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Billing

Access Level

Owner access required

Overview

The Billing page lets you manage your organisation's MOS subscription. Depending on your group's current billing arrangement, the page shows one of three different states: manual billing, a new subscription setup, or your active subscription details. All prices are in Australian Dollars (AUD).

How to Access

From the main menu, click Admin then Billing.

Before You Start

  • Only users with the Owner role can view and manage billing
  • You will need a credit or debit card to set up or convert to automated billing
  • Payment is processed securely through Stripe — your card details are never stored in MOS
  • If your group is based in Australia, GST (10%) is added at checkout on top of all prices shown

Manual Billing

If your group is billed manually by Cortana Design, the page shows a License card with your current expiry date and a notice explaining that your group is on manual billing.

What you see

  • Your licence expiry date (or a notice if no expiry is set)
  • A warning that your group may be on discounted pricing — switching to automated billing will apply standard rates
  • A Switch to automated billing section where you can choose your plan before proceeding to checkout

Switching to automated billing

Warning

Switching to automated billing applies standard rates. If your group has been given discounted pricing, that discount will no longer apply. Do this as close to your renewal date as possible to avoid being charged for a period already covered.

  1. In the Switch to automated billing section, review your current plan summary
  2. Adjust your capacity if needed:
    • User blocks — each block covers 50 users; enter the number of blocks you need (minimum is calculated from your current member count)
    • Subgroup blocks — each block covers 5 subgroups; enter 0 if your group does not use subgroups
    • AI features — toggle on or off to include or exclude AI-powered tools
  3. The plan summary updates to show your new annual total
  4. Click Switch to automated billing
  5. You are taken to Stripe's secure checkout to enter your payment details
  6. After completing checkout, you are returned to the Billing page with a confirmation message

New Subscription

If your group does not yet have an active MOS subscription, the page shows an Activate subscription section.

30-day free trial

Your group includes a 30-day free trial. Your card is captured at checkout but you will not be charged until the trial period ends. You can cancel at any time during the trial at no cost.

Activating your subscription

  1. On the Billing page, find the Activate subscription section
  2. Review the plan summary — it shows pricing for your current group size
  3. Adjust your capacity if needed:
    • User blocks — each block covers 50 users; the minimum is set to cover your existing member count
    • Subgroup blocks — each block covers 5 subgroups; enter 0 if you do not use subgroups
    • AI features — toggle the switch to include or exclude AI features
  4. The price summary updates automatically as you make changes
  5. Click Proceed to checkout
  6. You are taken to Stripe's secure checkout to enter your card details
  7. After completing checkout, you are returned to the Billing page and your subscription is activated

Note

If your group has an existing expiry date (for example, from a previous manual invoice), it is shown above the Activate subscription section so you can time your subscription activation accordingly.

Active Subscription

If your group has an active Stripe subscription, the page shows your current licence details and options to modify or manage your subscription.

License card

The License card shows:

Field Description
Auto-renews The date your subscription next renews
Members Your current member count
Subgroup capacity The maximum number of subgroups included in your plan (hidden if you have no subgroups)
AI features Whether AI features are enabled or not included

If a cancellation has been scheduled, the card shows a warning with the date service will end and instructions to reactivate via the billing portal.

Modifying your subscription

Use the Modify subscription section to adjust your capacity at any time.

Note

Capacity upgrades take effect immediately. The additional cost for the remainder of your current billing period is charged straight away, prorated to the day.

  1. In the Modify subscription section, adjust the values:
    • User blocks — increase or decrease the number of blocks (minimum is set to cover your current member count)
    • Subgroup blocks — increase or decrease subgroup capacity (minimum is set to cover your current subgroups)
    • AI features — toggle to add AI features; note that once AI features are enabled they cannot be removed through this form (contact Cortana Design if needed)
  2. The New plan summary updates to show the new annual total
  3. Click Save changes
  4. A confirmation message appears: Subscription updated. Your license will reflect the changes shortly.

Managing your subscription through the billing portal

For tasks such as updating your payment method, downloading invoices, or cancelling your subscription, use the Stripe billing portal.

  1. In the Manage subscription section, click Open billing portal
  2. You are taken to Stripe's secure customer portal
  3. From there you can:
    • Update your payment method
    • View and download past invoices
    • Cancel your subscription
    • Undo a scheduled cancellation by choosing Don't cancel subscription
  4. When finished, return to MOS using the link in the portal

Pricing

MOS subscriptions are billed annually. The plan is made up of components that you select to match your organisation's size:

Component Description
Setup fee One-time fee charged in your first payment
Base subscription Annual platform access fee, covers hosting, support, and core features
User blocks Priced per block of 50 users
Subgroup blocks Priced per block of 5 subgroups (optional)
AI features Optional add-on for AI-powered tools (annual fee)

Australian organisations have GST (10%) added at checkout. Prices shown on the Billing page exclude GST.

Troubleshooting

The page shows an error instead of billing details

Symptoms

  • A red error message appears instead of your billing information

How to fix

  1. Refresh the page
  2. If the error persists, sign out and sign back in
  3. Contact Cortana Design at mos@matchofficialsystem.com if the problem continues

Common causes

  • A temporary connection issue between MOS and the billing service
  • Your session has timed out

Checkout was cancelled — no charges were made

If you clicked away from the Stripe checkout page without completing payment, you are returned to the Billing page with the message: Checkout cancelled. No charges were made. You can start the checkout process again at any time.

Subscription not reflecting changes after modifying

Changes to your plan (user blocks, subgroup blocks, AI features) are applied to Stripe immediately, but the licence details displayed on the Billing page may take a few seconds to update. Refresh the page after 30 seconds if the changes are not yet visible.

AI features toggle is disabled

Once AI features have been added to your subscription, the toggle is locked in the on position in the Modify subscription form. To remove AI features from your plan, contact Cortana Design at mos@matchofficialsystem.com.

Custom pricing enquiries

If standard pricing does not suit your organisation, contact Cortana Design at mos@matchofficialsystem.com to discuss options.