Billing
Your procurement department needs to understand how ProBeya licensing works for a 500-user enterprise rollout across three sites, which plan level provides the features required for GxP compliance, and how Stripe billing integrates with your corporate purchase order process. This guide covers plan comparison, feature gating, enterprise licensing, and the technical details of plan enforcement.
Billing management requires the manage_billing permission, which is restricted to the org_owner role. Navigate to Settings > Billing to manage your subscription.
Plan Comparison for Regulated Environments
| Feature | Free | Starter ($29/mo) | Pro ($79/mo) | Enterprise (Contact Sales) |
|---|---|---|---|---|
| Members | 5 | 20 | Unlimited | Unlimited |
| Workspaces | 1 | 3 | Unlimited | Unlimited |
| Boards | 3 | 20 | Unlimited | Unlimited |
| KPIs | 10 | 50 | Unlimited | Unlimited |
| Automations | None | 5 | Unlimited | Unlimited |
| Custom branding | -- | -- | Yes | Yes |
| API access | -- | -- | Yes | Yes |
| Action escalation | -- | -- | Yes | Yes |
| Advanced analytics | -- | -- | Yes | Yes |
| SSO (SAML / OIDC / Azure AD) | -- | -- | -- | Yes |
| Full audit log | -- | -- | -- | Yes |
| IP allowlisting | -- | -- | -- | Yes |
| Custom roles | -- | -- | -- | Yes |
| Electronic signatures | -- | -- | -- | Yes |
| Dedicated support + SLA | -- | -- | -- | Yes |
Enterprise Plan Decision Matrix
Use this matrix to determine the minimum plan required for your deployment:
| Deployment Requirement | Minimum Plan | Feature Gate | Regulatory Driver |
|---|---|---|---|
| Basic SQCDP boards and KPIs | Starter | Level 1 | Operational excellence |
| Automated workflows and escalation | Pro | Level 2 | TIER meeting efficiency |
| API integrations with MES/LIMS | Pro | Level 2 | GAMP 5 Category 4 |
| SSO with corporate Azure AD | Enterprise | Level 3 | 21 CFR Part 11.10(d) |
| Complete audit trail | Enterprise | Level 3 | 21 CFR Part 11.10(e) |
| IP-restricted access | Enterprise | Level 3 | EU Annex 11, Section 12.1 |
| Custom roles for SoD compliance | Enterprise | Level 3 | 21 CFR Part 11.10(d) |
| Electronic signatures | Enterprise | Level 3 | 21 CFR Part 11 Subpart C |
For GxP-regulated deployments, the Enterprise plan is required. The Free, Starter, and Pro plans lack the audit trail completeness, SSO enforcement, and access control granularity needed for 21 CFR Part 11 compliance. Document the plan selection rationale in your User Requirements Specification (URS).
Feature Gating Architecture
Features are gated by a numeric plan hierarchy. The API checks the organization's plan level before allowing access to gated features:
| Plan | Level | Features Unlocked |
|---|---|---|
| Free | 0 | Basic boards, items, KPI viewing |
| Starter | 1 | + Automations, KPI tracking, templates, CSV import |
| Pro | 2 | + Escalation, API access, custom branding, advanced analytics |
| Enterprise | 3 | + SSO, full audit log, custom roles, electronic signatures, all features |
When a user attempts to use a feature gated above their plan, the API returns a FORBIDDEN error with a message identifying the required plan. This enforcement happens server-side and cannot be bypassed.
Plan Limit Enforcement
Resource limits are enforced in real time at the API layer. Before any resource creation (board, workspace, member invitation), the system:
- Looks up the organization's current plan from the
organizationstable. - Retrieves the resource limit from the
PLAN_LIMITSconfiguration. - Counts current usage scoped by
organizationIdfor tenant isolation. - Rejects the operation with a
FORBIDDENerror if usage meets or exceeds the limit.
Unlimited resources (Pro and Enterprise) use a sentinel value of -1 that short-circuits the count check, ensuring zero performance overhead for enterprise customers.
Enterprise Licensing Models
For organizations with 100+ users, ProBeya offers flexible licensing:
| Model | Structure | Best For |
|---|---|---|
| Per-user monthly | Standard Stripe subscription, billed per active member | Organizations with stable headcount |
| Annual commitment | 20% discount vs. monthly, billed once per year | Budget certainty, procurement alignment |
| Enterprise agreement | Custom pricing, net-30 invoicing, volume discounts | Large pharma (500+ users), multi-year contracts |
| Site license | Flat fee per site, unlimited users within the site | Manufacturing organizations with high user turnover |
Enterprise agreements support purchase order (PO) and invoice-based payment with net-30 terms, compatible with corporate procurement workflows.
Payment Methods
| Method | Availability | Details |
|---|---|---|
| Credit card | All plans | Visa, Mastercard, American Express (processed via Stripe) |
| Invoice (net-30) | Enterprise only | PO-based, compatible with corporate procurement |
Update your payment method in Settings > Billing > Payment Method. Stripe Customer and Subscription IDs are stored on the organization record for reconciliation.
Billing Cycle
- Monthly -- Billed on the same date each month.
- Annual -- Billed once per year with a 20% discount compared to monthly pricing.
Switch between monthly and annual billing in Settings > Billing > Plan. Changes take effect at the next billing cycle.
Invoices
View and download past invoices in Settings > Billing > Invoices. Each invoice includes:
- Invoice date and number
- Plan name and billing period
- Number of members billed
- Total amount and tax details (VAT/GST as applicable)
Invoices are also sent to the billing email address on file. For enterprise customers, invoices can be routed to a designated AP (Accounts Payable) email address.
Stripe Integration
ProBeya uses Stripe for payment processing. The following identifiers are stored on the organization record:
| Field | Description | Security |
|---|---|---|
| Stripe Customer ID | Links the ProBeya org to a Stripe Customer object | Server-side only |
| Stripe Subscription ID | Links the active subscription for recurring billing | Server-side only |
Stripe credentials and webhook secrets are stored server-side only. They are never exposed to client code, API responses, or browser developer tools. Payment card data is handled entirely by Stripe -- ProBeya never stores card numbers.
Upgrading Your Plan
- Navigate to Settings > Billing.
- Click Upgrade next to the desired plan.
- Enter payment information (credit card or request invoice for Enterprise).
- Confirm the upgrade.
Upgrades take effect immediately. You are charged a prorated amount for the remainder of the current billing cycle. All features of the new plan become available instantly.
Downgrading
When downgrading to a lower plan:
- The downgrade takes effect at the end of the current billing period.
- If current usage exceeds the new plan's limits, you must reduce usage before the downgrade completes (e.g., archive workspaces, remove members).
- Features gated at the higher plan level (e.g., SSO, advanced analytics) become unavailable after the downgrade takes effect.
- Data is not deleted during a downgrade -- it becomes read-only if limits are exceeded.
Downgrading from Enterprise to Pro or Starter disables the full audit log, SSO enforcement, and IP allowlisting. For GxP-validated systems, this constitutes a change that must go through your change control process. Document the impact on your validation status before proceeding.
Cancellation
To cancel your subscription:
- Go to Settings > Billing.
- Click Cancel Subscription.
- Access continues until the end of the current billing period.
- After cancellation, the organization is downgraded to the Free plan.
Data is retained for 90 days after cancellation. After that, it is permanently deleted. For GxP environments, export all data including the audit trail before cancelling. See Data Export.
Recovery Procedures
| Scenario | Resolution |
|---|---|
| Payment failed, subscription suspended | Update the payment method in Settings > Billing > Payment Method. Stripe retries failed charges automatically. |
| Need to change the billing entity | Contact ProBeya support to transfer the Stripe subscription to a new customer record. |
| Enterprise agreement renewal lapsed | Access continues for a 30-day grace period. Contact your account manager. |
| Accidentally downgraded, lost SSO | Upgrade back to Enterprise. SSO configuration is preserved but deactivated -- reactivate in Settings > SSO. |
| Need an invoice for a past period | Download from Settings > Billing > Invoices or contact support for custom documentation. |
Related Features
- Organization Setup -- View plan and usage summary.
- Data Export -- Export all data before cancelling.
- Audit Log -- Billing and plan changes are recorded.
- Security Settings -- Features affected by plan level.