Billing Plans & Promo Codes

For company admins — understanding your billing

Where: Company → Settings → Billing Plan tab

URL: https://organization.actnation.io/company/settings/billing-plan

Your Billing Plan tab shows:

• Your plan name and an Active since (or inactive) badge.
• Base price, price per employee and billing frequency (every month or every N months).
• If a promo code applies, the discounted base and per-employee amounts and the promo code's end date.
• The monthly base total and monthly employee total, and the next billing date. During a free trial, the free-trial end date is shown instead.
• A "click here" link to your billing invoices.
• If your company has no billing plan yet, a message saying so.

Invoices are sent to your Billing / Finance email if you've set one, otherwise to your Contact email address — both are edited from Company → Settings → Company, not from this tab. See Company Settings.

Company bank details are edited from Company → Settings → Company, not from the Billing Plan tab. They are not required for ActNation subscription invoicing, but remain required for outbound NGO donation payments, so incomplete bank details can delay payouts without delaying subscription invoices.

Important: Billing subscriptions are created and managed by Actnation platform administrators. If your company needs a subscription created or modified, contact your Actnation account manager or use the Help tab in Settings.

Viewing and downloading invoices

URL: https://organization.actnation.io/company/billing-invoices

1. Go to Company → Settings → Billing Plan and click the click here link next to the invoices text.
2. Find the invoice you need.
3. Click Download to open the PDF in an in-page preview — it includes invoice number, billing period, recipient, and total amount. Use the browser PDF controls if you need to save it.

How promo codes work

If your company has been assigned a promotional code:

• The discount applies automatically to invoices generated while the promo code is within its active date window (start date to end date in UTC).
• The Billing Plan tab shows the discounted prices and the promo code's end date.
• A promo code can discount the base price, the per-employee price, or both, either as a percentage (1–100 %) or as a fixed DKK amount.
• Outside its active window a promo code no longer applies a discount.

For platform admins — managing promo codes

Where: Admin portal → Promo Codes

The list shows Code, Description, Status (Active, Scheduled or Inactive), Base discount, Employee discount, Billing plan, Date range and Usage (used/max).

1. Search: Use the search field to find codes by code value. Use pagination for additional results.
2. Create: Click Create Promo Code and complete the drawer form:
   • Code (required, up to 20 characters) and Description (up to 255 characters).
   • Discount type: percentage or fixed DKK amount.
   • Billing plan (optional): limit the code to one plan.
   • Base discount and/or Employee discount: at least one is required. A percentage must be 1–100. A fixed amount must be at least 1 and cannot exceed the price of the selected plan (or of the cheapest plan if no plan is selected).
   • Start date and End date (both required) and an optional Max usages (at least 1).
3. Edit: Click the row action → Edit. The same form opens.
4. Deactivate / Reactivate: Use the row actions to switch a code off or on. Promo codes cannot be deleted from the portal.

Notes:

• Each company can have one linked promo code at a time.
• A single promo code can be linked to multiple companies.
• Usage is capped by Max Usages — the platform tracks usage count automatically.
• A nightly job (DeactivatePromoCodesJob) marks expired codes as inactive.

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