Choosing, changing and paying for your plan

This article is about what you pay us for Passavo: your plan, how you pay and where to find your invoices. Everything happens on one screen: Settings → Subscription in the menu on the left.

At the top right of that screen is the Manual button: it brings you to this article.

What you need beforehand

• The owner role. Only an owner chooses a plan, sets up the payment method, changes the billing details or cancels.
• An administrator (your treasurer, for example) sees the same page, can download invoices and pay an outstanding invoice, but changes nothing about the plan.
• For a paid plan: a payment card, the details of your organisation's bank account, or a card with Bancontact.

What you see at the top

The Your plan block shows:

• Plan — for example Start, Growth or Pro;
• Billing — monthly or yearly;
• Price — the amount without VAT, and below it the same amount with VAT;
• Status — for example Trial, Active or Past due;
• Next charge — the date and amount of your next payment.

If you are still in your trial period, it says until when. During your trial you pay nothing.

Choosing or changing a plan

1. Open Settings → Subscription.
2. Expand the Compare plans block. You see the four plans side by side, with the same prices as on our website. Your current plan has the label Your current plan.
3. At the plan you want, click Choose monthly or Choose yearly. To go to the free plan, click Choose this plan.
4. A window opens. At the bottom it says in plain words what the change costs and when it takes effect. Read it through.
5. Click Confirm.

You can also open the same window with the Change your plan button under Your plan. There you choose the plan and the billing cycle yourself in two lists.

When does the change take effect?

What you do	When	What happens to the price
To a more expensive plan	right away	You pay the difference for the days left in your current period. It appears on your next invoice.
To a cheaper paid plan	right away	What you overpaid for the remaining days is deducted from your next invoice.
From monthly to yearly (or the other way round)	right away	A new period starts today. You pay it right away, minus the part of your current period you have not used yet.
To the free plan	at the end of your period	You keep your paid plan until that date. After that you pay nothing more. This is the same as cancelling.

During your trial nothing changes in what you pay: your trial simply continues, and only afterwards do you pay the new price.

From free to a paid plan you get a free fourteen-day trial once. If you already had a trial before, you pay from today.

The amount in the window is an estimate to the cent; the exact amount is on your invoice.

Monthly or yearly?

Yearly you pay ten months instead of twelve: two months free. The window always mentions it.

What if I am above a limit of my new plan?

If you move to a smaller plan while you have already sold more, or have more locations, devices or staff than that plan allows, the window says so in red, before you confirm.

You can still confirm. Nothing is deleted and nothing stops today:

• what you already have simply keeps working;
• if you are above the ticket limit, your sales continue for another fourteen days. After that only the sale of paid tickets stops, until you choose a bigger plan again. Free registrations always keep working;
• on the free plan you can also pay separately for an event that is above 100 paid tickets (see below).

Setting up your payment method

1. Open Settings → Subscription.
2. In the Payment method block, click Set up automatic payment.
3. You arrive on the secure payment screen of our payment service. Choose how you want to pay:
   • a card (Visa, Mastercard, …);
   • a direct debit from your organisation's account (SEPA);
   • Bancontact: you make your first payment with your Bancontact card, and after that it goes automatically by direct debit from the same account.
4. Confirm. You automatically return to the Subscription page.

After that it says Your subscription is collected automatically, with the card or account that is used. If you are still in your trial, nothing is charged until your trial ends.

Which payment methods you see depends on your country. We never store your card or account details ourselves.

Changing your payment method

Click Change payment method. You arrive in the customer portal of our payment service. Add a new card or account there and make it the default. Then click the back button in that portal.

Paying an outstanding invoice

If a payment fails, or your trial ended without a payment method, a coloured Next step block appears at the top of the page with two buttons:

1. Pay / Pay now — pay the outstanding invoice;
2. Set up automatic payment or Change payment method — so it happens automatically next time.

Do both. You pay the outstanding period only once: the automatic payment only starts after the period you have just paid.

If sales are on hold because of a missing payment, this page always stays available. As soon as the payment is in, you can sell again.

Your invoices

At the bottom is the Invoices block: number, date, amount, VAT and status. Each invoice has:

• Pdf — the invoice to keep or forward;
• UBL — the e-invoice your accountant imports directly;
• Pay — only for an invoice that is still outstanding.

Updating your billing details

1. In the Billing details block, click Change billing details.
2. Fill in the name on the invoice, the address, the country, the VAT number (if you have one) and Email invoices to.
3. Click Save.

Your VAT number is checked right away with VIES, the VAT database of the European Commission. Next to the number you then see valid in VIES, unknown to VIES or not checked yet.

• Valid: VAT is reverse-charged and you pay the price without VAT.
• Unknown: check the number, with the country code in front (for example BE0123456789). Until it is correct, VAT is added to your invoice.
• Not checked yet: VIES did not answer. We try again with your next invoice.

A change applies from your next invoice.

Cancelling

1. In the Your plan block, click Cancel.
2. The window says until when you can keep using everything. Click Cancel.

You keep your plan until the end of your period — or until the end of your trial, if you are still in it. After that you continue on the free plan. Your shop, your tickets and your data stay; nothing is deleted.

Not cancelling after all?

Click Withdraw cancellation, as long as the end date has not passed. Your subscription then simply continues, with the same payment method.

If you choose another paid plan before that date, your cancellation is also withdrawn automatically.

Paying for one event separately

On the free plan each event sells up to 100 paid tickets. Do you already know an event will go above that?

1. In the Your events block, click Unlock an event in advance.
2. Choose the event.
3. Click the pay button and pay once.

That event then sells unlimited paid tickets, for good. No subscription starts and no card is stored. This is possible at most twice per calendar year. If an event is already above its limit, the Pay for this event button is shown right there as well.

Common mistakes

Entering your VAT number without the country code. Type BE0123456789, not 0123.456.789.

Only clicking Pay. That pays that one invoice. Also click Set up automatic payment, otherwise next month you get another invoice to pay yourself.

Switching to the free plan and thinking it happens right away. You keep what you paid for until the end of your period.

Frequently asked questions

Do I pay anything per ticket sold? No. You pay a fixed amount per month or per year.

Can my treasurer see the invoices? Yes. Give them the administrator role. They see the invoices, download them and can pay an outstanding invoice. They cannot change the plan or cancel.

Why is there 20 % VAT on my invoice? Because your organisation has no valid European VAT number. With a valid number the VAT is reverse-charged. See Updating your billing details.

Where is pausing? Under Your plan there is Pause for those who pay monthly. Everything about it is in Your plan, your invoices and pausing.