Billing, Subscriptions & Wallet Management

The Billing & Subscriptions Module (/billing or Company Settings > Billing) is the financial management center of Work Clock HQ. It provides workspace administrators and financial officers with full transparency over active subscription plans, prepaid wallet balances, virtual bank accounts, capacity add-ons, automated renewals, and historical transaction ledgers.

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🧭 Billing Control Center Architecture

When navigating to the Billing section, the management dashboard is organized into four core functional panels:

1. 💳 Prepaid Wallet & Payment Methods: Displays real-time wallet balances, virtual bank account details, and quick links for instant funding.
2. 🔄 Auto-Renewal Controls: Automated billing settings to ensure uninterrupted workforce management.
3. 🏷️ Subscription Details & Plan Comparison: Active plan status cards, remaining cycle days, feature usage meters, and plan upgrade selectors.
4. 📑 Transaction History & Invoices: Filterable ledger of past payments, downloadable PDF receipts, and invoice status indicators.

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💳 1. Prepaid Wallet & Virtual Bank Account System

Work Clock HQ employs a Prepaid Wallet Architecture designed to streamline enterprise transactions, eliminate payment gateway friction, and enable instant automated feature provisioning.

👛 The Organization Wallet

Your organization's wallet balance acts as a central fund for all workspace transactions:

• Instant Activation: Plan upgrades, seat expansions, and add-on purchases funded via wallet execute instantly without waiting for external gateway processing.
• Auto-Renewal Safeguard: When active, recurring subscription renewals automatically deduct funds from your wallet balance on the renewal date.

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🏛️ Dedicated Virtual Bank Accounts

To facilitate seamless corporate accounting without requiring credit card payments, Work Clock HQ provisions a dedicated Virtual Bank Account for your workspace.

How Virtual Bank Accounts Work:

• Automated Funding: Transferring money via internet banking, mobile bank apps, or USSD to your dedicated virtual account automatically credits your Work Clock HQ wallet in real-time.
• Account Details Provided:
  • Bank Name: Designated partner bank.
  • Account Number: Unique 10-digit virtual account number assigned exclusively to your organization.
  • Account Name: Your organization's registered name followed by Work Clock HQ identifier.

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➕ Wallet Top-Up Modal

Clicking Top Up Wallet opens the deposit modal, offering flexible funding mechanisms:

• Option A: Automated Bank Transfer: Transfer directly to your displayed virtual bank account number.
• Option B: Card & Online Payments: Fund your wallet instantly using debit cards, credit cards, or online banking payment options.

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🏷️ 2. Subscription Plans, Tiers & NGO Discounts

Work Clock HQ provides tiered subscription packages structured around your workforce scale and feature requirements.

Plan Tiers Breakdown

Plan Tier	Core Focus	Included User Seats	Feature Highlights
Free	Small teams, startups, or trial evaluations	2 User Seats	Essential attendance logging, single office branch, basic reporting.
Professional	Growing businesses and medium enterprises	Configurable base seats	Core attendance logging, GPS geofencing, standard reporting, work schedules, department structures.
Enterprise	Large organizations and multi-branch operations	Configurable base seats	Advanced 24/7 rotational shift rosters, heartbeat ping tracking, dedicated account management, priority support, unlimited branches.

💡 For detailed feature matrix comparisons and real-time tier pricing, visit workclockhq.com/pricing.

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🚀 How to Subscribe

Use the Billing dashboard to activate a new plan, start a trial, or pay for a current trial.

1. Navigate to Billing via the left sidebar or go directly to /billing.
2. Choose your preferred billing cycle at the top of the Subscription panel: Monthly or Yearly.
3. Review the available plan cards and select the one that fits your workforce size.
4. Click the plan action button:
   • Subscribe for a standard paid plan.
   • Start Free Trial for eligible plans when you are on a free plan or no active paid subscription.
   • Pay Now to convert an existing trial into an active paid subscription before the trial expires.
5. In the Subscribe modal, confirm the number of user seats and your payment method.
6. Pay using the organization wallet or top up your wallet first if your balance is insufficient.

Tip: Free trial eligibility is managed by the system billing rules. If your workspace qualifies, the plan card will show the trial action and allow a zero-cost trial start.

⚡ How to Upgrade

When your organization outgrows its current plan, use the Billing dashboard or the /pricing page to move up to a higher tier.

1. Open /billing or /pricing and select the plan card labeled Upgrade Plan.
2. The system will determine whether the selected plan is an upgrade or a pay-now conversion using the same billing rules that power plan actions.
3. If the selected plan is available, the Upgrade modal shows:
   • current active subscription details,
   • prorated credit for the remaining days in your current cycle,
   • any extra add-on capacity required for your active usage.
4. Adjust the number of seats and extra add-ons as needed.
5. Confirm the total upgrade amount and complete payment from your wallet.

Note: Work Clock HQ prevents downgrades from a paid yearly plan to monthly billing until the current year completes. This lock is enforced by the same billing logic used in the plan selector.

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📅 Billing Cycles (Monthly vs. Yearly)

Administrators can toggle between Monthly and Yearly billing cycles in the subscription dashboard:

• Monthly Billing: Offers maximum flexibility with month-to-month recurring billing.
• Yearly Billing: Provides substantial cost savings (typically equivalent to receiving 2 months free per year).

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🎗️ NGO Discount Logic

Work Clock HQ supports eligible Non-Governmental Organizations (NGOs) with automated billing discounts:

• NGO Discount Percentage: Registered NGO accounts receive a pre-configured percentage discount (e.g., 20% off) applied automatically across all base plan prices and add-on costs.

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🧮 3. Proration & Upgrade Logic Engine

When upgrading your subscription plan or changing billing cycles mid-term, Work Clock HQ utilizes a Fair Proration Engine. You are never double-charged; instead, the unworked financial value of your remaining days is calculated as a Credit and applied directly toward your new plan.

📐 Core Proration Formulas

1. Calculating Unused Current Plan Credit

The credit remaining from your existing plan is determined by your remaining cycle days:

Unused Plan Credit = (Remaining Days / Total Days in Cycle) × Current Plan Cost

(Where Total Days is 30 for Monthly cycles or 365 for Yearly cycles).

2. Calculating Active Add-on Credit Rollover

If your active subscription includes paid capacity add-ons (such as extra office locations or departments), their unused value is also credited:

Unused Add-on Credit = (Remaining Days / Total Days in Cycle) × Total Cost of Active Add-ons

3. Net Upgrade Amount to Pay

Net Amount to Pay = New Plan Total Cost - (Unused Plan Credit + Unused Add-on Credit)

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📊 Articulated Upgrade Scenarios & Worked Samples

To clarify how proration works in practice, review the following concrete business examples:

💡 Sample Scenario A: Mid-Month Plan Upgrade (Monthly Professional to Monthly Enterprise)

• Current Plan: Monthly Professional (₦50,000/month).
• Elapsed Time: 15 days used out of a 30-day month (15 days remaining).
• Target Plan: Monthly Enterprise (₦100,000/month).
• Step-by-Step Calculation:
  1. Unused Credit: (15 / 30) × ₦50,000 = ₦25,000 credit.
  2. New Plan Cost: ₦100,000.
  3. Net Payment Required: ₦100,000 - ₦25,000 = ₦75,000.
• Result: The organization pays exactly ₦75,000 today, and their new Enterprise renewal date resets to 30 days from today.

💡 Sample Scenario B: Annual Billing Switch & Tier Upgrade (Monthly Professional to Yearly Enterprise)

• Current Plan: Monthly Professional (₦50,000/month).
• Elapsed Time: 6 days used (24 days remaining).
• Target Plan: Yearly Enterprise (₦1,200,000/year).
• Step-by-Step Calculation:
  1. Unused Credit: (24 / 30) × ₦50,000 = ₦40,000 credit.
  2. New Plan Cost: ₦1,200,000.
  3. Net Payment Required: ₦1,200,000 - ₦40,000 = ₦1,160,000.

💡 Sample Scenario C: Plan Upgrade with Extra Add-on Proration (Departments & Locations)

• Context: An organization currently operates 15 active departments. Their current plan includes 10 departments, so they hold 5 extra department add-ons (billed at ₦5,000/month each).
• Elapsed Time: 15 days used out of 30 (15 days remaining).
• Target Plan: Enterprise Plan (₦120,000/month), which includes 12 departments in its base package.
• Step-by-Step Proration & Deductions:
  1. Unused Add-on Credit: Unused value of the 5 active add-ons is prorated for the remaining 15 days: (15 / 30) × (5 × ₦5,000) = ₦12,500 add-on credit.
  2. New Add-on Requirement: The new plan includes 12 departments. With 15 active departments, only 3 extra departments (15 - 12 = 3) are needed on the new plan instead of 5.
  3. New Add-on Billing: 3 extra departments on the new plan = 3 × ₦6,000 = ₦18,000.
  4. Net Payment Required: (New Plan ₦120,000 + New Add-ons ₦18,000) - (Unused Plan Credit + Unused Add-on Credit ₦12,500).
• Result: The unused ₦12,500 credit from existing add-ons is automatically deducted from the upgrade total, ensuring you are never double-billed for capacity you already paid for!

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🧩 4. Feature Add-ons & Capacity Expansion

When an organization outgrows its base plan allocations without needing a full plan tier upgrade, administrators can purchase granular Capacity Add-ons.

Available Capacity Add-ons

Add-on Feature	Purpose & Operational Utility
👥 Extra User Seats	Expands total employee enrollment capacity beyond base limits.
📍 Extra Office Locations	Provisions additional physical branches, warehouses, or project geofences.
🏢 Extra Departments	Allows creation of additional organizational departments beyond base plan limits.
🕒 Extra Work Schedules	Adds additional schedule slots for shift-based or flexible workforce planning.
🫀 Heartbeat Tracking Add-on	Unlocks background device ping monitoring for active shift verification.
🧑‍💼 Staff / Role Add-ons	Expands role-based seat capacity for staff types tied to the plan tier.

How to Purchase Add-ons

1. From the Billing dashboard, click Add Add-ons on your current plan card.
2. In the Add Add-ons modal, choose the quantity for each desired capacity item.
3. The modal will show the total add-on amount based on your active billing cycle and the remaining days in your subscription.
4. Click Pay with Wallet to complete the purchase immediately if your wallet balance covers the total.
5. If your wallet balance is insufficient, top up first using the Top Up Wallet or Virtual Account section.
6. After purchase, add-on capacity is applied instantly to your active subscription.

Note: Add-on pricing is prorated for the remaining subscription term. This means you only pay for the portion of the cycle that remains when you buy the add-on.

Add-on Purchase UX Details

• The Billing UI disables external gateway payment methods for add-ons when wallet payment is required.
• Add-on costs automatically reflect any NGO discount tied to your organization.

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🧮 Upgrade Calculations & Proration Logic

When upgrading a paid plan or converting a trial, Work Clock HQ calculates what you owe using the platform's proration engine.

What the system calculates

• Current plan unused credit based on remaining cycle days.
• Current add-on unused credit for active capacity add-ons that are still valid.
• New plan full-cycle cost based on the target plan price and number of seats.
• New addon requirements if the new plan does not include enough limits for your active locations, departments, schedules, or heartbeat usage.

How Proration Works

1. The system determines your current plan's remaining days and the total cycle days (30 for monthly, 365 for yearly).
2. It calculates the unused portion of your current plan value:
   • Unused Plan Credit = (Remaining Days / Total Days) × Current Plan Cost
3. It also calculates unused value for active add-ons:
   • Unused Add-on Credit = (Remaining Days / Total Days) × Total Add-on Cost
4. The upgrade amount is then:
   • Net Amount to Pay = New Plan Cost + New Add-ons Cost - (Unused Plan Credit + Unused Add-on Credit)

When the system prevents billing changes

• Paid yearly plans cannot switch back to monthly mid-cycle. This lock is reflected in the plan selector logic and prevents accidental downgrades.
• Trial users who select a paid plan will be prompted to convert the trial with a Pay Now action instead of a standard upgrade.

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🔄 5. Auto-Renewal & Invoicing History

🔄 Auto-Renewal Configuration

Located in the center panel, the Auto-Renewal toggle allows administrators to enable or disable automatic subscription renewals:

• Auto-Renewal Enabled: 24 hours before your subscription expires, the system automatically checks your prepaid wallet balance and processes your plan renewal, ensuring zero downtime for mobile clock-ins.
• Auto-Renewal Disabled: Subscriptions will expire on their end date, transitioning the workspace to a read-only state until manually renewed.

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📑 Invoice & Transaction History

The bottom panel displays an audited ledger of every financial transaction executed within your workspace:

• Invoice Reference: Unique invoice tracking number (e.g. INV-2026-0042).
• Description: Detailed breakdown (e.g. Enterprise Plan Renewal - 50 Seats, Wallet Top-Up).
• Date: Exact timestamp of transaction execution.
• Amount: Monetary value billed.
• Status Badges:
  • 🟢 Paid: Transaction completed successfully.
  • 🟡 Unpaid / Pending: Awaiting gateway confirmation or bank transfer processing.
  • 🔴 Failed: Transaction declined or insufficient wallet balance.
• Download Receipt: Click the download icon to generate an official PDF tax invoice/receipt for financial auditing.

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🔐 Permission & RBAC Code Reference

Billing Action	Required Administrative Permission Code
View Billing Dashboard & Invoices	BILLING.VIEW
Top Up Wallet & Manage Virtual Account	SETTINGS.ORGANIZATION_UPDATE
Upgrade Subscription Plan	BILLING.UPGRADE
Purchase Capacity Add-ons	BILLING.ADDONS

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❓ Frequently Asked Questions

What happens if my wallet balance is insufficient for auto-renewal?

If your wallet balance is lower than the renewal cost on the expiration date, the system sends an urgent email notification to all workspace administrators. The system provides a 3-day grace period before temporarily suspending mobile clock-ins.

How fast do virtual bank account transfers reflect in my wallet?

Bank transfers to your dedicated virtual account are processed automatically via instant interbank settlement switches, typically crediting your wallet within 30 to 90 seconds.

Do unused add-ons carry over when I upgrade my plan?

Yes! The Proration Engine automatically calculates the unused financial value of all active add-ons and credits that amount toward your new plan upgrade total.