999 licenses: 25% discount
1000+ licenses: 30% discount

Custom Pricing:

Institutions may have custom override pricing or discount percentages
Custom pricing is set by the HealthTasks team
Override pricing takes precedence over standard volume discounts

Pricing Calculation:

Base price × quantity = subtotal
Volume discount or custom discount applied
Final total = subtotal - discount amount
Effective price per license = total ÷ quantity

Plan Upgrades

Upgrading from Starter to Pro:

When switching to Pro, you'll see an upgrade dialog
Upgrade fee calculated only for licenses purchased as Starter
Student self-purchased licenses and previously upgraded licenses are excluded
Upgrade cost = (Pro price - Starter price) × seats needing upgrade
Institutional discounts apply to upgrade fees
One-time payment covers all existing Starter licenses

Upgrade Benefits:

Immediate access to all Pro AI features
No need to repurchase licenses
Future purchases automatically use Pro pricing

Plan Downgrades

Downgrading from Pro to Starter:

Free to downgrade (no refund)
Confirmation dialog explains feature loss
Pro features disabled immediately
Existing licenses remain valid
Can upgrade back to Pro at any time

Quote Generation

Download Quote:

Generate a PDF quote for your selected license quantity
Useful for budget approval or procurement processes
Includes pricing breakdown and volume discounts
Note: PDF download requires Stripe Invoicing Plus (quotes are always created in Stripe)

Quote Contents:

Institution information
Selected plan and quantity
Pricing breakdown
Volume discounts applied
Total purchase price
Effective price per license

Purchase History

View Purchase History:

Access Stripe billing portal to view all past purchases
View invoices and receipts
Download PDF invoices
Manage payment methods
Update billing information

Payment Types:

Institution Payments: Bulk license purchases made by institution administrators
Individual Payments: Student self-purchased licenses (tracked separately but contribute to institution's license pool)

License Seat Management

Understanding Seats:

Each license (seat) allows one user account to access HealthTasks
Licenses are assigned when users are added to the institution
Unused licenses remain available for future users
Monitor utilization to plan purchases

Best Practices:

Purchase licenses before reaching 80% utilization
Consider future enrollment when purchasing
Use the utilization percentage as a guide
Contact sales for large purchases (100+ licenses)

Payment Information

Payment Methods

Credit cards (Visa, Mastercard, American Express)
Debit cards
US Bank Account (ACH)
Apple Pay and Google Pay (when available)

Security

All payments processed securely through Stripe
SSL encrypted transactions
PCI compliant payment processing
No payment information stored on HealthTasks servers

Billing Address

Billing address required for all purchases
Used for tax calculation and invoice generation
Can be updated in Stripe billing portal

Pricing Details

One-Time Purchase Model

All license purchases are one-time payments
No recurring subscription fees
Licenses provide permanent access (subject to institution's active status)
Additional licenses can be purchased at any time

Pricing Transparency

Base prices clearly displayed
Volume discounts automatically calculated
Custom pricing clearly indicated
Effective price per license shown

Tax Information

Taxes calculated automatically based on billing address
Tax-exempt institutions should contact sales
Tax information included on invoices

Institutional vs Individual Payments

Institution Payments:

Made by institution administrators
Bulk license purchases
Tracked as invoice_type: 'license' in system
Contribute directly to institution's license pool
Eligible for volume discounts

Individual (Student) Payments:

Made by students purchasing their own licenses
Tracked as invoice_type: 'individual' in system
Contribute to institution's license pool
Students pay standard pricing (no volume discounts)
Institution admins can view these in purchase history

Best Practices

Monitor Utilization: Check license status regularly to avoid running out of seats
Plan Ahead: Purchase licenses before reaching 80% utilization
Volume Discounts: Consider purchasing larger quantities to maximize savings
Quote Generation: Use quotes for budget approval processes
Purchase History: Review purchase history regularly for record-keeping
Contact Sales: Reach out for large purchases (100+ licenses) or custom pricing needs
Plan Selection: Choose Pro plan if you need AI-powered features; Starter for basic functionality

Troubleshooting

Cannot Access Billing Page:

Only institution administrators can access the billing page
Contact your institution admin if you need billing access

No Billing Account Found:

This message appears if no Stripe customer account exists
Make your first purchase to create a billing account
Contact support if issues persist

Upgrade Calculation Issues:

Upgrade costs are calculated based on payment history
Only Starter-purchased licenses require upgrade fees
Contact support if upgrade cost seems incorrect

Payment Failed:

Check payment method in Stripe billing portal
Ensure sufficient funds available
Verify billing address is correct
Contact support if payment issues persist

Users: License seats are assigned when users are added
Settings: Institution settings may affect license management
Classrooms: License utilization relates to active users in classrooms

Support

For billing questions, custom pricing, or payment issues:

Email: [email protected]
Billing Portal: Access via "View Purchase History" button
Support: Contact through your institution's support channel

Billing

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