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Manage the payer, billing and plan changes

Manage the organization's subscription from its payer shop, then verify the result returned by Shopify. Linked shops share the organization's plan; they do not buy separate operational allowances.

Billing changes require an active organization owner or administrator with access to Zapstra Inventory Management. Start from Home > Manage billing in the usage section. If available for your account, Home > Settings > Organization > Manage Billing opens the same page.

Before changing anything, read Current payer, the current plan, its status, the approved recurring charge, device slots and linked shops. If the page identifies another shop as payer, open Zapstra Inventory Management in that shop using the supplied link. If billing is unavailable, refresh or contact support; an unavailable amount is not a zero balance.

Review a new plan or change capacity

Use Plans, operational usage and capacity to compare allowances and rates. The plan form distinguishes additional device slots from the total devices used by the pricing estimator.

  1. In the payer shop, open Plans and operational billing and find Choose a plan.
  2. Review the plan you want. Enter a Promo code (optional) if you have one and review the trial notice, when shown.
  3. Enter Additional device slots above this plan's included slots. Review Total linked shops, including the payer, which is taken from the connected-shop records.
  4. Enter Approved usage spending cap (USD). This limits usage charges; it excludes the recurring base, device and shop charges.
  5. If you are reducing the plan or capacity, first remove unused scanners or disconnect the shops you no longer need. Select I explicitly approve any lower plan or slot/shop quantity at renewal.
  6. Select Review [plan] with Shopify. Read Shopify's recurring amount, usage terms, cap, trial and any discount, then approve only if they match your intended choice.
  7. Return to Zapstra Inventory Management and read the confirmation. For a pending result, select Check billing status and continue the original approval.

Upgrades and capacity additions use an immediate replacement subscription. Downgrades and reductions take effect at Shopify-confirmed renewal. An approved renewal change leaves the current allowance in place until the new cycle is confirmed. No active scanner or shop is silently removed to fit a lower allowance, and changing plans does not reset event counters.

If a promotion is invalid or its result is uncertain, follow the message before choosing another code. A pending checkout preserves its original terms, including its promotion. Review the actual Shopify discount before approval.

Manage the usage spending cap

  1. In the payer shop's billing page, select Manage usage spending cap.
  2. Compare Usage cap with Provider-confirmed balance used.
  3. Enter the intended Approved usage spending cap (USD). It must be positive and cannot be lower than the confirmed used balance.
  4. Select Review cap with Shopify and complete the approval presented.
  5. Return to Zapstra Inventory Management and verify the confirmed cap before retrying work that was blocked by it.

Entering an amount locally does not increase capacity. When the cap is reached, the affected unposted work is preserved. Resolve the billing issue, reopen that work and verify its current state before submitting again.

Continue an interrupted approval

A timeout, closed browser or pending response does not establish whether Shopify approved a charge. Zapstra Inventory Management keeps the original checkout so you can determine its outcome.

  • Use Resume original checkout or Retry exact request to continue the saved choice.
  • Use Check billing status to reread its result.
  • If another shop or administrator holds the approval, return to the named shop with the original approving user. Ask that administrator to continue it.
  • When Cancel this checkout attempt is available, it closes that attempt without changing the current subscription. An approval already in progress may need to be approved or declined through its original Shopify screen.
  • Start Review a new plan choice only when the app permits a new choice after the previous attempt is closed or its failure is established.

If more than one shop appears to have an eligible subscription, stop creating approvals and have an organization administrator review payer ownership with Support.

Choose a backup payer or transfer billing

The Organization billing payer section shows the current and backup shops. A backup identifies the shop from which an administrator can start a voluntary transfer. Selecting it alone creates no charge.

  1. Open Organization billing payer.
  2. Choose a remaining active shop in Backup shop and select Save backup shop.
  3. To transfer billing, open Zapstra Inventory Management billing in that selected backup shop.
  4. Review the retained plan, additional device slots, total linked shops, recurring amount and usage terms. If requested, enter Usage charge limit (USD).
  5. Select Review and approve this shop as payer, then complete Shopify's approval.
  6. Return to billing and verify the new current payer and the status of the old subscription's cleanup.

Zapstra Inventory Management requests cancellation of the old subscription after the new subscription is approved. Cleanup can remain pending; confirmation of the new payer alone does not confirm that the old billing has stopped. Use Check or retry the same command when offered. Shopify determines any prorated credit.

If the original payer has been lost, the recovery banner provides a fixed deadline. Open billing in a remaining active shop, review the retained offer and approve that shop as payer. Switching shops or retrying does not restart recovery. See Pause operations or uninstall safely for the effects of reaching the deadline.

Correct a billed shop count

Disconnecting a shop can leave billing with a higher approved shop count than the current active count. If Zapstra Inventory Management shows Correct the current plan's linked-shop count before choosing another plan, review that correction first.

Select Correct the current plan's shop count and complete its Shopify approval. This corrects the current plan using the observed shop count without bringing a scheduled lower plan forward.

A previously scheduled lower plan may need a separate approval. Follow Review the corrected renewal plan or Resume the corrected renewal approval, using the original administrator. If the app says Re-schedule your plan change, review the desired plan again. Approval windows can close near renewal; follow the displayed status rather than assuming the former schedule survived.

Cancel renewal

Select Review end-of-period cancellation to review cancellation without a refund. Verify the paid-through date and the effect on live work before submitting. The full procedure is in Pause operations or uninstall safely.

After a cancelled renewal, a new plan may require immediate approval instead of another scheduled change. Follow the billing page's instruction; a cancellation request that remains pending is not a confirmed end to billing.