Plan overview
- Subscription status badge
- Next renewal date when set
- Employee, working project, and completed project limits with current usage
Company plan
- Your subscription determines the company’s included features, usage limits, billing period, and renewal state.
Wallet-based billing
- Eligible plan and module charges use the available company Wallet balance.
Preserved business history
- Plan cancellation, downgrade, or module expiry must not delete existing project, payroll, finance, or operational records.
Overview
Subscription controls the company plan.
The plan defines included access and limits for users, projects, and retained project history.
Wallet provides the billing credits used for eligible plan upgrades and paid-module charges.
Paid modules have separate entitlement states such as Active, Cancelling, and Expired.
Subscription status does not affect project revenue, project cost, or project profit.
Changing plan access must not erase historical business data.
Who can use it
| Role | View plan | Change plan | Manage billing | Activate modules |
|---|---|---|---|---|
| Admin | Yes | Yes, where supported | Yes | Yes |
| Manager | No | No | No | No |
| Supervisor | No | No | No | No |
| Employee | No | No | No | No |
Role
Admin
View plan
Yes
Change plan
Yes, where supported
Manage billing
Yes
Activate modules
Yes
Role
Manager
View plan
No
Change plan
No
Manage billing
No
Activate modules
No
Role
Supervisor
View plan
No
Change plan
No
Manage billing
No
Activate modules
No
Role
Employee
View plan
No
Change plan
No
Manage billing
No
Activate modules
No
Permission matrix
Subscription, Wallet, and Module Marketplace routes are restricted to company Admins.
Only authorized Admin users should purchase, renew, cancel module renewal, or change the company plan and paid modules.
Subscription summary
Current Plan
Plan name and monthly price shown on Subscription.
Wallet Balance
Available credits for plan changes and paid-module charges.
Estimated Next Renewal
Core plan plus renewing add-ons from the billing summary.
Active Add-ons
Enabled paid modules, including modules scheduled to cancel.
Plan structure
Plan names, prices, and limits come from the subscription_plans catalog. Super Admin may adjust catalog values without changing plan codes.
Free
For individuals and very small project teams getting started.
- ₱0/month
- 5 users
- 2 active projects
- 10 completed projects retained
- Core project-profit tracking, labor, expenses, collections, reports, and Mobile Field App
- Upgrade path: /subscription/upgrade
Basic
For small service companies running regular projects.
- ₱1,500/month in the current catalog seed
- 15 users
- 10 active projects
- 50 completed projects retained
- Higher capacity than Free and access to purchase additional modules on eligible paid plans
- Self-serve upgrade available
Pro
For growing companies managing more projects, employees, and retained history.
- ₱4,500/month in the current catalog seed
- 45 users
- 30 active projects
- 200 completed projects retained
- Priority support and assisted onboarding in public plan copy
- Self-serve upgrade available
Starter and Enterprise
Legacy catalog tiers that may still appear on existing accounts.
- Starter and Enterprise are not open for self-serve wallet plan changes
- Starter example seed: 10 users, 20 active projects, 40 completed retained, ₱1,500/month
- Enterprise example seed: high legacy limits for large accounts
- Contact support or Super Admin for changes on these tiers
Billing period is monthly based on each plan’s monthly_price.
Catalog display names may be edited by Super Admin, but plan identity always uses the stable plan code.
Included limits
| Limit | What is counted | When checked | At limit |
|---|---|---|---|
| Employee limit | Active company users | Before plan switch and when adding users | Plan switch is blocked until active users are within the target plan limit |
| Working project limit | Projects in Planning or Active status | Before plan switch and when creating projects | Plan switch is blocked until working projects are within the target plan limit |
| Completed project limit | Projects in Completed status retained in the workspace | Before plan switch | Plan switch is blocked until completed projects are within the retained limit |
Limit
Employee limit
What is counted
Active company users
When checked
Before plan switch and when adding users
At limit
Plan switch is blocked until active users are within the target plan limit
Limit
Working project limit
What is counted
Projects in Planning or Active status
When checked
Before plan switch and when creating projects
At limit
Plan switch is blocked until working projects are within the target plan limit
Limit
Completed project limit
What is counted
Projects in Completed status retained in the workspace
When checked
Before plan switch
At limit
Plan switch is blocked until completed projects are within the retained limit
Status table
A successful paid plan change applies immediately after Wallet charge and company plan update.
Lower limits do not delete existing records, but they may block new activity or plan switches until usage fits the target plan.
Receipt storage, kiosk counts, and location counts are not separate subscription-plan limits in the current catalog.
Plan comparison
| Capability | Free | Basic | Pro |
|---|---|---|---|
| Monthly price | ₱0 | ₱1,500 | ₱4,500 |
| Users | 5 | 15 | 45 |
| Active projects | 2 | 10 | 30 |
| Completed projects retained | 10 | 50 | 200 |
| Core tracking | Included | Included | Included |
| Mobile Field App | Included | Included | Included |
| Purchase additional modules | Not on Free | Eligible paid plans | Eligible paid plans |
| Support level | Standard | Standard | Priority |
Capability
Monthly price
Free
₱0
Basic
₱1,500
Pro
₱4,500
Capability
Users
Free
5
Basic
15
Pro
45
Capability
Active projects
Free
2
Basic
10
Pro
30
Capability
Completed projects retained
Free
10
Basic
50
Pro
200
Capability
Core tracking
Free
Included
Basic
Included
Pro
Included
Capability
Mobile Field App
Free
Included
Basic
Included
Pro
Included
Capability
Purchase additional modules
Free
Not on Free
Basic
Eligible paid plans
Pro
Eligible paid plans
Capability
Support level
Free
Standard
Basic
Standard
Pro
Priority
Status table
Values above reflect the current seeded subscription_plans catalog. Super Admin may change prices or limits without renaming plan codes.
Subscription lifecycle
- 1
Review the current plan
Check included access, limits, billing period, renewal date, and subscription status.
- 2
Confirm Wallet balance
Ensure sufficient Wallet credit exists for the intended paid plan or module charge.
- 3
Select a plan action
Open Upgrade Plan to switch plans or manage add-on renewal from Subscription or Module Marketplace.
- 4
Review the charge
Confirm plan, monthly amount, usage fit, and effective change before completing.
- 5
Complete the billing action
A successful paid plan change posts a Subscription Payment Wallet charge and updates company plan state.
- 6
Continue or change access
Apply the new plan state without deleting historical business records.
Subscription statuses
| Status | Meaning | Company access |
|---|---|---|
| Active | Subscription is current | Included access remains available according to plan and module entitlements |
| Trial | Temporary trial access while trial_ends_at applies | Access follows the assigned plan and trial state |
| Overdue | Renewal or billing follow-up is overdue | Follow current platform restriction rules; contact support if access is affected |
| Suspended | Account suspension applied by platform administration | Access may be restricted until status is restored |
| Cancelled | Renewal or subscription was cancelled | Access follows current expiry and restriction behavior; records remain preserved |
Status
Active
Meaning
Subscription is current
Company access
Included access remains available according to plan and module entitlements
Status
Trial
Meaning
Temporary trial access while trial_ends_at applies
Company access
Access follows the assigned plan and trial state
Status
Overdue
Meaning
Renewal or billing follow-up is overdue
Company access
Follow current platform restriction rules; contact support if access is affected
Status
Suspended
Meaning
Account suspension applied by platform administration
Company access
Access may be restricted until status is restored
Status
Cancelled
Meaning
Renewal or subscription was cancelled
Company access
Access follows current expiry and restriction behavior; records remain preserved
Status table
Company subscription status is separate from paid-module Cancelling or Expired states.
There is no separate customer-facing Cancelling status on the base company subscription in the current UI.
Renewal
Renewal behavior
- Next renewal date appears on Subscription when next_billing_date is set
- Estimated Next Renewal totals core plan plus renewing add-ons
- Paid renewals require sufficient Wallet balance when a charge is posted
- Successful plan or module charges appear as Subscription Payment in Wallet activity
- Module renewal uses paid-through dates and may preserve price snapshots
- Duplicate module activation is blocked by operation key replay protection
Wallet balance alone does not renew a plan or module unless the supported billing action completes successfully.
Upgrade
Self-serve plan upgrade
- Available from /subscription/upgrade for Admin users
- Target plans come from active subscription_plans catalog rows
- Starter and Enterprise are not open for self-serve wallet plan changes
- Upgrade is immediate after a successful Wallet charge and company plan update
- Charge uses the plan’s full monthly_price; proration is not implemented
- Usage must fit the target plan’s employee, working project, and completed project limits
- Billing summary and Wallet history retain the charge
Upgrading should increase access according to the new plan without rewriting historical records.
Downgrade
There is no separate downgrade button. Admins may switch to a lower plan from Upgrade Plan when current usage fits the target plan limits.
Switching to a lower-priced paid plan charges the target plan’s monthly_price when greater than zero.
Switching toward Free does not post a Wallet plan charge in the current implementation.
If active users, working projects, or completed projects exceed the target plan limits, the switch is blocked until usage is reduced.
Existing records are not deleted, but lower limits may restrict new activity after the switch.
Paid modules remain governed by their own entitlement state and are not automatically removed by a plan switch.
Cancellation
Company subscription cancellation
- Base company subscription cancellation is controlled by platform administration, not a self-serve customer delete action
- Cancellation does not delete the workspace or business records
- billing_email, billing history, and operational records remain preserved for audit review
Paid-module cancellation
- Admins can cancel renewal from Subscription or Module Marketplace
- Cancelled modules stay active until the end of the paid period
- Resume renewal is supported while the module remains in Cancelling state
- Cancellation does not automatically refund Wallet credits
- Expired modules may become read-only while history remains available
Expiry behavior
After module expiry
- Module may become read-only according to current entitlement rules
- Historical module records remain preserved
- Reactivation may require a new Wallet charge where supported
After subscription restriction
- New record creation may be blocked when plan or account status restricts access
- Historical projects, payroll, finance, and operational records remain preserved
- Renewal or support intervention may restore supported access
Subscription vs Wallet
Subscription
- Company plan
- Included features and usage limits
- Billing period and renewal state
- Cancellation or account status
Wallet
- Available billing credits
- Approved top-ups
- Plan charges
- Paid-module charges
- Refunds or adjustments where supported
Subscription determines access. Wallet provides the supported billing balance.
Subscription vs paid modules
Base subscription
Controls the company’s core plan and included limits.
- Users, projects, and retained completed projects
- Core platform workflows included on every plan
Paid modules
Separately activated workflows billed from Wallet.
- Salaries & Payroll
- Budget Releases & Liquidation
- Materials & Requisition
- Office Budget Requests
- Kiosk Attendance
- Custom Branding
- Quotations and other wallet-purchasable add-ons when enabled
- A paid module may require an eligible base plan before activation.
- Paid-module billing is separate from the core plan monthly price.
- Module status may be Active, Cancelling, Expired, Available, Coming Soon, Disabled, or Suspended.
- Cancellation should preserve module records.
- Module expiry should not delete related history.
Module activation workflow
- 1
Open Module Marketplace
Review available paid add-ons at /modules.
- 2
Select an available module
Open a wallet-purchasable module detail page.
- 3
Review price and billing period
Confirm monthly price and activation terms.
- 4
Confirm subscription eligibility
Ensure the module is available for the current plan and catalog state.
- 5
Confirm sufficient Wallet balance
Activation is blocked when available credits are insufficient.
- 6
Activate the module
Confirm with a unique operation key for duplicate protection.
- 7
Record Wallet charge and entitlement
A successful activation posts a Subscription Payment debit and enables the module.
- 8
Open the newly available module
Use the module route or sidebar entry after activation.
Module statuses
| Status | Can open module | Create new records | Renewal | History |
|---|---|---|---|---|
| Available | Preview only until activated | No | Not active yet | No module history yet |
| Active | Yes | Yes, where role permits | Renewal scheduled according to paid-through date | Preserved |
| Cancelling | Yes until period end | Yes until period end where supported | Renewal cancelled; active until paid-through date | Preserved |
| Expired | Read-only where implemented | No new activity where restricted | Renewal required to restore full access | Preserved |
| Coming Soon | No purchase yet | No | Not available | N/A |
| Disabled / Suspended | No or restricted | No | Not renewing | Preserved where records already exist |
Status
Available
Can open module
Preview only until activated
Create new records
No
Renewal
Not active yet
History
No module history yet
Status
Active
Can open module
Yes
Create new records
Yes, where role permits
Renewal
Renewal scheduled according to paid-through date
History
Preserved
Status
Cancelling
Can open module
Yes until period end
Create new records
Yes until period end where supported
Renewal
Renewal cancelled; active until paid-through date
History
Preserved
Status
Expired
Can open module
Read-only where implemented
Create new records
No new activity where restricted
Renewal
Renewal required to restore full access
History
Preserved
Status
Coming Soon
Can open module
No purchase yet
Create new records
No
Renewal
Not available
History
N/A
Status
Disabled / Suspended
Can open module
No or restricted
Create new records
No
Renewal
Not renewing
History
Preserved where records already exist
Status table
Core Platform is always included and displays as Active on module cards.
Plan and module limits
- Base-plan limits and paid-module entitlements are separate controls.
- Upgrading a plan does not automatically activate every paid module.
- Activating a module does not automatically increase unrelated plan limits.
- Super Admin plan settings define current commercial limits in the subscription_plans catalog.
- Existing data should remain preserved when limits decrease.
Billing transactions
Wallet activity
- Transaction type such as Top-up Approved or Subscription Payment
- Amount and resulting balance after
- Description referencing plan or module where applicable
- Date and time
Billing history
- Invoice date
- Plan
- Status
- Amount due and amount paid
Billing records should remain auditable without exposing internal security identifiers in customer-facing guides.
Failed or incomplete billing
What to expect
- Insufficient Wallet balance blocks paid plan switches and module activation
- Failed plan upgrade does not change the company plan
- Failed module activation should not create duplicate entitlement for the same operation key
- Uncertain payment or activation state should be reviewed in Subscription and Wallet before retrying
- Avoid repeated rapid purchase attempts while state is unclear
- Contact support when billing state does not match Wallet or module access
Refunds and billing corrections
Refunds are supported only as Super Admin manual Refund / Reversal Wallet transactions.
Cancellation of a module renewal does not automatically create a refund.
Billing corrections require platform administration; customers should contact support when a charge needs review.
Reversed or corrected charges, when applied, appear in Wallet history and may restore available credits.
Billing and module event history remain preserved.
Historical data protection
- Plan downgrade, cancellation, or expiry → May restrict future actions
- Existing projects, expenses, payroll, materials, attendance, and finance history → Remain preserved
Expired or restricted modules may become read-only rather than permanently editable.
Secondary details
Billing period
Plans are priced monthly through each catalog row’s monthly_price.
Module charges and renewal estimates also use monthly pricing unless a specific module snapshot says otherwise.
Effective dates
Successful paid plan switches apply immediately after charge and company plan update.
Cancelled paid modules remain active until the end of the current paid period.
Usage-limit enforcement
When a plan limit is reached, creation or plan-switch actions may be blocked with a plan-limit message.
Reduce active users, working projects, or completed projects before switching to a lower limit plan.
Super Admin plan controls
Plan names, prices, limits, and active catalog availability are centrally configured.
Existing companies may keep a purchased tier even if that tier is inactive for new purchases.
Module cancellation
Cancel renewal stops the next billing cycle while keeping access until paid-through date.
Expired modules appear in the expired add-ons section and may be read-only.
Reactivation
Resume renewal is available for cancelling modules before expiry.
Reactivate may require a new Wallet charge when the module has expired or been disabled according to current rules.
Company ownership and billing contact
Subscription summary may include billing_email when set on the company record.
Use Company Settings for company profile details and support contact when billing follow-up is required.
Financial effect
- Subscription or module charge → Reduces Prospeno Wallet balance
- Subscription access → Controls software entitlement
- Subscription activity → No project revenue, project cost, or profit effect
Important limitations
- Subscription controls Prospeno access, not company finances.
- Wallet balance and subscription entitlement are separate concepts.
- Sufficient Wallet balance does not guarantee renewal unless the billing action completes.
- Plan limits must match the current commercial configuration in subscription_plans.
- Paid modules may require separate activation and billing.
- Upgrade, downgrade, cancellation, and expiry behavior must follow current implementation.
- Cancellation does not automatically guarantee a refund.
- Expiry must not delete historical business records.
- Lower plan limits may restrict new activity without deleting existing data.
- Billing records should remain auditable.
- Prospeno does not provide banking, statutory accounting, or tax services.
Where to find help
Use the ? button in the web application for the current page guide, Getting Started, Module Guides, and Contact Support.
Related links
Jump to the module, marketplace, or broader help resources.