Account & Billing (EstateTrack Subscriptions)

Goal: Understand how your platform subscription works, what you pay, and how to manage your EstateTrack subscription.

This document explains the platform subscription fees you (the landlord or property manager) pay to use EstateTrack. It does not cover how your tenants pay you rent.

1. How Pricing Works (Dual-Vector Scaling)

EstateTrack uses fair, transparent regional pricing. Your plan is determined by your cumulative active occupied units and total property count across your entire portfolio:

Key rules:

• Full Feature Access on Every Tier: No artificial feature gating. All tiers include automated bank and digital payment reconciliation, tenant & caretaker portals, notifications, and financial ledgers.
• Fixed Regional Currencies: Clean macro-currency tiers (USD, EUR, GBP, KES) resolved automatically from your country.
• Enterprise (“Let’s Talk”): For institutional portfolios with 1,500+ units or 80+ properties, click “Let’s Talk / Contact Sales”. Once terms are finalized, your account is provisioned directly by platform administrators with dedicated custom capacity limits governed strictly by your institutional agreement policy.
• Backend Capacity Protection: Plan capacity limits (units and properties) are enforced seamlessly at the backend with clear upgrade prompts.
• 10% Headroom Protection: At billing cycle boundaries, your plan will only upgrade if your unit volume exceeds your band limit by more than 10% (usage > max_units * 1.10), protecting you from temporary turnover spikes.

2. Your 1-Month Free Trial

Every new EstateTrack account starts with a full-featured 1-month free trial (30 days) — no credit card required.

During your trial:

• You have unrestricted access to 100% of platform features.
• Advance notifications will remind you 14 days and 3 days before your trial concludes.
• At the end of the trial, your account transitions to active billing based on your actual usage.

3. Making a Payment (3-Panel Consolidated Workspace)

Your subscription details are always accessible in Billing & Subscription in the dashboard sidebar, organized in a clear, 3-panel layout:

Panel A: Subscription Standing & Quota Utilization

• Real-time tier indicator, current monthly fee, and days remaining in the billing period.
• Progress bars showing exact utilization of occupied units and properties against your tier ceiling.

Panel B: Pay Subscription (Receiving Accounts & Reference Submission)

1. 1
   Platform Receiving Details: Prominently displays official platform bank accounts and mobile wallet channels (payment_rail_profiles).
2. 2
   1-Tap Reference Copy: Displays your unique dynamic reference code (e.g. ET-SUB-XXXXXX) with 1-click copying to include in your transfer narration.
3. 3
   Universal Multimodal Smart Ingestion: Choose from text paste (SMS/email), drag-and-drop screenshots or deposit slips, password-protected PDF statements (with instant inline passcode prompt), or direct offline records.
4. 4
   Preflight Payment Verification Modal: Prior to recording, a streamlined preflight review presents:
5. Provider Reference: Telco / bank transaction sequence (e.g. M-Pesa code, Wire sequence).
6. Platform Invoice Code: Assigned dynamic invoice reference (e.g. ET-SUB-XXXXXX).
7. Sender & Recipient: Payer name/account and receiving bank/rail details.
8. Amount & Currency: Editable with real-time numeric checks.
9. Date & Time Precision: Calendar date (YYYY-MM-DD) and time (HH:mm) inputs.
10. Payment Purpose & Type: Select between current billing, arrears clearance, or advance prepayment.
11. Matching Diagnostics: Confidence percentage and typo auto-repair recommendations.
12. 5
    Verified Status & Printable Payment Slip: Click Confirm & Submit Claim to record your claim:
13. Your account transitions immediately to **verified**, freezing late penalties and protecting subscription standing.
14. An official Verified Payment Slip modal is displayed with a green verified badge, full receipt metadata, and a 1-click Print / Save PDF action.
15. 6
    Advance Subscription Prepayment: When your account is current (or during active trial), you can prepay upcoming billing cycles in advance anytime using the dedicated Advance Prepayment workspace.

Panel C: Payment Ledger History

• Clean list of historical subscription payments with immutable records and verified Confirmed receipts.

Platform Admin Clearinghouse

Platform administrators manage and clear all pending subscriptions via the dedicated batch clearinghouse at /admin/billing/reconcile. Admin treasury officers cross-reference bank statements to confirm settlements with 1 tap.

4. Upgrading or Changing Your Plan (Self-Service)

You can upgrade or adjust your subscription tier anytime directly from the Billing workspace:

1. 1
   Click Upgrade / Change Plan at the top of the Billing page.
2. 2
   Toggle between Monthly or Annual billing (Annual prepay includes a 15% savings).
3. 3
   Select your desired tier (Starter, Growth, Pro, Scale).
4. 4
   The system validates your portfolio capacity, applies the tier, and generates your updated subscription invoice instantly.

5. Enterprise & Institutional Portfolios

For enterprise property managers managing 1,500+ units or 80+ properties:

• Multi-County Governance: Sub-accounts for county branches with centralized executive visibility.
• Bank Host-to-Host Rails: Automated direct settlement reconciliation with commercial banking partners.
• Custom ERP Sync: Bidirectional GL sync with SAP, Oracle Financials, or Microsoft Dynamics.
• Custom SLA: 99.95% uptime guarantee and dedicated account manager.

Contact our enterprise team via Settings → Billing → Contact Institutional Sales or Contact Enterprise.

6. Binary Subscription Model & Account Standing

EstateTrack maintains a clear distinction between Subscription Entitlements and Administrative Standing:

• **Binary Subscription State (active / inactive):**
• Active: You have full write and modification privileges across your portfolio. Free trial periods and paid subscriptions are active entitlements.
• Inactive (Read-Only): If your subscription period lapses, your data remains 100% secure with unrestricted read-only ledger and tenant visibility. You can upgrade or renew anytime in Billing to restore full write capabilities.
• **Administrative Standing (good / suspended):**
• Administrative suspensions are reserved exclusively for platform policy violations.
• Suspended accounts are redirected to /suspended and must contact platform support for review and reinstatement.

7. Account Deactivation & 30-Day Grace Period

If you ever decide to pause or close your EstateTrack account:

1. 1
   Navigate to Settings → Account Settings and scroll to the Danger Zone.
2. 2
   Click Deactivate Account (30-Day Grace Period) and type DEACTIVATE to confirm.
3. 3
   Your portfolio, properties, units, and tenant portals will be safely archived for 30 days.
4. 4
   Reactivation Window: If you change your mind, simply log in to your account within 30 days. You will be greeted with a reactivation screen displaying your remaining days, where you can restore your portfolio in 1 click.
5. 5
   After 30 days of inactivity, all account records are permanently purged from the platform.

Open /settings/billing