Plans

How to create, view, and manage plans in the Product Catalogue

This page covers how to manage plans in the app. For an explanation of how plans work, what the pricing models mean, and how plans connect to subscriptions, see Plans explained in Core Concepts.

Plans live in the Product Catalogue section of the sidebar. This is where you build and manage your pricing catalogue: creating plans, updating their details, and keeping your fee structures in order.

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The plans list

Click Plans in the sidebar to see all plans in your organisation.

Filtering and searching

• Search: free text search across all plan fields
• Sort: order by Name or Date Created
• Filter: filter by Status, Plan Type, or Category

What each row shows

Each plan row displays:

Column	Description
Name	The display name of the plan. Click to open details.
Plan ID	The internal identifier.
Type	The pricing model of the plan.
Subscription Period	Monthly or Annual.
Status	Draft, Active, Legacy, or Inactive.

Click any Name to open the plan’s details page.

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Creating a plan

Click New in the top right to open the new plan form. Plan creation is a three or four step process depending on the plan type.

1. Basic details

   Field	Description
   Name	The customer-facing name of the plan. This appears as the line item on invoices.
   Plan ID	An internal identifier for this plan.
   Plan Category	Optional Grouping to organise similar plans. A new category can be created directly from this form.
   Subscription Period	How frequently subscriptions on this plan will renew (Monthly or Annual).
   Status	All plans are created as** Draft**.

   Click Next step to continue.

2. Billing

   First, select the currency for this plan.

   Then choose a Plan Type. This determines how the subscription amount is calculated at each renewal:

   Plan Type	How billing is calculated
   Flat Fee	A single fixed price per period, regardless of units.
   Per Unit	Price × number of units. Scales linearly.
   Tiered	Units split into tiers, each tier priced separately, applied only to units in that band.
   Volume	Total unit count determines a single per-unit rate applied to all units.
   Stairstep	A fixed price per tier, customers pay the whole tier price based on which band they fall into.

   For Tiered, Volume, and Stairstep plans, leave the final tier’s To blank to set the final open-ended upper limit.

   Use Price Preview to enter a test unit count and verify your pricing structure calculates as expected.

   Understand the different plan types with our example plans:

   Click Next step to continue.

3. Units

   This step is not shown for Flat Fee plan types.

   Field	Description
   Unit Type (singular)	What is being counted (e.g. Licence, User, Transaction.) This appears as the line item and in the item description on invoices.
   Unit Type (plural)	The plural form (e.g. Licences, Users, Transactions). This appears as the line item and in the item description on invoices.
   Minimum Units	The minimum unit count required for any subscription on this plan. Override at subscription level (must be greater)

   Click Next step to continue.

4. Xero account mapping

   Map each revenue type to a Xero account code. This controls which account invoices post to based on whether the subscription is new, renewing, or expanding.

   Revenue type	When it applies
   New Subscriptions Revenue	The first invoice on a new subscription
   Subscription Renewals Revenue	Follow-on renewal invoices
   Subscription Expansion Revenue	When a customer increases units on an existing subscription

   Leave any field blank to fall back to the company-level defaults set in Company Settings.

   Click Save to create the plan.

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Plan details

Click any plan’s Name to open its details page. The details page is split into two sections:

Plan details: shows the name, plan ID, plan category, unit types (excluding Flat Fee), minimum units (excluding Flat Fee), subscription period, currency, and xero account mappings.

Fee structure: shows the plan type and pricing structure (full tier or unit pricing configuration).

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Plan statuses

Status	What it means
Draft	Created but not yet used in any subscription
Active	In use and available for new subscriptions
Legacy	In use on existing subscriptions but cannot be added to new ones
Inactive	Not in use and unavailable for new subscriptions

Set a plan to Legacy when you want to keep existing subscriptions running on it but stop new ones being created. Set it to Inactive to retire it without deleting it. Plans already attached to active subscriptions can only be set to **Active **or Legacy.

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Editing a plan

Plans have two separate edit forms depending on what you need to change.

Editing plan details

Click Edit details on the plan details page to update:

• Name
• Plan ID
• Plan Category
• Status
• Unit Types (singular or plural)
• Minimum Units

Click View Advanced Settings to update:

• Subscription Period
• Currency
• Xero account mappings

Editing the fee structure

Click Edit fees to update the pricing configuration.

If a plan has ever been used in a subscription, even a deleted one, its fee structure cannot be edited. If you need different pricing, create a new plan.

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Bulk actions

Select multiple plans in the list by clicking the of each plan to:

• Bulk Edit: update the name, category, unit type, or status across multiple plans at once
• Bulk Delete: permanently remove multiple plans (requires confirmation)

Plans with active subscriptions cannot be deleted. Set them to Legacy or Inactive instead.

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Deleting a plan

From the plan’s details page, click Delete plan to remove it. A confirmation dialog appears before the action completes.