> ## Documentation Index
> Fetch the complete documentation index at: https://q.odontox.io/llms.txt
> Use this file to discover all available pages before exploring further.

# Subscription Management

> View your current OdontoX plan, monitor license usage, request additional staff seats, download billing invoices, and manage subscription renewals and upgrades.

The Subscription Management page gives you full visibility into your clinic's plan, how many seats you are using, and when your next billing cycle begins. This is your central hub for everything related to your subscription.

<Note>
  **Admin only** — Only administrators can view and manage subscription settings.
</Note>

## Viewing your current plan

Your subscription overview displays:

| Detail        | Description                                     |
| ------------- | ----------------------------------------------- |
| Plan name     | The name of your current plan (e.g., Pro, Pro+) |
| Tier          | Basic, Pro, Pro+, or Enterprise                 |
| Billing cycle | Monthly or Yearly                               |
| Renewal date  | The date your subscription automatically renews |
| Status        | Active, Trialing, Past Due, or Cancelled        |

This information is always visible at the top of the subscription page so you can check your plan status at a glance.

## License limits and usage

Your plan includes a fixed number of seats for staff and portal users. The license usage panel shows current consumption alongside your limits:

<CardGroup cols={2}>
  <Card title="Doctors">
    How many doctor accounts are active vs. how many your plan allows. Example: **2 / 3 used**.
  </Card>

  <Card title="Receptionists">
    Active receptionist accounts vs. plan limit. Example: **1 / 2 used**.
  </Card>

  <Card title="Admins">
    Active admin accounts vs. plan limit. Example: **1 / 1 used**.
  </Card>

  <Card title="Portal seats">
    Patients with portal access vs. plan limit. Example: **80 / 100 used**.
  </Card>
</CardGroup>

<Tip>
  **Patient records are unlimited** on all paid tiers. Only portal seats — patients who actually log into the patient portal — count against your plan.
</Tip>

## Requesting additional seats

If your clinic needs more staff seats beyond what your current plan includes, you can request additional seats directly from the subscription page.

<Steps>
  <Step title="Navigate to seat requests">
    Go to **Admin > Subscription** and find the **Seat Requests** section.
  </Step>

  <Step title="Specify the seats you need">
    Select the role type (Doctor, Receptionist, or Admin) and enter how many additional seats you need.
  </Step>

  <Step title="Submit the request">
    Click **Request Seats**. Our team reviews your request and adjusts your plan accordingly. You will receive a confirmation email with any pricing changes.
  </Step>
</Steps>

<Note>
  Additional seats are billed proportionally to your current billing cycle. If you add a seat mid-cycle, you pay only for the remaining period until renewal.
</Note>

## Subscription invoices

Every billing cycle generates a subscription invoice. You can view and download these from the subscription page.

Each invoice includes:

* **Invoice number and date**
* **Plan name and billing period**
* **Line items** — Base plan cost, additional seats, and any adjustments
* **Total amount due**
* **Payment status** — Paid, Pending, or Overdue

Click **Download PDF** on any invoice to save a copy for your records. PDF invoices include your clinic's branding and payment details.

<Tip>
  Download your subscription invoices at the end of each fiscal year for tax purposes. The PDF includes your clinic's NTN and all the details needed for tax filing.
</Tip>

## Renewal

Subscriptions renew automatically based on your billing cycle:

* **Monthly plans** renew on the same date each month
* **Yearly plans** renew on the anniversary of your subscription start date

You receive an email reminder before each renewal. If payment fails, your plan enters a **Past Due** state — you retain access temporarily while the payment is retried, but extended non-payment may result in restricted access.

<Warning>
  If your subscription lapses, your data is preserved but access is restricted until payment is resolved. No data is deleted due to billing issues.
</Warning>

## Upgrading your plan

If your clinic has outgrown its current tier, you can request an upgrade to unlock additional modules and higher seat limits.

<Steps>
  <Step title="Review available plans">
    Visit the subscription page to compare your current plan with higher tiers.
  </Step>

  <Step title="Request an upgrade">
    Click **Request Upgrade** and select the plan you want to move to.
  </Step>

  <Step title="Confirmation and activation">
    Our team processes your upgrade request. Once confirmed, new modules and increased limits are available immediately.
  </Step>
</Steps>

<Note>
  Upgrades take effect immediately. The price difference is prorated for the remainder of your current billing cycle, and the new rate applies from the next renewal.
</Note>

## Best practices

<AccordionGroup>
  <Accordion title="Review license usage monthly">
    A quick check on seat usage helps you anticipate when you will need additional seats. Requesting seats in advance avoids last-minute delays when onboarding new staff.
  </Accordion>

  <Accordion title="Choose yearly billing for savings">
    Yearly plans typically offer a discount compared to monthly billing. If your clinic's staffing is stable, annual billing reduces administrative overhead.
  </Accordion>

  <Accordion title="Keep payment methods current">
    Ensure the payment method linked to your subscription is valid and has sufficient funds. Failed renewals can disrupt clinic operations.
  </Accordion>
</AccordionGroup>

## Related articles

* [Clinic Modules](/admin/modules) — See which modules are included in each plan tier
* [Staff Management](/admin/staff-management) — Manage the staff accounts that consume your seats
* [Trial & Plans](/getting-started/trial-and-plans) — Understand the trial period and plan options
* [Upgrading](/getting-started/upgrading) — Step-by-step upgrade guide