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Payments and Billing

Status: DRAFT Last Updated: 2026-02-22 Audience: End users (company administrators, billing contacts)

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What This Feature Does

Payments and billing let you manage your organization’s Equa subscription: view the current plan, upgrade or change plans, add or edit payment methods (e.g., card or ACH), and see billing history. You can keep payment details up to date and avoid service interruptions.

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Why It Matters

Subscription and payment issues can lock you out of the product or cause failed renewals. Having a clear place to see your plan, update payment methods, and complete checkout when upgrading keeps your team on the right plan and ensures continuity.

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Prerequisites

Before you begin, make sure you have:
  • An active Equa account with access to the organization
  • A role that allows managing billing (e.g., organization admin or billing contact)
  • A valid payment method (card or bank account) if you are upgrading or adding one

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Step-by-Step Walkthrough

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Step 1: Open Billing

  1. Select your organization in the sidebar.
  2. Go to Settings (organization settings).
  3. Click Billing. You’ll see your current plan, next billing date, and options to manage payment.

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Step 2: Change or Upgrade Your Plan

  1. On the Billing page, click Upgrade (or Change plan / Select plan).
  2. You’re taken to the plan selection page with available tiers and features.
  3. Choose the plan you want and click Continue (or Select).
  4. On the checkout page, confirm the plan and price, then enter or confirm payment details and complete the purchase.

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Step 3: Add or Edit a Payment Profile

  1. From Organization > Settings > Billing, open Payment profiles (or Payment method / Manage payment).
  2. To add: click Add payment profile (or New) and enter card or bank details as prompted.
  3. To edit: click the existing profile and choose Edit, then update the details and save.
  4. You can set a default profile for subscriptions and one-time charges.

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Common Tasks

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How to Update a Card or Bank Account

  1. Go to Organization > Settings > Billing.
  2. Under payment profiles, open the profile you want to change and click Edit.
  3. Enter the new card number, expiry, and security code (or new bank account details).
  4. Save. The updated method is used for future charges.

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How to View Billing History

  1. On the Billing page, look for Invoices, Billing history, or Past payments.
  2. Open the list to see past charges, dates, and amounts; download or print invoices if the option is available.

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How to Downgrade or Cancel

  1. In Organization > Settings > Billing, look for Change plan or Cancel subscription.
  2. Follow the flow to switch to a lower tier or cancel. Confirm any proration or end date shown before submitting.

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Tips and Best Practices

  • Use a dedicated billing contact: Assign one person (or a shared role) to keep the plan and payment method up to date so renewal emails don’t get lost.
  • Update before expiry: If your card is expiring soon, update the payment profile a few weeks ahead so the next charge succeeds.
  • Keep an eye on upgrade prompts: If you’re on a limited plan and need more seats or features, use Upgrade from Billing to see current options and pricing.
Complete the checkout flow in one go when upgrading: plan selection → checkout → payment. If you leave mid-flow, you may need to start again from Billing.

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Troubleshooting / FAQ

Only users with organization admin or billing permissions can open Settings > Billing. If you don’t see it, ask an org admin to grant you the appropriate role.
Check that the card (or bank account) is valid, has sufficient funds, and isn’t expired. Update the payment profile in Billing with correct details and retry. If the problem continues, contact Equa support with your org name and the approximate charge date.
Use Billing history or Invoices on the Billing page to find the charge you need. If there’s a Download or View option, use it for a PDF or receipt. Otherwise, the transaction list can serve as a record; contact support if you need a formal invoice.