Billing Admin Guide

Last Updated: 2025-12-02 10:22 UTC

Personas: Billing Admin

What you'll learn

Adjust plans.
- Use Billing -> Plans to upgrade or downgrade your tier. Higher tiers include more seats and higher volume limits (customer count and AR balance). Plixo syncs changes back to Stripe.
- Review pending invoices after plan changes to confirm prorations align with expectations.
Manage invoices and the customer portal.
- From Billing -> Invoices, resend customer portal links, regenerate PDFs, or share pay links.
- If a customer cannot access the mini-portal (expired token, blocked IP), issue a new token from the invoice detail page.
Monitor degraded states.
- The billing banner highlights degraded behavior (e.g., Stripe rate limits, portal downtime). Follow the remediation steps and alert the Controller.
- Document remediation in internal notes so Finance knows when normal operations resume.
Coordinate on refunds and adjustments.
- All refunds are issued through Stripe. Update Plixo with a note referencing the Stripe payment ID to keep records aligned.
- For credits exceeding your authority, submit an approval request to Legal or the Controller.

Plan changes are reflected in Stripe within minutes and invoices show accurate balances.
Customer portal access issues are resolved within the same business day.
Degraded banners are cleared quickly with documented remediation steps.

Forgetting Stripe as the source of truth. Always issue refunds there so payouts reconcile correctly.
Letting portal links expire. Set reminders for customers on long approval cycles to avoid repeated requests.
Not notifying Finance. Plan changes affecting revenue recognition should be flagged immediately.