Billing & Subscriptions

SAMS uses organization-level billing to provide transparent, predictable pricing for teams. This guide covers subscription plans, billing management, and cost optimization strategies.

Billing Overview

Organization-Level Billing

SAMS bills at the organization level, meaning:

• One Bill per Organization: Consolidated billing for all applications and services
• Shared Resources: All organization members share subscription benefits
• Admin Control: Organization admins manage billing and subscriptions
• Cost Transparency: Clear visibility into all charges and usage

Billing Hierarchy

Organization Admins

• Full access to billing settings and payment methods
• Can view invoices and download receipts
• Manage subscriptions and plan changes
• Set up billing alerts and notifications

Organization Members

• Can view subscription status and features
• No access to billing information or payment methods
• Cannot make billing changes or view costs
• Benefit from organization subscriptions

Subscription Plans

Available Plans

SAMS offers four subscription tiers to meet different organizational needs:

Free Plan - $0/month

Features:

• Basic application access
• Limited usage quotas
• Community support
• Standard security features

Ideal For:

• Individual users
• Small teams evaluating the platform
• Basic use cases with minimal requirements

Starter Plan - $49/month

Features:

• Core application features
• Email support
• Increased usage limits
• Basic integrations and API access
• 14-day free trial

Ideal For:

• Small teams (5-10 members)
• Growing businesses
• Standard application usage
• Basic automation needs

Team Plan - $149/month (Recommended)

Features:

• Advanced application features
• Priority support
• Enhanced API access
• Advanced analytics and reporting
• Team collaboration tools
• 14-day free trial

Ideal For:

• Medium teams (10-50 members)
• Businesses with integration needs
• Advanced feature requirements
• Teams requiring priority support

Business Plan - $499/month

Features:

• All application features
• Dedicated support
• SSO and advanced security
• Advanced analytics and insights
• Custom integrations
• 14-day free trial

Ideal For:

• Large teams (50+ members)
• Enterprise security requirements
• Advanced compliance needs
• Organizations requiring dedicated support

Enterprise Plan - Custom Pricing

Features:

• Custom feature sets
• Dedicated account management
• Custom integrations and development
• Advanced security and compliance
• Custom SLAs and support

Ideal For:

• Large enterprises
• Custom requirements
• Advanced security and compliance needs
• Organizations requiring dedicated support

Plan Comparison

Billing Management

Payment Methods

SAMS accepts multiple payment methods:

Credit/Debit Cards

• Visa, MasterCard, American Express, Discover
• Automatic billing on subscription renewal
• Secure storage with PCI compliance
• Card update notifications before expiration

ACH Bank Transfer (US only)

• Direct bank account billing
• Lower processing fees
• 3-5 business day processing time
• Automatic retry for failed payments

Wire Transfer (Enterprise plans)

• For large organizations
• Annual payment terms available
• Custom invoicing and payment terms
• Dedicated account management

Setting Up Payment

Initial Setup

1. Navigate to organization billing settings
2. Click "Add Payment Method"
3. Enter payment information securely
4. Verify payment method with small authorization
5. Set as default payment method

Managing Payment Methods

• Add multiple payment methods as backups
• Set primary payment method for subscriptions
• Update card information and expiration dates
• Remove unused or expired payment methods

Invoice Management

Access detailed billing information at /app/{org-slug}/invoices/:

Current Billing

• Next billing date and amount
• Current subscription status
• Usage against plan limits
• Pending charges and credits

Invoice History

• Download PDF invoices for accounting
• View detailed charge breakdowns
• Access tax information and receipts
• Export billing data for analysis

Billing Alerts

• Payment failure notifications
• Upcoming renewal reminders
• Usage limit warnings
• Plan upgrade recommendations

Subscription Management

Plan Changes

Upgrading Plans

• Immediate access to new features
• Prorated billing for remaining period
• Increased limits take effect immediately
• No service interruption

Downgrading Plans

• Changes take effect at next billing cycle
• Grace period for removed features
• Data retention according to new plan
• Advance notification of changes

Plan Change Process

1. Review current usage and requirements
2. Compare plan features and pricing
3. Select new plan in billing settings
4. Confirm change and billing impact
5. Monitor service during transition

Trial Management

Free Trials

• 14-day free access to paid features
• No payment required to start
• Full feature access during trial
• Automatic conversion unless cancelled

Trial Monitoring

• Track trial usage and remaining time
• Receive notifications before trial expires
• Convert to different plan during trial
• Cancel trial without charges

Trial Best Practices

• Fully evaluate features during trial period
• Test integrations and workflows
• Assess team adoption and usage
• Plan subscription before trial expires

Subscription Cancellation

Cancellation Process

1. Navigate to billing settings
2. Select "Cancel Subscription"
3. Confirm cancellation reason
4. Choose cancellation timing
5. Receive confirmation and final invoice

Cancellation Options

• End of Current Period: Maintain access until billing cycle ends
• Immediate: Cancel immediately with prorated refund
• Downgrade: Switch to free plan instead of cancelling

What Happens After Cancellation

• Access continues until end of paid period
• Data exported or archived according to retention policy
• API tokens deactivated at cancellation
• Option to reactivate within 30 days

Usage Monitoring

Tracking Usage

Monitor your organization's usage against plan limits:

API Usage

• Track API calls across all applications
• Monitor usage trends and patterns
• Identify high-usage applications and users
• Optimize usage to stay within limits

Feature Usage

• Monitor which features are most valuable
• Track user adoption of new features
• Identify opportunities for plan optimization
• Understand return on investment

Team Usage

• See how team members use the platform
• Identify power users and their needs
• Track collaboration and sharing patterns
• Plan for team growth and scaling

Usage Alerts

Set up notifications for:

• Approaching usage limits (80%, 90%, 100%)
• Unusual usage spikes or patterns
• New feature adoption
• Plan optimization opportunities

Cost Optimization

Right-Sizing Your Plan

Usage Analysis

• Regularly review actual usage vs. plan limits
• Identify underutilized features or applications
• Consider seasonal usage patterns
• Factor in projected growth

Plan Optimization

• Start with lower-tier plans and upgrade as needed
• Take advantage of trial periods
• Monitor usage closely after plan changes
• Consider annual billing for discounts

Application Management

Subscription Audit

• Regularly review all application subscriptions
• Cancel unused or underutilized applications
• Consolidate overlapping functionality
• Negotiate better terms for high-usage applications

Usage Optimization

• Optimize API usage patterns
• Implement caching to reduce API calls
• Use webhooks instead of polling
• Batch operations when possible

Billing Optimization

Payment Terms

• Consider annual billing for discounts
• Use ACH transfer to reduce processing fees
• Take advantage of volume discounts
• Negotiate custom terms for enterprise plans

Budget Management

• Set up spending alerts and limits
• Plan for seasonal usage variations
• Budget for team growth and scaling
• Track ROI and cost per user metrics

Compliance and Reporting

Financial Reporting

Invoice Management

• Download detailed invoices for accounting
• Export billing data to financial systems
• Track spending across different cost centers
• Generate reports for budget planning

Tax Compliance

• Handle sales tax and VAT requirements
• Provide necessary tax documentation
• Support for international tax requirements
• Integration with accounting software

Audit and Controls

Billing Controls

• Approval workflows for plan changes
• Spending limits and alerts
• Audit trail for all billing changes
• Role-based access to billing information

Compliance Features

• PCI compliance for payment processing
• SOC 2 compliance for data security
• GDPR compliance for data privacy
• Regular security audits and certifications

Support and Troubleshooting

Billing Support

Common Issues

• Payment failures and declined cards
• Plan change questions and timing
• Usage overage and limit questions
• Invoice and receipt requests

Getting Help

• Billing-specific support channels
• Live chat during business hours
• Email support for complex issues
• Phone support for enterprise customers

Self-Service Resources

Documentation

• Comprehensive billing guides
• Plan comparison tools
• Usage optimization tips
• Cost calculation examples

Account Management

• Self-service plan changes
• Automatic payment retry
• Usage monitoring dashboards
• Billing history and analytics

Best Practices

Financial Management

1. Regular Reviews: Monitor usage and costs monthly
2. Budget Planning: Plan for growth and seasonal variations
3. Cost Optimization: Regularly audit and optimize subscriptions
4. Documentation: Maintain records for accounting and auditing

Team Management

1. Access Control: Limit billing access to authorized personnel
2. Communication: Keep team informed of plan changes
3. Training: Educate team on usage optimization
4. Planning: Align subscriptions with business objectives

Security and Compliance

1. Payment Security: Use secure payment methods and monitor for fraud
2. Access Auditing: Regularly review who has billing access
3. Data Protection: Ensure billing data is handled securely
4. Compliance: Maintain compliance with financial regulations

By following these guidelines and actively managing your SAMS subscriptions, you can optimize costs while ensuring your organization has access to the features and capabilities it needs to succeed.