Manage Subscriptions – Feature Guide

1. Feature Overview

The Manage Subscriptions UI allows you to efficiently view and manage all aspects of your LeadSquared subscription. Access detailed information about your current active plan, including licenses, utilization, and any add-ons associated with your subscription. Additionally, you can review and pay invoices related to your LeadSquared licenses, ensuring your account remains up-to-date. The UI also provides a convenient way to directly purchase add-on licenses along with your subscription. Furthermore, you can view your company’s profile and billing details, as well as LeadSquared’s registration and banking information, all in one place.

2. Prerequisites

• Manage Subscriptions must be enabled on your account. Reach out to support@leadsquared.com.
• You must be the Billing User on your LeadSquared account. To learn more, see How to set an Administrator as the billing user?

3. Home Page

3.1 Plan Details

The Subscription card on the homepage provides an overview of your plan. It displays the name of your current plan along with visual representations of both the contract duration and billing duration.

The Contract Duration bar represents the start date, end date, and total duration of your LeadSquared contract. The duration of the subscription is represented in percentage. By hovering over the percentage displayed on the bar, you can see how many days of the subscription have passed.

The Billing Duration bar represents the billing period for your LeadSquared subscription. The bar displays the billing start date, billing end date and total billing duration of the plan. Payments can be made on a monthly, quarterly, half-yearly or yearly basis. Hover over the green bar to view the current billing period. The bar’s progression increases as billing cycle invoices are raised for each billing period.
For example, in the screenshot below the progress bar is green till the end of August 2024, as the billing cycle invoices are raised till that date.

3.2 Subscription History

Click and navigate to Show History on the Subscription card to view the Subscription History popup. Here, you can view your past and current subscriptions with their details including the plan name, contract duration, billable duration, and payment mode with the statuses of the subscribed plans –

• Active – current plan of your LeadSquared subscription
• Expired – previous plan of your LeadSquared subscription

3.3 Monthly Subscription

Click on the amount shown under Monthly Subscription on the Manage Subscriptions homepage to see a detailed breakdown of your subscription which includes your plan and add-on (recurring and one-time) details.

Plan Bundle is the default set of licenses procured, that consists of base and contractual adjustments.

Recurring Add-ons are additional licenses purchased apart from the ones included in your plan bundle. They come with a monthly value based on the number of units purchased.

One-Time Add-ons are additional licenses purchased separately from the plan bundle and are charged only once.

3.4 Total Outstanding

The Total Outstanding card on the homepage shows the total amount that must be paid. This includes both due and overdue invoices. Click Review & Pay to see a detailed list of all your invoices on the Invoice & Payments page. Here, your pending invoices will be selected by default to proceed with the payment.

3.5 Billing Frequency

The Billing Details card displays your billing frequency, billing period and next bill due date.

Your billing frequency could be –

3.6 Billing Details

The Billing Details button on the top right of your Manage Subscription homepage opens a popup with –

• Customer Information – Your company details based on your country (refer table below). Here you can add email IDs of upto 20 Billing Recipients and Billing Escalation Recipients to notify the users about invoice release and updates. All the other details are non-editable. To edit these details, reach out your account owner or billing.ops@leadsquared.com.
• About LeadSquared – LeadSquared company details including the Legal Entity Name, address, registration details and bank details.

The following table displays the Customer Information displayed based on different geographical settings –

4. Subscription Details Page

The Subscription Details page offers an overview of all the licenses purchased and their limits. Here, you can make additional license purchases by clicking Buy Add-ons. You can also toggle between License Usage and Metered Usage, and search for a particular license using the search tab.

4.1 License Usage

The License Usage page under Subscription Details displays the usage of all the licenses in your account. Here, you can view license details including –

Hover over the number displayed under maximum limit of a particular license to see the breakdown of the license allocated within your plan which includes the base limit, contractual adjustments, purchased as recurring add-ons or one-time add-ons. A pop-up displays the Limit Bifurcation of each license.

4.2 Metered Usage

The Metered Usage page displays the usage of all licenses that are metered in nature. This includes licenses that can be consumed in specific transactions like API calls/messages/emails/conversations/automation executions, etc. You can monitor the usage at any point of time. On this page, you can view license details including –

You can see the Metered Usage of a particular month by clicking the box under Calendar and selecting the relevant month from the pop-up.

4.3 Monitoring Metered Usage

While using licenses that are metered in nature, there is a possibility that you exceed your limits. To drill down to a monthly/daily view of your metered usage –

1. Click the relevant license on the Metered Usage page.
2. A pop-up displays the details about the usage of the license including the usage of the month, the allocated limit, the usage, the additional usage, billed usage, rate and additional bill amount.
3. Click alongside the month column to view a day-wise breakdown of the usage.

4.3 Refresh Metered Usage

On the Subscription Details page, get the latest usage of your metered license by hovering over the Usage number alongside the relevant license. Click to refresh. This will display the most recent usage count.

5. Invoices & Payments Page

On the Invoice & Payments page, you can view, download and pay all your LeadSquared subscription invoices.

The page displays details of invoices including –

5.1 Search & Filter Invoices

To search for a particular invoice based on the Invoice ID –

1. Click Search.
2. Enter the relevant Tax Invoice Number and click .

To Filter and view relevant invoices –

1. Click Show Filters.
2. You can filter invoices based on the Invoice Date, Invoice Status and Transaction Status. Select the relevant filter from the dropdowns.

5.2 Pay Outstanding Invoices

The outstanding LeadSquared subscription invoices can be paid by selecting either single or multiple invoices.

To pay a single or selected number of invoices –

1. Navigate to Manage Subscriptions>Invoice & Payments.
2. Click the check box alongside the relevant invoice or invoices.
3. Click Review & Pay. The popup displays the breakdown of your subscription –

• India – number of invoices you are paying for, amount before tax, TDS percentage, TDS amount, amount after tax and the Net Payable amount.
• The US and other countries – number of invoices you are paying for, amount before tax, amount after tax and the Net Payable amount.

Click Pay on the bottom of the screen. You will be redirected to the payment gateway.

To pay all outstanding invoices –

1. On the Invoices & Payments page, click the number of invoices on the Total Outstanding Amount card. All the unpaid invoices will be selected.
2. Click Review & Pay. A popup displays the breakdown of your payment with details.
3. Click Pay and you will be directed to the payment gateway.

5.3 Download Invoices

You can download your LeadSquared subscription invoices in single or bulk from the Invoice & Payments page.

To download a single invoice –

1. Navigate to Manage Subscriptions>Invoice & Payments.
2. Click the Invoice ID of the relevant invoice. The invoice will be downloaded.

To download multiple invoices –

1. Click the check box alongside all the relevant invoices.
2. Click Actions and select Download Invoice. All the selected invoices will be downloaded.

To download all your outstanding invoices –

1. Click on the number of invoices mentioned in the Total Outstanding Amount card. All the outstanding invoices will be selected.
2. Click Actions and select Download Invoice.

6. Buy Add-ons

You can buy additional recurring or one-time licenses that are not available on your current plan using the Buy Add-ons option.

1. Navigate to the Subscription Details page on Manage Subscriptions.
2. On the top right, click Buy Add-ons.

Alternatively, you can access the Buy Add-ons page –

1. On your Manage Subscriptions homepage, click the amount displayed below the Monthly Subscription.
2. On the Monthly Subscription popup, click Buy Add-ons. You will be redirected to the Manage Subscriptions page where you can purchase the add-ons.

7. Contact Us

Click to find email IDs of your Finance Owners, Account Owners and Customer Support on your Manage Subscriptions homepage. You can reach out to the relevant personnel to upgrade, downgrade or switch plans, or if you face any issues with your invoice payment. You can send emails to them individually or in bulk. You can also copy these emails to add them to your own directories.

To send an email to a single specific point of contact, click on their email address. This will open a draft in your default email application, allowing you to compose and send your mail.

To send an email to multiple points of contact, click . This will open a draft in your default email application, allowing you to compose and send mails to all the relevant POCs.

8. Usage Notifications

All admin users will receive email notifications for reaching certain limits of license usage. By clicking on the Manage Subscriptions button, they can access the Manage Subscriptions portal to review their plan and licenses.

Email Notifications will be sent when your License  –

• Usage reaches Critical Levels (Below 100%)

• Capacity is Fully Utilized (Over 100%)

• Usage stops due to Overuse (Over 125%)

9. Error

If you face the error saying “Access Denied! You do not have sufficient permission to access this page.”, it could be because

• Manage Subscriptions is not enabled on your account. Reach out to support@leadsquared.com to get this enabled.

• You are an administrator, but not the billing user on your account. To learn more, see  How to set an Administrator as the billing user?

• You are not an administrator user.

10. FAQ

1. What licenses are included in my current plan and how can I add more?

To see the licenses included in your current plan, click the amount shown on the Subscription Details page. You can toggle between Metered Usage and License Usage to view the relevant licenses. You can purchase additional licenses through Manage Subscriptions. To add more licenses to your base plan, click Buy Add-ons from your Subscription Details page. You can only buy those add-ons that are available with your plan.

2. How can I upgrade, downgrade or switch my subscription plan?

Click the email icon in the bottom left corner of the Manage Subscriptions page and contact the finance or account owner to request a change.

3. How to change the Billing User?

There can only be one billing user at any given time. To set another Administrator as the billing user –

1. Navigate to Settings>Users and Permissions>Users.
2. Along the row of the Administrator you want to set as the billing user, hover your cursor over   and select Set Billing User.
3. On the Set Billing User pop-up, click Yes.

4. How do I track my usage of metered licenses (API calls, emails, automation executions, etc.)?

To view your usage of metered licenses –

1. Navigate to Manage Subscriptions>Subscription Details.
2. Click the Metered Usage tab.
3. Click the relevant license from the list of metered licenses.
4. A popup comprehensively displays the month-wise and day-wise breakdown of the limits, usage, additional usage, billed usage, rate and additional bill amount of the particular license.

5. What are the limits for my Metered Licenses?

The limits for your Metered Licenses are based on your plan. However, you are free to use more than the given limit at a defined rate, by incurring an additional cost.

6. How can I monitor my License Usage to avoid exceeding limits?

The Subscription Details page displays all the licenses you have purchased along with their maximum limit, your utilization, remaining limit and a bar visually representing your usage. Hover over the number displayed under maximum limit of a particular license to view a pop-up displaying the Limit Bifurcation of the license. This pop-up displays the limit of the license available –

• With your Base Plan
• under Contractual Adjustments
• As Recurring Add-on
• As One-Time Add-on

7. How is my billing calculated?

Your bill is based on your Monthly Subscription, which includes your base plan (or Plan Bundle) and any recurring add-ons. One-time licenses involve a single payment. If you exceed your plan’s limits through metered usage, additional charges will apply. When you choose to pay quarterly, half-yearly, or yearly, the Monthly Subscription rate is multiplied by the number of months in that period—three months for quarterly, six months for semi-annual, and twelve months for annual payments. Additionally, all add-ons are billed on a pro rata basis, depending on the end date of your respective billing cycles.

8. Can I view and download my invoices?

You can view and download your invoices, either individually or in bulk, from the Invoice & Payments page on Manage Subscriptions.

9. How do I update my Billing Details?

You can access your company profile and LeadSquared’s billing details on clicking the Billing Details button on the Manage Subscription homepage. You cannot edit your company’s information by yourself. Reach out to your Account Owner to change these details.

10. What happens if I exceed my usage limits? Are there any overage charges (additional billing/costs)?

You will receive email notifications about your license usage limits periodically (at 75%, 85%, 95%,100% and 125%). You will be billed additionally for extra usage and you can continue using the license. However, on crossing the 125% limit, the service will stop, and you won’t be able to use it until you purchase additional limits. Monitor your usage and buy more add-ons to avoid service interruption.

11. How quickly will new licenses be activated after purchase?

The new licenses that you purchase will be activated immediately.

12. Can I get a refund for unused licenses if I downgrade or cancel my plan?

Refund is not applicable on the licenses procured.