ThreadCount Community edition

Uniform stock management for healthcare linen rooms: the coordinator app, the phone counter and the staff app, for your own server. Built from 38e16eb on 2026-09-15. Licensed under the Functional Source License (FSL-1.1-ALv2).
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+---
+title: Plan and billing
+section: account
+order: 4
+summary: The hosted plans and prices, the trial, paying by card or invoice, grace and read-only, and every billing email.
+screen: Settings › Plan
+role: Admin
+keywords: plan, billing, price, pricing, trial, subscribe, card, invoice, receipt, tax, GST, ABN, monthly, yearly, cancel, stop, read-only, grace, grandfathered, health service, purchase order
+---
+
+## Plans and prices
+
+Prices are in Australian dollars before tax, from `PRICES` and `PLANS` in `lib/plan.ts`.
+
+| Plan | Price | Staff records | Backups kept |
+|---|---|---|---|
+| Hosted Small | Free | 60 | 14 days |
+| Hosted Facility | $129 a month or $1,290 a year | No ceiling | 35 days |
+| Health Service | $4,990 a year for 5 facilities, $890 each extra | No ceiling | 35 days |
+
+On Hosted Small the 60 counts every staff record, deactivated ones included. Past it, adding a person is refused with `The register is full for this plan — 60 staff records.`
+
+A facility inside a health service takes that plan, shows a `Health service` row, and is invoiced yearly against the health service's purchase order.
+
+A facility created before plans went live is grandfathered. Its status reads `Free · everything included, for good`, and there is nothing to buy.
+
+`Plan` is the last item in the `Settings` side list. It is listed for admins only, and not in the demo. The Community edition has no plans.
+
+## The trial
+
+When you create a facility, choose Hosted Small, or a 30-day Hosted Facility trial. Neither takes a card. During the trial the status reads `Trial` with the days left.
+
+## Pay by invoice or card
+
+`Request an invoice` sends ThreadCount a notice naming your facility and the plan chosen: `Hosted Facility · annual` or `Health Service · annual`. ThreadCount raises the invoice to the `Billing contact` and records the payment. You can ask up to 3 times a day. A renewal is requested the same way.
+
+`Subscribe by card` appears only when card payments are set up on the server, and not while the plan is paid. It opens `Subscribe`, a page in four steps for Hosted Facility:
+
+1. **Plan.** Monthly $129 or yearly $1,290.
+2. **Business.** Legal name, address, city and country are required, and so is the postcode, except in Ireland, Hong Kong, the United Arab Emirates and Macao. Tax ID is optional. `Billing email` is your billing contact and cannot be edited here.
+3. **Agreements.** Tick the Terms of Service, Privacy Policy and Service Level Agreement. The time of the ticks is recorded.
+4. **Card.** Press `Continue to card`, type the card into Stripe's fields on the page, then `Pay`. The total includes tax, which Stripe works out from the country and address. Card numbers never pass through ThreadCount.
+
+Paying during a trial charges that day, and the paid period starts then. The Plan screen shows the plan as paid once Stripe confirms the payment.
+
+## The Plan screen
+
+The `Plan` table shows `Status`, `Staff records` (such as `42 of 60`), `Backups`, the end date (`Trial ends`, `Paid until` or `Writable until`), `Paid by`, `Invoiced to` and `Billing contact`. `Save contact` changes the billing contact.
+
+A facility that pays by card also gets `Billing`, with `Card on file`, `Next charge` and `Cadence`, and `Invoices`, each with a PDF link.
+
+- **`Update card`** takes a new card on the same page. It is used for every later charge, and any unpaid invoice is charged straight away.
+- **`Stop at period end`**, then **`Yes, stop it`**, stops the renewal at the end of the paid period. Nothing more is charged, and nothing is refunded. `Keep my plan` undoes it before that date.
+
+| Record | Change | Undo |
+|---|---|---|
+| Facility | Billing contact | `Save contact` again |
+| Facility | Business details and agreement times | Subscribe again |
+| Card plan | Card replaced | `Update card` |
+| Card plan | Set to stop at period end | `Keep my plan` |
+
+## Grace, then read-only
+
+When a trial or a paid period ends unpaid, 14 days of grace follow. The status reads `Ended · still writable`, with `Writable until`.
+
+After grace the facility is read-only. Changes are refused with `Read-only: this facility's plan has lapsed.` Nothing is deleted. A failed card payment changes nothing until 14 days after `Paid until`.
+
+Still working when read-only:
+
+- signing in, reports, CSV exports, printing and the backup download;
+- the billing contact and `Request an invoice`;
+- your own name and password, and deleting your account.
+
+Restoring a backup is refused. Writing starts again when a payment is recorded.
+
+## Billing emails
+
+These go to the billing contact, or to every active admin if none is set.
+
+| Email | Sent |
+|---|---|
+| Trial started | When the facility is created on a trial |
+| Five trial notes | On days 1, 3, 7, 21 and 28 of the trial |
+| Days left on your trial | Once in the last 7 days, then the day before |
+| Trial ended | The day the trial ends |
+| Now read-only | The day grace runs out |
+| Receipt | Each card payment above zero |
+| Payment did not go through | A card payment fails, once a day at most |
+| Card updated | A new card is saved |
+| Plan will end, or has ended | A card plan is set to stop, and when it ends |
+
+These trial and read-only emails are checked daily and sent once each. Facilities paying by card, grandfathered ones and health-service members do not get them.