Billing and Your Subscription

Before you start

Your organisation has one subscription. It covers every facility you run. You do not buy a subscription for each clinic.

The owner holds the subscription. Changing the plan, buying a module, removing a facility or cancelling — all of it needs the Manage subscription permission, and by default only the owner has it. Reading the screens needs View subscription, also the owner by default.

This is deliberately narrower than the rest of billing. Someone who settles commissions or reconciles payouts each month holds Manage billing, which is a different permission and does not reach these screens — and the reverse is also true, so paying the Kulcare bill does not show you anyone's commission figures.

Anyone without the permission does not see Subscription, Subscription Invoices or Payment Methods in the menu, and gets an access message if they open the address directly.

Account › Billing & Subscription › Subscription

The subscription screen has three tabs:

How your bill is made

Your monthly total is the sum of these parts. The Overview shows each part under "Where it comes from".

If you pay quarterly or yearly, your plan can give a billing-cycle discount. The Overview shows the total before and after that discount.

Step 1Start a subscription

Subscription › Plans and modules

1. Choose a plan and a billing cycle.
2. Check the amount and the date of the first charge.
3. Authorise the payment mandate on the payment page. Kulcare collects later charges through this mandate.

Some plans start with a free trial. The Overview shows how many days are left.

Every facility in your organisation goes on the subscription when it starts. Your plan includes the first facility. Each other facility is billed at its own monthly rate. Before you confirm, the dialog shows what your facilities add to the plan fee.

Step 2Add a facility, module or speciality

Select Add next to the item. Before you confirm, the dialog shows:

• the amount that is added to your next invoice for the rest of this billing cycle;
• the date of that invoice;
• your new monthly total.

Nothing is charged when you add a facility or a module here. You can use it at once, and the part-cycle amount goes on your next invoice.

A practitioner speciality is different: you buy it in Users › Doctors and you pay for it there, before the doctor can use it. See Specialities in Users.

If an item cannot be bought, the button says why, for example Coming soon, Price on request or Professional only.

Step 3Remove something, or keep it

Select Remove next to the item, and confirm.

A removal does not stop the item at once. You have already paid for the current period, and there are no refunds or credits. The item stays on, and shows Ends 8 Oct 2026 (with its own date). On that date, Kulcare stops the item and stops charging for it.

When you remove a facility, its facility modules are removed with it.

Changed your mind? Keep it

Until the end date, the item shows a Keep button. Select Keep. The item stays on your subscription and renews as usual. Nothing is charged or refunded.

• If you keep a facility, the modules that were removed with it come back too. A module that you removed on its own stays removed.
• You cannot keep a module while its facility is ending. Keep the facility first.
• After the end date, you cannot keep the item. Add it again instead.

Step 4Change your plan

Subscription › Plans and modules

• A move to a higher plan starts at once.
• A move to a lower plan starts at the end of the current billing cycle. The screen shows the date.

Your facilities, modules and specialities keep their own prices when you change plan.

Step 5Read your invoices

Subscription › Invoices

Select an invoice to open it. The lines use the same groups as the Overview: plan, facilities, facility modules, organisation-wide modules and specialities. Part-cycle amounts for items you added during the cycle show as their own lines.

Past subscriptions

Below the invoices, Past subscriptions lists every subscription that was cancelled or expired, with its plan, its start and end dates, and the reason for a cancellation. If your organisation has no active subscription, the Overview shows the same list.

What each status means

The banner at the top of the Overview tells you which status applies. If a trial ended without a payment, the banner says so, and does not say that a payment failed.

"Not billed" lines

Sometimes you have an item that is not in your monthly total. The Overview lists it under "Not on your recurring total", with the reason. You are not charged for it.

Specialities in Users

Account › Organization › Users › Doctors

Each doctor's specialities show a status:

You pay for the module when you buy it. The dialog shows the amount before you confirm. It covers the module up to your next charge, and the full monthly price starts from that date, with your subscription. A trial pays too, for the days up to your first charge.

When only a few days are left before your next charge, the amount is too small to collect. Kulcare gives you those days, and the first full month starts at your next charge.

Pick one facility in the Facility filter to see and change specialities. The All Facilities view lists every doctor in your organisation, but shows specialities only when you pick a facility.

For Kulcare admins: set prices

Kulcare Admin › Billing › Prices

The Prices page holds the price list for every tenant. Only platform admins can open it.

• Facility prices: the monthly price of each facility type on each plan, and whether the plan offers that facility type.
• Module prices: the monthly price of each module, its availability (Available or Coming soon), and the lowest plan tier that can buy it.

1. Select Edit on the row.
2. Enter the monthly price in the row's currency, for example 4999 or 4,999.50. Leave the field empty for "not priced".
3. Select Save price.