Billing & Licences
View your plan, manage licences, and optional modules
Overview
The Billing tab shows your subscription status, licence usage, optional modules, and a link to the Stripe billing portal for payment methods and invoices. Licence quantity is managed on this page — not in the Stripe portal.
Who can see the Billing tab?
Only users with the canManageBilling permission see the Billing tab. Other admins with canManageSystemSettings can configure the rest of System Settings but will not see billing controls.
If you don't see Billing
- Your account may not have canManageBilling — ask your organisation owner or TrainMeUK support to grant access.
- Billing may be managed by your MAT administrator — a banner on the page explains when this applies.
- Some organisations are invoiced via Xero rather than self-service Stripe — contact support@trainmeuk.co.uk for billing queries.
Current plan
The Current plan card summarises your subscription at a glance.
| Field | What it shows |
|---|---|
| Plan name | Your TrainMeUK subscription tier |
| Price | Amount per billing period (ex VAT and inc VAT where shown) |
| Status badge | Active, Trial, Past due, Cancelled, or other Stripe status |
| Trial / next billing date | When your trial ends or when the next charge is due |
| Licence usage | How many licences are used vs allocated, with a usage bar |
Tip
Manage licences
Use the Manage licences card to change your LMS licence count. Optional modules bill at the same quantity automatically.
Adjust licence count
Use the minus/plus buttons or type a number in the Subscription licences field. You cannot set licences below your active user count — the minimum matches the number of active users.
Review the quote
After changing the number, an estimated subscription total appears (ex VAT and inc VAT). If you have active optional modules, their cost at the new licence count is listed separately.
Confirm the change
Click Review change, then Confirm and update Stripe in the confirmation dialog. Prorated charges or credits may apply on your next invoice for the current billing period.
Warning
Optional modules
The Optional modules section lists add-on features you can enable on your subscription. Each module card shows whether it is Active or Not enabled, pricing, and a short description.
| Action | When to use |
|---|---|
| Add to subscription | Enable a module on your existing LMS subscription |
| Remove from subscription | Disable a module you no longer need |
| Contact us | Modules that require a sales conversation before activation |
| Learn more | Opens product information in a new tab |
Module quantity always matches your core LMS licence count. When you increase licences, add-on quantities update automatically. Use Add to subscription on this page — not the Stripe portal — to avoid accidentally swapping plans.
Tip
Payment & invoices (Stripe portal)
Click Payment & invoices to open the secure Stripe billing portal in a new session. From there you can:
- Update your payment method
- Download invoices
- Cancel your subscription
Licence quantity is not managed in the Stripe portal — adjust it in Manage licences on this page instead.
Special billing arrangements
Billing not configured
If no billing account is linked, the page shows "Billing not configured". Contact support@trainmeuk.co.uk to set up billing.
Managed by MAT
Multi-academy trusts may have billing managed centrally. Self-service licence and payment controls are hidden when your MAT administrator manages billing.
Payment issues
If your subscription is Past due or Unpaid, update your payment method via Payment & invoices to avoid service interruption.
Related Guides
- Creating Users — each active user consumes a licence
- Learner Verify — optional module configuration after purchase
- General Settings — other System Settings tabs