Subscription Management
Billing
Subscription ManagementSubscription Management
The Billing page provides a complete view of your church's SanctuaryOS subscription — current plan, trial status, usage metrics, and access to the Stripe billing portal for payment management.
Getting Here
Navigation: Settings → System → Billing
Subscription States
| Field | Type | Description |
|---|---|---|
| Trial | TRIALING | Your church is on a free trial. All features of the selected plan are available. Trial reminders are sent at 15, 8, 3, and 1 days before expiration. |
| Active | ACTIVE | Subscription is active with valid payment. Full access to all plan features. |
| Past Due | PAST_DUE | Payment has failed. You retain full access initially, but reminder emails are sent at 7 and 14 days. After 30 days past due, the account is auto-suspended. |
| Cancelled | CANCELLED | Subscription has been cancelled. Data is retained for 1 year with warnings sent at 30, 7, and 1 days before the purge deadline. |
| Expired | EXPIRED | Trial period has ended without subscribing. |
| Read-Only | READ_ONLY | Account has limited access. You can view data but cannot create or modify records. |
| Suspended | SUSPENDED | Account suspended due to extended non-payment (>30 days past due). Contact support to reactivate. |
Plans
| Field | Type | Description |
|---|---|---|
| Solo | SOLO | For very small churches. Limited member count and features. |
| Starter | STARTER | Essential features for growing churches. Moderate member and campus limits. |
| Growth | GROWTH | Full feature set for established churches. Higher limits on members, admins, and campuses. |
| Growth Plus | GROWTH_PLUS | Extended Growth plan with higher limits and additional integrations. |
| Enterprise | ENTERPRISE | Unlimited features for large churches and multi-campus organizations. |
| Network | NETWORK | For church networks and denominations managing multiple locations. |
Billing Intervals
Subscriptions can be billed Monthly or Annual. Annual billing typically offers a discount. The billing interval is selected during checkout and can be changed through the Stripe billing portal.
Usage Tracking
The billing page displays real-time usage meters for plan-limited resources. Each meter shows your current usage against the plan limit, with color-coded warnings:
| Field | Type | Description |
|---|---|---|
| Members | Usage meter | Total active members (donors) in your church database. Compared against your plan's member limit. |
| Admins | Usage meter | Number of users with admin-level roles. Some plans limit the number of admin accounts. |
| Volunteers | Usage meter | Number of active volunteer team members. |
| Campuses | Usage meter | Number of campus locations configured for your church. |
| Giving Providers | Usage meter | Number of connected online giving integrations. |
Usage meters turn amber at 80% capacity and red at 95%. When a resource reaches its limit, you will need to upgrade your plan to add more.
Trial Management
During a trial, the billing page shows:
- Days remaining in the trial period
- Progress bar showing elapsed vs. remaining trial time
- Subscribe buttons for Monthly and Annual billing
If a trial extension has been granted (by platform admin), the extended date is used instead of the original trial end date.
Changing Plans
To upgrade or downgrade your plan:
- Click the desired plan on the billing page
- The system checks whether your current usage fits within the target plan's limits
- If the change is allowed, confirm to proceed
- If the change is blocked (e.g., you have more members than the target plan allows), the system shows which resources exceed the new limits and by how much
Stripe Billing Portal
Click Manage Billing to open the Stripe-hosted billing portal where you can:
- Update your payment method (credit card or bank account)
- View and download past invoices
- Change billing interval (monthly/annual)
- Cancel your subscription
Manual Override
Platform administrators can set a manual override flag on a tenant, which disables automated trial expiration, dunning, and subscription status changes. This is used for churches with custom billing arrangements. When manual override is active, a badge is shown on the billing page.
Data Retention on Cancellation
When a subscription is cancelled, your data is retained for 1 year. Warning emails are sent at 30, 7, and 1 days before the retention deadline. After 1 year, the tenant is deactivated (data is preserved but inaccessible pending manual review by platform administrators).