Available payment methods:  

• Credit card which can be added to Stripe and automatically charged at the end of the billing period  

• Invoice that you can send by email to let the Client pay manually, not using Stripe  

NOTE (relevant for Funder ‘Regen Med’):  
You can add a Funder but don’t define its Stripe IDs. In this case, Stripe won’t pull any info from inCytes, therefore, no invoices for this Funder will be generated.
Or you can add a Funder with indicating its Stripe IDs, but select manual invoices for them to receive them by email.  

Invoicing  

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First Invoice in Stripe

The first Invoice for the client is created in Draft status when the following conditions are met:

• there is a funded by the client user in inCytes
• the user’s subscription is active

• the Client Subscription created in inCytes

The first invoice includes the number of funded subscribers and team members (in Pending and Active statuses)

If no subscribers were assigned to the funder, the invoice will be formed with indicating 0 (zero) in the Subscribers line. You will not be able to edit the line, only to add a new one with the right number. That’s why it’s important to follow the steps of the Policy of Assigning a Funder.

Further invoices will be formed at the end of the billing period (on the first day of the month) with identifying the proper Funder ID and all the products which this funder must be charged for

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What data is pulled from inCytes to Stripe?

• Subscription - prorated model with charging 1 month upfront. Added to the invoice as soon as the subscription starts.

The moment when the Subscription starts:

• Click INVITE in the Circle member / Team member invitation
• Clicked “Start funding”
• In direct subscription: Manage Subscription - UPDATE button

Pending user is also paid (when Fund user is checked in the modal).

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• Cases - always charging the actual case creation (the moment of case creation is taken into account). Archived or completed cases ARE NOT extracted from the costs. 

The moment of case creation:

• Click on the CREATE case button
• + Self-enrolled patient

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• SMS  

               ~ SMS Patient reminders are ALL chargeable, including successfully sent SMS                   and chargeable failed SMS  

               ~ 2 FA SMS are ALL chargeable (for both categories: Patients and Team                   members)  

               ~ Pricing: according to the 4 tiers configured in Stripe  

If the Client doesn’t use the SMS function at all, SMS are removed from the subscription and are not included in the invoice. If at least 1 SMS was sent during the billing period, the SMS charged with the corresponding tier is included into the invoice.

Each Stripe Invoice will include the link to the Usage Statistics report with the details on subscriptions and case usage.

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To get the link to personal Usage statistics for the current billing period:

1. Navigate to Funders tab and click three dots next to the required Funder

2. Select Get link to usage statistics and the link will automatically be copied to your clipboard

3. Insert the link into the required invoice/document (if required)

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Who pays for what?

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There's no automatic charge now, that means that all the automatically generated invoices are saved as drafts in Stripe, so you can recheck if the usage of SMS and Cases (the date and the number of units used) was counted properly and then send the invoice to the Client/charge the Client.  

• You can't edit the lines (numbers) in the generated draft, but you can add new lines:

          a. to add additional information to the already existing but not editable lines (e.g., you               have 100 cases in the generated invoice but you need 150 cases. So, you can add one               more line with 50 additional cases)

          b. to add a new product (e.g., SMS were not included in the generated invoice, thus you               can add the line with SMS)

• Or you can review the Upcoming invoice in the Payments tab and report our dev team if there are any mistakes in Usage quantity. In this case, our dev team can add/edit the required items (for Funders having Stripe Customer ID and Stripe Subscription ID developers can also use RESET functionality, which allows to override the Usage data for the open billing period for the required Funder)  

After any payment attempt the invoice will no longer be editable.  

If the Client’s payment failed, inCytes admins are to go to the admin panel and manually* end the subscriptions of the users funded by this Client.  

_{*use Search by Funder in the Subscribers tab to simplify the task.}

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