Billing & Payments

Manage your payment methods, view invoices, and understand billing in Youth Coach Hub.

Overview

All billing and payment management is available in Team Settings. As the team owner, you have access to payment methods, invoices, and subscription details.

Accessing Billing

  1. Go to your team dashboard
  2. Click Settings in the navigation
  3. Select the Subscription tab

Billing Dashboard

The Subscription tab shows:

  • Current Plan - Your active subscription tier
  • Status - Active, Trial, or Past Due
  • Renewal Date - Next billing date
  • Plan Limits - Uploads, cameras, retention

Payment Methods

Payment methods are securely managed through Stripe, our payment processor. We never store your card details directly.

Managing Your Payment Method

  1. Go to Team Settings > Subscription
  2. Click Manage Payment Method
  3. You'll be redirected to Stripe's secure billing portal
  4. Add, update, or remove payment methods there

Accepted Payment Types

  • Credit Cards - Visa, Mastercard, American Express, Discover
  • Debit Cards - Most debit cards with card network logos

Updating Your Card

When your card expires or changes:

  1. Go to Team Settings > Subscription
  2. Click Manage Payment Method
  3. In the Stripe portal, add your new card and set it as default

Note: You must have at least one valid payment method for active subscriptions.

Purchasing Additional Tokens

Need more film uploads? You can purchase additional tokens that never expire.

How to Purchase Tokens

  1. Go to Team Settings > Usage
  2. Find the Purchase Additional Tokens section
  3. Select quantity using +/- buttons
  4. Each token costs $12.00
  5. Click Purchase
  6. Complete Stripe checkout

Token Details

  • Purchased tokens never expire
  • Used after your subscription tokens run out
  • Can be used for either team or opponent film
  • Charged immediately to your payment method

Billing Cycles

Monthly Billing

  • Charged on the same date each month
  • Based on when you first subscribed
  • Example: Subscribed on the 15th = billed on the 15th

Annual Billing

  • Charged once per year
  • 20% savings over monthly
  • Renews on subscription anniversary

Invoices and Receipts

Viewing Invoices

  1. Go to Team Settings > Subscription
  2. Click Manage Payment Method
  3. In the Stripe portal, view your billing history and invoices

Invoice Details

Each invoice shows:

  • Invoice number
  • Date
  • Amount charged
  • Payment method used
  • Plan and period

Downloading Invoices

  1. Open the Stripe billing portal
  2. Find the invoice in your history
  3. Click to download the PDF

Need an Invoice for Reimbursement?

All invoices include:

  • Your name/organization
  • Service description
  • Amount paid
  • Payment date

Contact support if you need additional details for school reimbursement.

Understanding Charges

Regular Subscription Charges

Your plan price, charged each cycle:

PlanMonthlyAnnual
BasicFreeFree
Plus$29$290
Premium$49$490

Token Purchases

One-time charges for additional uploads:

  • $12.00 per token
  • Appears as separate line item
  • Charged immediately

Prorated Charges

When you upgrade mid-cycle:

  • Charged for remaining days at new rate
  • Credit applied for unused days at old rate
  • Net difference charged immediately

Failed Payments

Why Payments Fail

Common reasons:

  • Expired card
  • Insufficient funds
  • Card declined by bank
  • Incorrect card details

What Happens When Payment Fails

When a payment fails, here's the process:

  1. Immediate: Stripe attempts to charge your card
  2. Day 1: You receive an email notification about the failed payment
  3. Days 1-7: A warning banner appears in the app showing days remaining
  4. During grace period: Stripe makes multiple retry attempts automatically
  5. After 7 days: If not resolved, account access is suspended

In-App Warning Banner

When your payment fails, you'll see a warning banner at the top of the app:

  • Amber banner: Shows during the 7-day grace period with countdown
  • Action button: Click "Update Payment" to fix immediately
  • Dismissible: You can dismiss the banner for 24 hours, but it will return

Grace Period (7 Days)

After a payment fails, you have 7 days to update your payment method:

  • Full access continues during this period
  • The warning banner shows how many days remain
  • Stripe automatically retries payment during this time
  • If payment succeeds (retry or updated card), the warning clears

Account Suspension

If the grace period expires without successful payment:

  • Access to team features is blocked
  • You'll be redirected to a payment update page
  • Your data is preserved and safe
  • Access is restored immediately when payment succeeds

Resolving Failed Payments

To restore access:

  1. Go to Team Settings > Subscription
  2. Click Manage Payment Method
  3. Update your card in Stripe's secure portal
  4. Payment will be retried automatically
  5. Once successful, access is restored immediately

Avoiding Payment Issues

To prevent failed payments:

  • Keep your card details up to date
  • Update expiring cards before they expire
  • Ensure sufficient funds around billing dates
  • Add a backup payment method in Stripe

Refunds

Refund Policy

When you downgrade your subscription, you keep full access until the end of your current billing period. No prorated refunds are issued.

  • Monthly subscriptions: Access continues until end of current month
  • Annual subscriptions: Access continues until end of current year

Questions About Charges

If you have questions about a charge:

  1. Contact support
  2. Explain the situation
  3. We'll review and respond

Tax Information

Sales Tax

Depending on your location:

  • Sales tax may be added to charges
  • Tax appears as a separate line on invoices
  • Rates determined by your billing address

Tax-Exempt Organizations

If your organization is tax-exempt:

  1. Contact support
  2. Provide tax-exempt documentation
  3. We'll update your account
  4. Future charges won't include tax

Multiple Teams

Separate Subscriptions

Each team has its own subscription:

  • Billed independently
  • Can have different plans
  • Managed separately in each team's Settings

Viewing All Your Teams

If you own or coach multiple teams:

  1. Go to your team list
  2. Select each team
  3. Access Settings > Subscription for each

Security

Payment Security

Your payment information is secure:

  • Processed by Stripe (industry standard)
  • Card numbers are not stored on our servers
  • PCI-DSS compliant
  • SSL encryption on all transactions

Fraud Protection

We monitor for suspicious activity:

  • Unusual login locations
  • Multiple failed payment attempts
  • Unexpected plan changes

Common Questions

When will I be charged?

On your billing date each month (or year for annual). Check Team Settings > Subscription for your specific date.

Can I get a receipt for each payment?

Yes, invoices are available in your billing history immediately after each charge via the Stripe portal.

How do I update my billing email?

Billing notifications go to your account email. Update your email in account settings.

What if I need to dispute a charge?

Contact support first. We'll investigate and resolve most issues directly.

Can I pay by check or invoice?

We currently only accept credit and debit card payments through Stripe.

Is my payment information safe?

Yes, we use Stripe for payment processing and never store your full card number.

Troubleshooting

Can't Access Billing

  • Only team owners can access billing
  • Make sure you're logged into the correct account
  • Try logging out and back in

Issues with Payment Method

If you're having trouble updating your payment method in Stripe:

  • Verify card details are correct
  • Check that the card isn't expired
  • Try a different card
  • Contact support if issues persist

Wrong Amount Charged

  • Check for prorated charges from plan changes
  • Review token purchases
  • Check tax charges
  • Contact support if it still seems wrong

Next Steps

View Full User Guide