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Subscription Plans & Billing

Section: 11-user-documentation
Document: Billing, Subscriptions & Payment Management
Audience: All users, administrators

🎯 Subscription Plans Overview

Plan Comparison

Feature Free Pro Business Premium Enterprise
Price ₹0/month ₹1,999/month ₹4,999/month ₹9,999/month Custom
Chatbots 1 5 Unlimited Unlimited Unlimited
Conversations/month 50 1,000 10,000 50,000 Unlimited
Data Upload 10MB 50MB 200MB 500MB Unlimited
Website Pages 5 50 500 Unlimited Unlimited
Chat History 7 days 30 days 90 days Unlimited Unlimited
Audit Logs 7 days 30 days 90 days Unlimited Unlimited
3D Avatars ✅ ✅ ✅ ✅ ✅
Text/Voice Chatbots ✅ ✅ ✅ ✅ ✅
Basic Analytics ✅ ✅ ✅ ✅ ✅
Advanced Analytics ❌ ❌ ✅ ✅ ✅
Team Collaboration ❌ ❌ ✅ (5 users) ✅ (25 users) ✅ (Unlimited)
RBAC (Roles) ❌ ❌ ✅ ✅ ✅
Department Partitioning ❌ ❌ ❌ ❌ ✅
SSO (SAML/OAuth) ❌ ❌ ❌ ❌ ✅
IP Whitelisting ❌ ❌ ❌ ❌ ✅
Custom Branding Basic Basic Advanced Advanced White-label
API Access ❌ ❌ ❌ ✅ ✅
Priority Support ❌ ✅ (24h) ✅ (12h) ✅ (4h) ✅ (1h + dedicated)
SLA Uptime - 99% 99.5% 99.9% 99.95%

💳 Payment & Billing

Supported Payment Methods

Razorpay Integration:

  • ✅ Credit Cards (Visa, Mastercard, AmEx)
  • ✅ Debit Cards
  • ✅ UPI (India)
  • ✅ Net Banking
  • ✅ Wallets (Paytm, PhonePe, Google Pay)

International Payments:

  • ✅ Supported for all cards
  • Currency: INR (₹)
  • Auto-conversion at current rate

Billing Cycle

Monthly Plans:

  • Billed on same date each month
  • Example: Subscribe Jan 15 → billed 15th of each month
  • Auto-renewal unless cancelled

Annual Plans (20% discount):

  • Save ₹4,800/year on Pro
  • Save ₹12,000/year on Business
  • Billed once annually

How to Subscribe

Step 1: Choose Plan

  1. Go to Dashboard → Subscription
  2. Click Upgrade on desired plan
  3. Review plan features

Step 2: Enter Payment Details

  1. Select payment method
  2. Enter card/UPI details
  3. Review order summary

Step 3: Complete Payment

  1. Click Pay Now
  2. Complete bank authentication (if required)
  3. Wait for confirmation

Step 4: Activation

  • Instant activation (within 5 minutes)
  • Email confirmation sent
  • Access all plan features immediately

Upgrade Your Plan

Process:

  1. Dashboard → Billing → Upgrade
  2. Select new plan
  3. Pay prorated amount

Prorated Billing Example:

  • Current plan: Pro (₹1,999/month)
  • 15 days remaining in billing cycle
  • Upgrade to: Business (₹4,999/month)
  • You pay: ₹2,500 (for remaining 15 days) + ₹4,999 (next month)

What happens:

  • ✅ Immediate access to new features
  • ✅ Unused days credited
  • ✅ Next billing date unchanged

Downgrade Your Plan

Process:

  1. Dashboard → Billing → Change Plan
  2. Select lower plan
  3. Confirm downgrade

What happens:

  • ⚠️ Takes effect at end of current billing cycle
  • ⚠️ Lose access to premium features at cycle end
  • ⚠️ Extra chatbots paused (not deleted)

Example:

  • Current: Business (5 chatbots active)
  • Downgrade to: Pro (max 5 chatbots)
  • Result: All chatbots retained

But if:

  • Current: Business (10 chatbots)
  • Downgrade to: Pro (max 5)
  • Result: Choose which 5 to keep active, rest paused

Cancel Subscription

How to Cancel:

  1. Dashboard → Billing → Cancel Subscription
  2. Select cancellation reason (optional feedback)
  3. Confirm cancellation

What happens:

  • ✅ Access continues until end of billing period
  • ✅ No further charges
  • ✅ Auto-downgrade to Free plan
  • ⚠️ Lose premium features at cycle end

Refund Policy:

  • ✅ Within 7 days: Full refund
  • ❌ After 7 days: No refund (prorated downgrade available)

📄 Invoices & Receipts

View Billing History

Dashboard → Billing → Invoices

You'll see:

  • Invoice date
  • Amount paid
  • Payment method
  • Invoice number
  • Download PDF button

Sample Invoice:

MachineAvatars Invoice #INV-2025-001234

Bill To: john.doe@example.com
Date: January 15, 2025

Description: Pro Plan (Monthly)
Period: Jan 15, 2025 - Feb 14, 2025
Amount: ₹1,999.00
Tax (18% GST): ₹359.82
Total: ₹2,358.82

Payment Method: Visa ****1234
Status: PAID

Thank you for your business!

Download Options:

  • PDF (for accounting)
  • Print directly
  • Email to accounting@yourcompany.com

Update Billing Information

Change Payment Method:

  1. Dashboard → Billing → Payment Methods
  2. Click Add New Card
  3. Enter new card details
  4. Set as default (optional)
  5. Previous cards saved for backup

Update Billing Address:

  1. Dashboard → Billing → Billing Address
  2. Update address, city, state, pincode
  3. For GST invoice: Add GSTIN number
  4. Save changes

📊 Usage Tracking

View Current Usage

Dashboard → Usage

Displayed metrics:

Conversations:

┌─────────────────────────────────────┐
│ Conversations This Month            │
│                                     │
│ ████████░░░░░░░░░░░░ 450 / 1,000   │
│ 45% used                            │
│                                     │
│ Resets: January 15, 2025            │
└─────────────────────────────────────┘

Chatbots:

Active Chatbots: 3 / 5
Available: 2 more chatbots

Data Storage:

Files Uploaded: 25MB / 50MB
Pages Crawled: 23 / 50

Overage Warnings

What happens when you exceed:

Conversations Limit:

  • ⚠️ Warning at 80% (email sent)
  • ⚠️ Warning at 95%
  • 🛑 Chatbot pauses at 100%
  • Solution: Upgrade plan or wait for monthly reset

Chatbot Limit:

  • 🛑 Cannot create more chatbots
  • Solution: Delete unused chatbots or upgrade

Data Upload Limit:

  • 🛑 Cannot upload more files
  • Solution: Delete old files or upgrade

No overage charges! We never charge unexpected fees.

💡 Billing FAQs

Q: When am I charged? A: Same date each month. Example: Subscribe Jan 15 → charged 15th monthly.

Q: Can I pay annually? A: Yes! Annual plans save 20% (coming Q1 2025).

Q: Do you offer refunds? A: Yes, full refund within 7 days of purchase. After 7 days, no refunds but you can downgrade anytime.

Q: What if payment fails? A:

  1. We retry 3 times over 5 days
  2. Email notifications sent
  3. After 5 days: Account downgraded to Free
  4. Update payment method to restore

Q: Can I switch payment methods? A: Yes, add new card/UPI in Billing settings anytime.

Q: Do unused conversations roll over? A: No, limits reset monthly on your billing date.

Q: Can I get invoice with GST? A: Yes! Add GSTIN in billing settings. 18% GST included in all prices.

Q: Is there a setup fee? A: No setup fees. Only monthly subscription.

Q: Can I pause my subscription? A: Not currently. You can cancel and resubscribe later (data retained for 30 days on Free plan).

🏢 Enterprise Plans

Custom Enterprise Pricing

Contact sales for:

  • High conversation volume (>50K/month)
  • Large teams (>25 users)
  • Custom integrations
  • On-premise deployment
  • HIPAA compliance
  • Custom SLA agreements

Enterprise Features:

  • Dedicated account manager
  • Priority support (1-hour response)
  • Custom training & onboarding
  • Quarterly business reviews
  • Volume discounts

Get Quote:

  • Email: enterprise@machineavatars.com
  • Call: +91-XXXX-XXXXXX
  • Response: Within 24 hours

Questions about billing? Contact: billing@machineavatars.com