> ## Documentation Index
> Fetch the complete documentation index at: https://docs.zappway.ai/llms.txt
> Use this file to discover all available pages before exploring further.
# Billing & Plans
> Manage your subscription, payment methods, and download invoices for your ZappWay account.
# Billing & Plans
## Overview
The **Billing** section gives you full control over your ZappWay subscription — from upgrading or downgrading your plan, to managing payment methods and downloading invoices for your records.
**To access Billing:**
```
ZappWay Dashboard
└── Sidebar Menu → Settings → Billing
├── Current Plan & Usage
├── Subscription Management (upgrade, downgrade, cancel)
├── Payment Methods
└── Billing History & Invoices
```
Payment processing is handled securely by our partner **Stripe**. ZappWay never stores your full card details directly on our servers.
***
## Plans
### Available Plans
ZappWay offers tiered plans designed to scale with your operation:
| Plan | Best For | Key Limits |
| -------------- | --------------------------------------------------- | ------------------------------------------------------------- |
| **Free** | Testing the platform and exploring features | Limited flows, contacts, and messages per month |
| **Pro** | Professionals and small teams needing full features | Higher limits on flows, contacts, channels, and integrations |
| **Enterprise** | Large-scale operations with custom requirements | Unlimited or custom limits, dedicated support, SLA agreements |
Exact plan limits (number of flows, contacts, monthly messages, team seats) are displayed dynamically on the **Billing** page under **Current Plan & Usage**, as these may change with plan updates.
### Usage & Limits
The top of the Billing page shows your current usage against plan limits:
* **Active Flows** — Number of published flows vs. your plan limit
* **Contacts** — Total contacts in your database vs. your plan limit
* **Messages Sent** — Monthly message volume vs. your plan allowance
* **Team Seats** — Active users vs. your plan's seat limit
* **Channels Connected** — Active integrations vs. your plan's channel limit
A progress bar visualizes how close you are to each limit. When you approach a limit, ZappWay will display a warning banner prompting you to upgrade.
***
## Managing Your Subscription
### Upgrading Your Plan
Upgrade at any time to immediately unlock higher limits and additional features:
1. Navigate to **Settings → Billing**
2. Under **Subscription**, click **Change Plan**
3. Select your desired plan (Pro or Enterprise)
4. Choose billing frequency: **Monthly** or **Annual**
5. Review the pricing summary
6. Click **Confirm Upgrade**
**Proration:**
* Upgrades take effect immediately
* If upgrading mid-cycle, you are charged a prorated amount for the remaining days in your billing period
* Your next full billing cycle will reflect the new plan price
**Annual vs. Monthly:**
* Annual plans typically offer a discount compared to monthly billing
* Annual plans are billed upfront for the full year
* Switching from monthly to annual takes effect at the next renewal date unless you choose to switch immediately
### Downgrading Your Plan
Downgrading moves you to a lower-tier plan at the end of your current billing period:
1. Navigate to **Settings → Billing**
2. Under **Subscription**, click **Change Plan**
3. Select the lower plan
4. Confirm the downgrade
**Before downgrading, verify your current usage fits within the lower plan's limits.** If your active flows, contacts, or seats exceed the new plan's limits, some features or data may become inaccessible until you reduce usage.
**What happens at downgrade:**
* Your current plan remains active until the end of the billing period
* No refund is issued for the remaining days on the higher plan
* At renewal, the lower plan takes effect
* You will receive an email notification before the change is applied
### Canceling Your Subscription
To cancel your ZappWay subscription:
1. Navigate to **Settings → Billing**
2. Click **Manage Subscription** or **Cancel Plan**
3. Follow the on-screen instructions (you may be asked to confirm your reason)
4. Confirm cancellation
**After cancellation:**
* Access to paid features continues until the end of your current billing period
* Your account reverts to the Free plan at expiration
* Your data (flows, contacts, logs) is retained for a grace period — check your plan details for the exact retention window
* You can reactivate your subscription at any time from the Billing page
Cancellation does not immediately delete your account or data. You retain access until the period you have already paid for ends.
***
## Payment Methods
### Adding a Payment Method
1. Navigate to **Settings → Billing → Payment Methods**
2. Click **Add Payment Method**
3. Enter your card details in the secure Stripe form
4. Click **Save Card**
The new card is saved and available for future billing cycles. You can add multiple cards to your account.
### Setting a Default Payment Method
If you have multiple cards on file:
1. Navigate to **Payment Methods**
2. Click the **⋮ menu** next to the card you want to set as default
3. Select **Set as Default**
The default card is charged automatically on each billing renewal.
### Removing a Payment Method
1. Navigate to **Payment Methods**
2. Click the **⋮ menu** next to the card you want to remove
3. Select **Remove**
You cannot remove your only payment method if you have an active paid subscription. Add a new card before removing the existing one.
### Supported Payment Methods
ZappWay currently supports:
* **Visa**, **Mastercard**, **American Express**, **Discover** (credit and debit cards)
* Additional methods may be available depending on your region (configured via Stripe)
For **Enterprise** plans, invoice-based billing (bank transfer, PO-based payment) is available. Contact [support@zappway.ai](mailto:support@zappway.ai) to arrange this.
***
## Billing History & Invoices
### Viewing Past Invoices
All invoices are stored permanently and available for download:
1. Navigate to **Settings → Billing → Billing History**
2. A chronological list of all charges appears
3. Each entry shows: date, amount, plan, and payment status
**Invoice statuses:**
| Status | Meaning |
| ------------ | ---------------------------------------- |
| **Paid** | Payment was successfully processed |
| **Pending** | Payment is being processed |
| **Failed** | Payment attempt failed — action required |
| **Refunded** | A full or partial refund was issued |
### Downloading Invoices
1. Click the **Download** icon next to any invoice in Billing History
2. A PDF invoice downloads to your browser
3. The PDF includes: invoice number, billing address, line items, taxes, and total
**For accounting purposes:** Share your company name, tax ID, and billing address with [support@zappway.ai](mailto:support@zappway.ai) to ensure they appear correctly on all future invoices.
### Failed Payments
If a payment fails, ZappWay will:
1. Send an email notification to your account's billing email address
2. Display a warning banner in the dashboard
3. Automatically retry the charge after 3, 5, and 7 days
4. Suspend paid features if all retry attempts fail
**To resolve a failed payment:**
1. Navigate to **Settings → Billing → Payment Methods**
2. Update your card details or add a new card
3. Click **Retry Payment** next to the failed invoice
4. If the retry succeeds, your account is immediately restored to full access
***
## Taxes & Compliance
* Applicable taxes (VAT, GST, sales tax) are calculated automatically by Stripe based on your billing address
* Tax amounts appear as a separate line item on each invoice
* If your organization is tax-exempt, contact [support@zappway.ai](mailto:support@zappway.ai) with your exemption certificate
***
## Troubleshooting
### Issue: Payment Keeps Failing
**Symptoms:**
* Recurring "payment failed" notifications
* Account features suspended despite having a valid card on file
**Solutions:**
1. Verify the card has not expired — check the expiration date in **Payment Methods**
2. Confirm the billing address on the card matches what is saved in ZappWay
3. Contact your bank to ensure international or subscription charges are not being blocked
4. Try adding a different card and retrying the payment
5. Contact [support@zappway.ai](mailto:support@zappway.ai) if the issue persists after trying a new card
### Issue: Invoice Shows Incorrect Business Information
**Symptoms:**
* Company name, address, or tax ID is wrong or missing on the invoice
**Solutions:**
1. Update your billing details in **Settings → Organization**
2. Note that changes apply to future invoices only
3. For corrections to already-issued invoices, contact [support@zappway.ai](mailto:support@zappway.ai) with your invoice number and correct details
### Issue: Downgrade Did Not Take Effect
**Symptoms:**
* Still being charged the higher plan rate after requesting a downgrade
**Solutions:**
1. Confirm the downgrade was completed — check **Billing** for a confirmation message or email
2. Downgrades take effect at the end of the current billing period, not immediately
3. Check your next renewal date in the **Subscription** section
4. If the charge appears incorrect after the renewal date, contact [support@zappway.ai](mailto:support@zappway.ai) with your invoice number
### Issue: Cannot Remove Old Card
**Symptoms:**
* Remove button is greyed out or throws an error
**Solutions:**
1. Add a new payment method first — you cannot remove the only card on an active paid account
2. Set the new card as default, then remove the old one
3. If you have no active subscription, you can remove any card freely
***
## Best Practices
**1. Keep Payment Details Up to Date**
Expired cards cause payment failures that can interrupt your service. Set a reminder to update your card details before expiration.
**2. Download Invoices Regularly**
While invoices are stored indefinitely, it's good practice to download them for your own accounting records, especially for tax filing purposes.
**3. Monitor Usage Before Renewal**
Review the usage indicators on the Billing page a few days before your renewal date. If you're close to a limit, upgrading proactively avoids service interruptions.
**4. Use Annual Billing for Cost Savings**
If ZappWay is a core part of your operation, switching to annual billing reduces your total cost compared to month-by-month payments.
**5. Set Up a Billing Alias Email**
If your ZappWay account uses a personal email, consider adding a billing alias (e.g., [finance@yourcompany.com](mailto:finance@yourcompany.com)) so invoices and payment failure alerts reach the right person.
**Pro Tip:** For Enterprise customers, request a dedicated account manager via [support@zappway.ai](mailto:support@zappway.ai). Your account manager can help with custom billing cycles, volume discounts, and consolidated invoicing for multiple organizations.
***
## Support
Need help with Billing or Payments?
**Contact ZappWay Billing Support:**
* Email: [support@zappway.ai](mailto:support@zappway.ai)
* Subject line: Include "Billing" for faster routing
**Provide These Details When Reporting Issues:**
* Your account email address
* Invoice number (if applicable)
* A description of the issue
* Screenshots of any error messages
***
**Last Updated:** March 2026
**Platform:** ZappWay Dashboard — Billing & Plans
***