2. Prepare your organisation

Billing

Billing is where the organisation owner reviews the current plan, pays invoices, and keeps invoicing details up to date. LambdaAssetCheck bills **monthly per billable asset**: every **active register** asset, plus any **inactive** asset that was inspected in the period.

Last updated: August 2026

Who can do this: organisation owners (the seeded Owner role). Billing is not available to admins or custom roles. Where: Administration → Billing.

Open Billing

From the sidebar, go to Administration → Billing. The page has three tabs — Plan, Invoices, and Details — plus a Deactivate organisation card at the bottom.

If you arrive at /admin/billing?setup=required, the Details tab opens with a banner asking you to complete billing details before the rest of the organisation can use the app. After you save, you are returned to Home.

Plan

The Plan tab shows your organisation's current plan, the per-asset monthly rate, and a short tagline for that tier. Plans are Basic, Advanced, and Professional (the top tier).

To change plan, email support@lambdaassetcheck.com. You cannot switch tiers from this screen. Leaving Professional turns SSO off automatically; saved identity-provider settings can be turned back on after you upgrade again — see Set up single sign-on.

Plan history

A table of plan changes for the organisation: Effective date, From, To, Changed by, Source, and Notes. If no changes have been recorded yet, the table is empty.

Estimated bill this month

A live estimate for the current calendar month. The final amount is set when the invoice is generated. Billable assets are grouped as:

Category	What it includes
Active register	Assets on the register that count as active for the period
Inactive, inspected	Inactive or retired assets that had at least one completed inspection in the period

The estimate also breaks billable assets down by site. The first billing month is prorated from the day after you joined (the join day is not charged). Full-month billing applies from the next month. If the plan changed mid-month, charges are split by membership days.

Invoices

The Invoices tab lists invoices once a billing cycle has run. Each row shows Invoice #, Period, Date, Due, Assets (billable count, with active + inactive inspected), Amount, Balance, and Status.

Typical statuses include Draft, Sent, Viewed, Unpaid, Partially paid, Paid, Overdue, and Void.

From a row you can:

Download PDF — save the invoice
View breakdown — open the usage breakdown (active register vs inactive inspected, and by site)
View & pay — when a balance is due, pay securely in the app

Use Refresh if a recently issued invoice is not showing yet. If the billing provider cannot be reached, the page keeps the last synced invoices and shows a warning.

There are no invoices until the first billing cycle completes.

Billing details

The Details tab is the legal and postal information used on invoices: Legal company name, Billing email, Billing contact first and last name, Street address, optional Address line 2, City, state or region, postal code, Country, optional Phone, and optional Tax ID. Country is set for your deployment and cannot be changed here.

Your organisation is already registered in the billing system at signup. Add the legal name and address here so invoices can be generated. You can update these fields later; a success banner confirms when details are on file.

Billing details are required. You have 15 days after signup (or after enforcement starts for existing accounts) to complete them.

During that window, a reminder banner appears for the owner, with a link to Update billing details.
After the deadline, the team can still sign in but cannot use the app until the owner saves billing details on this tab.
Non-owners see a message that the organisation owner must complete Administration → Billing.
Owners are sent to Billing → Details (/admin/billing?setup=required) until the form is saved.

Plan gates

Some features are included only on Professional (the highest plan — there is no tier above it). Check the Plan tab, then contact support to upgrade.

Feature	Plan	Where to set it up
Single sign-on (SSO)	Professional only	Set up single sign-on — SSO section on the Security tab in Organisation settings
Inspection rounds	Professional only	Enable the module in Organisation settings, then Operator rounds

If you leave Professional, SSO turns off automatically. Inspection rounds stay behind the Professional license and the organisation setting that enables the module.

Deactivate organisation

The Deactivate organisation card is at the bottom of the Billing page. Only the organisation owner can deactivate. If invoices are unpaid, pay them on the Invoices tab first — deactivation is blocked until the balance is clear.

Warning: Deactivating suspends every user account and you lose access to features and data in the app. Data and user information are stored, and the owner can reactivate later. In the confirmation dialog, type exactly: Yes, I want to deactivate my organization

(The confirmation phrase uses the spelling organization, as shown on the form.)

Select Deactivate organisation.
Optionally choose a reason (no longer needed, switching provider, too expensive, missing features, or other).
Type the confirmation phrase.
Confirm. You are taken to the deactivated-account screen.

On that screen the owner can select Reactivate plan to restore access. Other users should contact the owner.

Troubleshooting

I can't see Billing

Billing appears under Administration only for the seeded Owner role. Admins do not get it, and it cannot be granted on a custom role — including custom roles with the Admin designation. If you need to view plans or invoices, ask the organisation owner, or see Roles and permissions.

Symptom	What to check
I can't see Billing	You must be the organisation owner. Admins and custom roles cannot open this page.
Sent to Billing with a setup banner	Complete and save Details. Until then, the rest of the app is paused for the organisation.
Team can sign in but cannot use the app	Billing details grace has ended. The owner must save Details.
Cannot deactivate	Pay unpaid invoices first, and confirm you are the owner. Type the confirmation phrase exactly as shown.
SSO section missing on Security tab	SSO requires the Professional plan — see Plan gates.
No Round configuration in the sidebar	Rounds require Professional and must be enabled in Organisation settings.
No invoices yet	Invoices appear after the first billing cycle. Use Refresh if one was just issued.
Need a different plan	Email support@lambdaassetcheck.com.

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