Billing admin: first day

You manage the organization's relationship with PoultryDesk itself: the plan, the subscription, and how it is paid. This is separate from the operational finance side.

After core farm activation, /onboarding reads the same current subscription state used on Home. It shows one Review billing continuity mission only when the subscription is missing, past due, or suspended. A healthy active or trial subscription does not create a completion task.

What to do

1. Review the plan. Open the Subscription tab at /billing. Your current plan and price come first. Compare plans shows a few highlights for each tier; View plan details opens the full comparison on the public pricing page.
2. Check renewal. Check the status, billing period and renewal setting. Automatic means your saved card is charged on renewal; You pay each invoice means you approve each payment yourself.
3. Manage payment. For ordinary Kenyan billing, Pay each invoice explains the available DPO methods. Open Billing history and pay an unpaid invoice through secure checkout; this does not enable automatic renewal. Where enabled, Review card setup opens DPO automatic-card controls at /billing/auto-renew. Verify your email, review the actual first invoice and future renewal limit, complete any required hosted payment, then explicitly select and confirm a card. A confirmed saved card can be authorized without another payment. For Paddle automatic renewal, Update card and Manage auto-renew open the secure portal in the current tab. If Existing Paddle agreement is shown, expand Manage existing Paddle agreement first. Only actions your role permits are listed.
4. Read platform invoices and payments. Billing history lists one row per invoice with its status and what is still outstanding. Open Filter to narrow by status or date, then open an invoice for its detail, including the Payments made against it. This is different from the customer invoices you issue under /finance.
5. Coordinate upgrades. If the team is blocked by a plan limit, an upgrade under /billing is usually the fix.
6. Review renewal changes. Under Manage subscription, expand Manage existing Paddle agreement first if shown. Cancel subscription opens Before you cancel, showing the plan, access end date and payment consequences. Add the required reason below that review before selecting Request cancellation. A pending request is not a confirmed cancellation. Before the cancellation takes effect, use Keep subscription to withdraw it. Switch to manual billing is a different option in the same section: it stops automatic charges, but you must pay future invoices yourself to continue.

If confirmation is delayed, use Refresh status before submitting another request. Local plan and cadence changes are unavailable for a Paddle-managed contract; contact support rather than changing only the plan displayed in the app. Cancellation and management actions depend on your assigned permissions.

Watch out

When automatic renewal is unavailable, the existing Manage subscription section shows Pay each invoice with the supported method, or a contact-support message when no online method can settle it. Review billing history takes you to invoices and payments. DPO collects wallet and card details on its hosted page; ordinary invoice checkout does not require a wallet number in PoultryDesk first. Automatic-card setup also asks for billing contact details. Neither flow has a Paddle portal.

DPO's Stop automatic payments is local to the organization. It stops new automatic requests and unfinished replacement setups, preserves accepted billing currency and current paid access, and does not delete a provider-stored card. Cancel card setup stops only the unfinished setup. Payments already in progress still need confirmation; never retry an uncertain debit by opening a second payment.

Automatic-card setup and changes require two-step verification. If you have not enabled it, the identity page asks for your current password, helps you add an authenticator and confirm its code, and provides recovery codes to save. Use Forgot password or need to set one? if needed, including for a single-sign-on account without a local password. For an existing setup, confirm with your authenticator or recovery code, then submit the billing action again. Identity confirmation does not retry the payment. Email verification is a separate single-use link; neither identity step authorizes a charge. Stop DPO automatic payments before changing plan, and review the adjustment's actual currency separately from the future renewal rate. See plans and billing.

To check email verification outside Billing, open Settings > My account. Verify email sends a link to your own address; the confirmation includes a Resend option after 60 seconds. Each link expires after 30 minutes and a new one replaces the previous link. This verifies identity only, not card consent. See account email verification.

A changed payment setup does not cancel an existing Paddle agreement. Existing Paddle agreement keeps that obligation visible until a change is confirmed, including when current payment options cannot be loaded. Do not start another agreement to work around an uncertain result.

Two "billing" ideas can be confused: platform billing (your subscription to PoultryDesk, under /billing) and operational finance (invoices you issue to your own customers, under /finance). They are separate surfaces with separate roles.