Introduction to Billing

When you sign up for a free trial of 15 days, you will have complete access to the features in Vtiger CRM On-Demand application. If your free trial ends and you haven’t checked out the product thoroughly, you can extend the trial for seven more days. 

Are you satisfied with the product? Then go for a paid subscription. Select the edition that suits your business and activate the plan today.

After the payment, the data you entered during the trial period will automatically be transferred to your paid account. An admin can subscribe to Vtiger by making payments using credit or debit cards or even paying through online portals.

This article will take you through the complete billing process in Vtiger, which will make your payment process more straightforward.

Choosing a Plan

So how do you know which plan is right for you? Is it sufficient to meet your business needs? Is it within your budget? 

We recommend that you pick the plan that is closest to what you think helps your business. During your trial period, you can still explore the product and see which plan is suitable for your requirements. 

Before you subscribe to Vtiger CRM, you should have complete knowledge of all the apps and the editions that we provide. If you are a new user, you can go to our website and read about different plans and their pricing. 

If you are using the Vtiger On-Demand trial version, you can access all the modules and features in the CRM. But if you wish to choose another plan, here is what you have to do:

1. Click the User Menu on the top right corner of the page.
2. Click the Billing button.
3. Now you are in the Subscriptions details tab. Here you will see:
   • The number of days left in your free trial.
   • The current plan you are using.
   • Monthly or Annual subscription.
   • Different editions and their pricing.

4. Select the app and the edition you want to subscribe to.
5. Click the Choose Plan button. 

Note: If you are changing from one edition to another, then workflows will be disabled for those modules not available in the new edition.  

6. Click the Activate Subscription button to subscribe to the edition of your choice.

Making the Payment

You have chosen the plan and the edition that suits your needs. Let us now move on to the next step that is paying for the subscription.

If you want more information on All-in-One pricing, click here.

After choosing the subscription, you will be redirected to the Payments page, where you will be making the payment. 

Follow these steps to enter your card details to make the payment:

1. Click the Payment Details tab.
2. Here you will see the following:
   1. Billing Details section.
   2. Payment Method section.
   3. The amount that you will be billed for.
   4. The number of users who can use the product.
   5. The plan that you have chosen.
   6. The date on which the first invoice was generated and the next invoice will be created.

3. Click the Billing Details section.
4. Enter all the necessary information.
5. Click Save.
6. Click the Payment Method section. 

We have two different payment methods based on whether you are an Indian customer or a non-Indian customer.

• For non-Indian customers

If you are a non-Indian customer, you have the options listed below using which you can finish your payment.

• Pay via debit or credit card

  You can pay using MasterCard, Visa, or American Express cards. You must select the corresponding radio button, provide your card details, and click the Add Payment button.
  Note: Admin users can view when the card details were added or updated during the billing process.

• Pay via PayPal

  If you would like to pay via PayPal, then follow the instructions:

1. Click the corresponding radio button.
2. Click the Add Payment button.
3. Create a PayPal account if you don’t have one.

• Click here to understand how to configure a PayPal account.

4. Enter your login credentials if you already have a PayPal account.

5. Provide payment details.

6. Click the Approve button after reviewing the details.

After you confirm your subscription and the preferred payment method, you will be billed monthly for the total number of active users in your Vtiger CRM account.

• For Indian Customers

If you are an Indian customer, you can now make payments in Indian Rupees (INR). You have to first register for Web Pay, after which you will get an email every month. This email contains the invoice details and a payment link to help you complete the payment.

• Register for Web Pay

  Follow these steps to register for Web Pay:
  1. In the Payment Details tab, view all the billing details.
  2. Click Proceed.

An email will be sent to your email ID from which you can make the payment.

• Pay via Instapay

  Follow these steps to complete the payment for your subscription:

1. View your bill details sent in the email.
2. Click the link in the mail.

3. Review your payment details and click Pay.

4. Enter your billing details - Name, Email ID, and Phone Number. 
5. Click Confirm.

6. Choose your payment method. You can pay your bill with the following:
   1. Credit Card
   2. Debit Card
   3. Net Banking

7. Add your payment details.
8. Click Checkout.

The payment will be updated in your account.

Taxes applied to your invoice
Vtiger will apply a GST of 10% if your business address is in Australia. Whereas, if your business address is in India, then Vtiger will apply a GST of 18%.

Downloading the Invoice

Once you complete the subscription process, the Invoices tab is displayed in the billing section to help you download invoices for your payment.

Here’s how you download invoices:

1. Click the User Menu icon.
2. Click the Billing button.
3. Click the Invoices tab.
4. In the List View, click the Invoice button on the corresponding record.

The invoice will be downloaded in PDF format.

This is how your invoice will look like:
 

Editing the Billing Information

Has your address or phone number changed? Don’t worry.

You should know that the billing information you provided at the time of billing is not written in stone. You have the option to change the billing information if you wish to.

Follow these steps to edit your billing information:

1. Click the User Menu icon.
2. Click the Billing button.
3. Go to the Payment Details tab.
4. Go to the Billing Details section.

5. Click the Edit button.
6. Enter the details.
7. Click Save.

All the details you have entered will be saved successfully.
 

Enhancement:

• You can edit the Country field on the Billing Details page only for the first time.
• This will help you avoid adding the currency multiple times for a country.

Changing the Mode of Payment

Has your credit card expired? Are you wondering how billing will take place now?

In Vtiger CRM, you have the option to change your payment method according to your convenience. 
 

  Here are the steps to change the mode payment:

1. Click on the User Menu icon.
2. Click on the Billing button.
3. Go to the Payment Details tab.
4. Click on the Payment Details section.
5. Click on the Replace Payment Method button.
6. Enter your payment details.
7. Click Add Payment.

All the payment details you entered will be saved successfully and used for the billing.

Changing the Number of Users

 All the above questions will be answered in this section. This section will help you understand how to add or remove users and how Vtiger will charge you if you make any changes to your subscription in between billing cycles.

Adding or removing users

Follow these steps to add or remove users:

1. Click the User Menu icon.
2. Click the Billing button.
3. Go to the Payment Details tab.
4. Click Add/Remove users on your current plan. You will be redirected to the Users page.
5. In the List View, click the +Add User button on the right side.
6. Click Save. 

The user will be added to the plan.

Calculation done by Vtiger

Listed below are a few cases that show how Vtiger charges you based on the changes made in the invoice:

1. Adding users to a monthly subscription

If you add any new users in between your billing cycles, you will be charged pro-rata for that month, which will be reflected in the next month’s invoice.

2. Adding users in an annual subscription

In case of annual subscriptions, if new users are added, Vtiger will charge prorated fees for the additional users every month. This monthly charge will continue until the end of the annual subscription or until the number of users is reduced back to the subscription level. When the annual term has ended, Vtiger will renew the yearly subscription for all the active users for the next year.

3. Deleting users

If you suspend or delete a user in the middle of the billing cycle, charges will be dropped from the next invoice.

Changing the Existing Plan

Vtiger is flexible and will not force you to stay in the same plan throughout your billing cycle. You can change your existing plan at any point in time. You have the option to either upgrade or downgrade the plan based on your necessity.

Changing the plan

Follow these steps to change the plan:

1. Click on the User Menu icon.
2. Click on the Billing button.
3. Go to the Subscription Details tab.
4. Click Change Plan.

5. Choose the plan on Monthly or Annual basis and from these editions:
   1. Sales
   2. Help Desk
   3. Marketing
   4. Vtiger One
6. Now you can activate the subscription for the plan of your choice.

Calculation done by Vtiger

Consider you have subscribed for Sales edition ($12 per user) and wanted to upgrade to Vtiger One edition($36 per user). Your account will be charged the difference in the price for the remaining portion of the current billing period. But if you choose to downgrade from Vtiger One edition to Sales edition, your billing process will be carried out on the next billing date.

Canceling a Subscription

You can cancel your paid account anytime you need it. You can also export your data before canceling your Vtiger CRM On-Demand service.

Follow these steps to cancel a subscription:

1. Click on the User Menu icon.
2. Click on the Billing button.
3. Go to the Subscription Details tab.
4. Click the Cancel Subscription button.

5. In the Confirm Subscription Cancellation window, select the appropriate radio button for cancellation feedback.
6. Enter your feedback.
7. Click Send Feedback and Cancel My Subscription to cancel the subscription.
   •  You can click on Schedule Meeting with CRM Advisor to schedule a meeting via the Appointment page to discuss your queries regarding the CRM.

8. After submission, you can view your subscription cancellation details.

Reactivating the Subscription

If you change your mind, and if you want to activate your canceled or suspended subscription, Vtiger will allow you to do so. You will have the option to reactivate your account within 15 days of your cancellation or else you have to do a new sign up.

Follow these steps to reactivate your account:

1.  Click on the User Menu icon.
2. Click on the Billing button.
3. Go to the Subscription Details tab.
4. Click the RE-ACTIVATE button on your current plan.

Your account will be reactivated to the plan that you had subscribed to previously. 

Troubleshooting Tips