Genie Snap^® Plans and Billing Guide

Every billing account has a plan. The plan sets how many forms the account can keep, and how many submissions it can make each plan year. A signature request is a submission, so it uses the same yearly limit. You see the plan, this year's usage, and the plans on offer on the Plan & Usage page.

This site doesn't sell plans, so there is nothing to buy or change. The limits of your account's plan still apply, and they are described below.

Billing Accounts

A billing account holds a plan and counts the usage against it. Each person gets their own default billing account the first time they sign in.

Forms count against the account that pays for the form's team, in all the teams it pays for together. When you save a new form in the editor, you choose its team, and the Save dialog shows how many forms that team's account has left.
Submissions, signature requests included, count against the account that pays for the submission's team.
Your default account is your personal account. It pays for your default team and any team you create. Work in a team that another account pays for counts against that account, so you don't need a plan of your own for it.
A new team is paid for by its creator's default account. When a team changes owner, the owner chooses whether billing stays or moves. See Teams and eSignature.
Only the account's owner and its backup admins can see the account on Plan & Usage and change its plan. Team permissions don't give access to billing.
The owner names the account and chooses up to two backup admins on Plan & Usage. A backup admin can change or cancel the plan, but not who else manages it. The site's billing team can change all of these, the owner too, in Billing Admin.
Deleting your Genie Snap account ends any paid plan you pay for at once, with no refund. Teams that other people own and that your account paid for move to their owners' own accounts, and you stop being a backup admin anywhere. Your billing records are kept, closed, for invoicing.

Plan & Usage

Open your profile menu and select Subscription Plans to open Plan & Usage. If you manage more than one billing account, choose the account at the top of the page.

Current plan: the plan's name, its price, and its status. For a paid plan, it also shows the renewal date, or the date the plan ends.
Usage this plan year (or this month or quarter, on a monthly or quarterly plan): submissions used, out of the plan's limit, with the dates of the period, and forms used, out of the form limit, in all the teams the account pays for. A bar turns amber near the limit and red at the limit.
Plans: every plan on offer, with its price and limits. Your current plan is marked.
Who manages billing: the account's owner and backup admins. The owner can change the account's name, add a backup admin by email address, or remove one. Everyone added or removed is emailed.
Download usage history: a CSV file of the submissions in each month, quarter, and plan year of the last two years, to open in a spreadsheet.
Teams you work in: every team you're a member of, the account that pays for it, and its plan. If you manage that account, its name links to its Plan & Usage. Usage is only shown to the paying account's owner and backup admins.

When the account shown is your personal account, the page says so. If you also work in teams that other accounts pay for, and your personal account is on the free plan, the plans are folded away under Plans for your personal account: you only need a larger plan there for forms and submissions in teams your account pays for.

Status	What it means
Active	The plan is paid and its limits apply.
Ends on a date	The paid plan has been canceled. Its limits apply until that date, and then the free plan's limits apply.
Payment failed	The last payment didn't go through. The plan stays while the payment is tried again. Update the payment method to keep it.
Renewal payment due	The paid period has ended without a renewal payment. The plan's limits continue for the grace period. See Renewals and the Grace Period.
Ended	The paid plan has ended and the free plan's limits apply. Your forms and submissions are kept.

How Limits Are Counted

Limit	What counts	What doesn't
Forms	Each form in a team the account pays for, in all those teams together. This is a total, not a yearly count.	Saving a new version of an existing form, and the old versions that Replace keeps.
Submissions per plan year, month, or quarter	Each new submission, from a form, the API, or Document Setup. A signature request sent from Document Setup or the API is one submission, however many documents it holds.	Updating a submission. Edit mode, which never creates a submission. Starting signing on an existing submission, resending, reminders, signing, and aborting.

The plan year starts on the day the account was created, or on the day it moved to a paid plan, and repeats every year. Usage starts again from zero at the start of each plan year.
Monthly and quarterly plans get their submissions a period at a time: a twelfth of the yearly figure each month, or a quarter each quarter, rounded up. Months and quarters start on the plan year's day. Unused submissions don't carry over. Yearly and free plans get the whole year's submissions at the start of the plan year.
Submissions created by an Internal Submission Generator are counted, but never refused, so a chained workflow doesn't stop part-way.
Deleting a submission doesn't give back its count for the plan year. Deleting a form frees a form slot at once.
Forms that change team: copying a form counts against the account of the team you copy it to. Moving a form to a team that another account pays for counts against that account and is refused when it has no form free. Moving a form between teams of the same account is never refused.

At a limit:

A new form, submission, or signature request is refused with a message in the person's page language. Team members, and integrations calling the API, are told which account pays for the team, its plan and limit, and whom to ask: the account's owner and backup admins are told to change the plan on Plan & Usage. People filling in a public form see a general message that doesn't name the account or its owner.
The account owner is emailed, at most once a day for each limit.
Everything already saved keeps working. You can still open, update, download, and sign existing submissions.
To continue, change to a larger plan, wait for the next plan year, or (for forms) delete forms you no longer need.

When an account has used 80% of its submissions for the year, or for the month or quarter on a monthly or quarterly plan, its owner and backup admins are emailed once, and the Dashboard shows a notice.

Renewals and the Grace Period

If a paid period ends without a renewal, the plan's limits continue for 7 days. This grace period gives a late payment time to arrive. After it, the free plan's limits apply.

Nothing is deleted when a plan ends. Forms and submissions above the free plan's limits stay, and they can still be opened and worked. Only new forms, submissions, and signature requests over the limits are refused.

Notices and Emails

The Dashboard shows one notice for your personal billing account when something needs attention: the plan has ended, a renewal payment is due, a payment failed, the plan is ending, or a submission limit is nearly or fully used. Each notice links to Plan & Usage.

Email	Sent when	Sent to
Your plan has ended	The grace period ended without a renewal.	Owner and backup admins
Submissions used	80% of the limit is used. Once per plan year, month, or quarter.	Owner and backup admins
Limit exceeded or reached	A form or submission was refused at the limit. At most once a day.	Owner
Billing managers changed	The account's owner or backup admins changed.	Everyone who manages the account, before and after the change

Billing emails are sent in the site's default language and link to Plan & Usage.

Teams and eSignature

Transferring a team: after choosing the new owner, the current owner chooses who pays for the team from then on. Nothing is chosen for you.
- Keep: the team stays on the account that pays for it now.
- Move: the team moves to the new owner's default account, and its forms and future submissions count there. Usage already counted this plan year stays where it is. A move is never refused. If the team's forms put the new owner's account over its form limit, the dialog warns you, nothing is deleted, and no new forms can be added to that account's teams until its plan is changed.
See Transfer Team Ownership.
Saving a form: the editor's Save & Go Live dialog asks which team the new form belongs to, from the teams where you can manage forms. Each team shows who pays for it and how many forms are left. A team with none left can't be chosen. Replacing a form keeps it in its own team.
Send for team: in Document Setup, if you can send for more than one team, choose the team the request belongs to. That team's billing account counts the request as one submission. The line below the choice shows who pays and how many submissions are left.

Billing Admin

Billing Admin is for the people who run the site's billing. It appears in their profile menu, and nobody else can open it. The operators are set by whoever installs Genie Snap.

Tab	What it's for
Plans	Add and edit plans: name, price, currency, billing frequency, and the limits for forms and submissions. Tick Unlimited for no limit. Untick Offered to stop selling a plan; accounts already on it keep it. A plan can't be deleted while accounts are on it.
Provider prices	Link each paid plan to its Stripe price. When the site uses Stripe, each price is checked with Stripe before it's saved, and anything that doesn't match the plan is listed.
Accounts	Find an account by email or account id and see its plan, status, paid-until date, and usage, including its forms in all the teams it pays for. For accounts billed by invoice, set the plan, the status, and the paid-until date, and record a payment. Under Who manages this account, change the owner, the account name, or the backup admins, for example when an owner leaves. Download the usage exports.
Billing events	The latest notifications from the payment provider, with their result. Filter by result or account, and open one to see its details.

For administrators: The payment provider, its keys, the grace period, and the operators are set per site in the billing configuration file, as described in the Installation Instructions.

Charging Departments for What They Use

An organization that runs Genie Snap for itself can use plans to charge each department for its use, or just to show each department what it uses.

Set the provider in billing.json to Manual. No card payments are needed.
Each department head's billing account can serve as the department's account. Teams the head creates are billed to it, and an existing team can move to it when its ownership is transferred. See Teams and eSignature.
In Billing Admin, add plans at your internal rates and put each department's account on one.
When finance posts a charge, move that account's paid-until date forward in Billing Admin.
Name each department's account on Plan & Usage or in Billing Admin, so it's easy to find in the exports.
Each department sees its own usage on Plan & Usage and can download its usage history.
Finance downloads the usage exports from Billing Admin. See Usage Exports.

Usage Exports

On the Accounts tab of Billing Admin, two CSV files open in any spreadsheet. Dates are UTC.

Export	What it lists
All accounts, current usage	One row per billing account: its name, owner and backup admins, its plan and price, its status, the limits that apply now, its forms in all the teams it pays for, its submissions this month or quarter and this plan year, and the teams it pays for.
Usage by period	One row per account and period, for each month, quarter, and plan year that overlaps the dates you choose, with its submissions.

On a monthly or quarterly plan, each submission counts in its month or quarter and in its plan year. Add up the Month or Quarter rows, or use the Plan year row, but not both.
A yearly plan has plan-year rows only. To charge a department each month, put its account on a monthly plan.

In-Form Payments Are Separate

A plan is what an account pays for using Genie Snap. In-form payments are what your own customers pay you when they submit one of your forms, into the team owner's Stripe account. The two don't affect each other. See In-Form Payments.

Plans and Billing Guide

Genie Snap® Plans and Billing Guide