Subscription Management - ElectroFix AI

Overview

Subscription Management allows administrators to view and update their company’s subscription plan, status, billing cycle, and user limits. The subscription determines which features are available, including AI diagnostic capabilities.

Only users with the admin role can access and modify subscription settings. Workers cannot view or edit subscription information.

What You Can Control

Subscription plan level (Starter, Pro, Enterprise, Developer Test)
Subscription status (Active, Trial, Past Due, Canceled, Suspended)
Billing cycle (Monthly, Yearly)
Start and end dates
User limit for your company

Accessing Subscription Settings

Navigate to Admin → Suscripción (Subscription) from the main menu. The subscription form displays with current settings.

If no subscription exists for your company, the system automatically creates a default trial subscription when you first access this page.

Subscription Plans

ElectroFix AI offers four plan tiers:

Starter

Basic repair shop features

Orders, Customers, Equipment management
No AI diagnostics
Limited to basic operational modules
Best for small shops starting out

Pro

Professional features

All Starter features
No AI diagnostics
Advanced reporting (if implemented)
Suitable for established businesses

Enterprise

Full feature set with AI

All Pro features
AI diagnostics enabled
Monthly query and token limits
API access (if implemented)
Priority support

Developer Test

Internal testing plan

All Enterprise features
AI diagnostics enabled
Higher limits for testing
Not for production use

AI Feature Availability

AI-powered diagnostics are only available on:

✅ Enterprise
✅ Developer Test

Not available on:

❌ Starter
❌ Pro

Subscription Form Fields

plan

select

required

PlanYour subscription tier.Options:

starter - STARTER
pro - PRO
enterprise - ENTERPRISE
developer_test - DEVELOPER_TEST

Downgrading from Enterprise/Developer Test to Starter/Pro will disable AI diagnostics. Existing AI data remains but new requests will be blocked.

status

select

required

StatusCurrent state of the subscription.Options:

active - ACTIVE: Fully operational, all features enabled
trial - TRIAL: Evaluation period, full features with time limit
past_due - PAST_DUE: Payment issue, limited functionality
canceled - CANCELED: Subscription terminated, data retained
suspended - SUSPENDED: Temporarily disabled by admin/system

Status affects system behavior. Canceled or suspended subscriptions may restrict module access.

billing_cycle

select

required

Billing CycleHow frequently subscription renews.Options:

monthly - MONTHLY: Renews every month
yearly - YEARLY: Renews annually

Typically:

Monthly = standard pricing
Yearly = discounted rate (2 months free)

starts_at

date

required

Start DateWhen the current subscription period began.

Date format: YYYY-MM-DD
Should be in the past for active subscriptions
Used to calculate billing anniversaries

Example: 2026-03-01

ends_at

date

required

End DateWhen the current subscription period expires.

Date format: YYYY-MM-DD
Must be after or equal to start date
System checks this for auto-renewal
For trials: typically 30 days from start

Example: 2026-04-01

When end date passes, system may auto-suspend or downgrade the subscription depending on payment status.

user_limit

number

User LimitMaximum number of users (admins + workers) allowed.

Optional field
Integer value
Minimum: 1
Maximum: 100,000
Leave empty for unlimited

Plan defaults:

Starter: typically 3-5 users
Pro: typically 10-25 users
Enterprise: typically 50+ users
Developer Test: unlimited

System may prevent creating new workers if this limit is reached. Deactivate unused workers to free up slots.

Updating Your Subscription

Navigate to Subscription

Go to Admin → Suscripción from the main menu.

Review Current Settings

The form displays your current subscription configuration:

Current plan level
Active status
Billing cycle
Validity dates
User limit

Modify Fields

Update any fields you need to change:To upgrade:

Change plan to higher tier (e.g., Pro → Enterprise)
Adjust ends_at for new billing cycle
Update user_limit if increasing capacity

To change billing cycle:

Change billing_cycle (monthly → yearly)
Adjust ends_at accordingly

To extend trial:

Update ends_at to new date
Keep status as trial

Validate Dates

Ensure:

starts_at is before ends_at
Dates are in YYYY-MM-DD format
ends_at provides sufficient subscription period

Save Changes

Click Actualizar suscripción (Update Subscription).The system will:

Validate all fields
Check date logic
Update subscription record
Display success confirmation
Changes take effect immediately

Default Trial Subscription

If you access Subscription Management for the first time and no subscription exists, the system creates:

[
  'plan' => 'starter',
  'status' => 'trial',
  'starts_at' => today(),
  'ends_at' => today() + 1 month,
  'billing_cycle' => 'monthly',
  'user_limit' => 10,
]

This gives you:

30-day trial period
Starter plan features (no AI)
Up to 10 users
Monthly billing cycle setting

How Subscription Affects Features

AI Diagnostics

Enterprise and Developer Test plans:

AI checkbox enabled in order creation
Monthly query limit enforced (e.g., 100 queries)
Monthly token limit enforced (e.g., 50,000 tokens)
AI panel shows usage statistics

Starter and Pro plans:

AI checkbox disabled with message
Order creation works but no AI analysis
AI panel shows “not available” message

Module Access

All plans currently have access to:

Orders
Customers
Equipment
Billing (with permission)
Inventory (with permission)

Future releases may gate advanced features by plan.

User Limits

When user_limit is set:

System counts active admins + active workers
Creating new workers may be blocked if limit reached
Deactivated users don’t count toward limit
No limit = unlimited users allowed

Reporting and Analytics

(If implemented in future updates)

Advanced reports may require Pro or higher
Data exports may be plan-gated
Custom integrations may need Enterprise

Best Practices

Choose the Right Plan for AI Needs

Need AI diagnostics?

Must have Enterprise or Developer Test
Evaluate monthly query needs
Monitor token consumption

Don’t need AI?

Starter or Pro plans are more economical
Can upgrade later when needed
All core features still available

Set Realistic End Dates

For monthly subscriptions:

Set end date 30-31 days from start
Align with billing day of month
Plan for renewal reminders

For yearly subscriptions:

Set end date 365 days from start
Account for leap years if needed
Set calendar reminder 2 weeks before expiry

Monitor User Limits

Before reaching limit:

Audit active workers quarterly
Deactivate departed employees
Plan upgrades in advance
Don’t wait until blocked from adding users

Use Trial Status Appropriately

Trial status is for:

Initial evaluation period
New company onboarding
Feature testing

Move to Active when:

Committed to service
Payment method established
Past evaluation phase

Trial should not be permanent status.

Plan Billing Cycle Strategically

Monthly billing:

Lower upfront cost
Flexibility to cancel
Good for seasonal businesses
Easier budget management

Yearly billing:

Significant discount (typically 2 months free)
Lock in pricing
Less administrative overhead
Better for stable businesses

Troubleshooting

Cannot Save - Validation Error

“ends_at must be after or equal to starts_at” Cause: End date is before start date. Solution:

Check both date fields
Ensure end date is chronologically after start
Format: YYYY-MM-DD

“Invalid plan” Cause: Plan value doesn’t match allowed options. Solution:

Use exactly: starter, pro, enterprise, or developer_test
Check for typos in manual entry

AI Not Available Despite Enterprise Plan

Possible Causes:

Plan was just updated (refresh page)
Subscription status is not “active” or “trial”
End date has passed
Monthly limits exceeded

Solution:

Verify plan shows “ENTERPRISE” or “DEVELOPER_TEST”
Check status is “ACTIVE” or “TRIAL”
Verify ends_at is in the future
Check AI usage hasn’t hit limits
Logout and login again

Cannot Create More Workers

Cause: User limit reached. Solution:

Check current user count (count active workers + admins)
Deactivate unused worker accounts
Increase user_limit in subscription
Upgrade to higher plan tier

Subscription Shows “Not Found” Error

Cause: No subscription record exists. Solution:

Simply load the Subscription edit page
System auto-creates default trial subscription
Edit as needed and save

Cannot Access Subscription Page

Cause: Only admins can access. Solution:

Verify your role is “admin” (not “worker”)
Request company owner to grant admin role
Workers cannot view subscription settings

Subscription Lifecycle

Typical subscription flow:

Status Transitions

Trial → Active: Customer converts after evaluation
Active → Past Due: Payment fails at renewal
Past Due → Active: Payment resolved
Past Due → Suspended: Extended non-payment
Suspended → Canceled: Account terminated
Canceled → Active: Reactivation after cancellation

Integration with Other Features

AI Service

The subscription plan and status are checked in:

AiPlanPolicyService::supportsAi($plan) - Determines if AI is available
AiPlanPolicyService::queryLimit($plan) - Returns monthly query limit
AiPlanPolicyService::tokenLimit($plan) - Returns monthly token limit
AiUsageService::monthlyUsage($company) - Tracks consumption against limits

Worker Management

User limit enforced when creating workers
System counts: Users::where('company_id', $company)->where('is_active', true)->count()
Deactivated users excluded from count

Billing Module

Subscription determines billing features availability
Company’s billing email (from Company Settings) receives renewal notices

Dashboard

Plan name displayed in UI
Status affects available navigation items
AI features show/hide based on plan

Technical Reference

Controller Actions

Edit: GET /admin/subscription/edit - Display subscription form (auto-creates if missing)
Update: PUT /admin/subscription/update - Save subscription changes

Data Model

[
  'company_id',     // Foreign key to company (unique)
  'plan',           // enum: starter, pro, enterprise, developer_test
  'status',         // enum: active, trial, past_due, canceled, suspended
  'starts_at',      // Date: subscription start (required)
  'ends_at',        // Date: subscription end (required, >= starts_at)
  'billing_cycle',  // enum: monthly, yearly
  'user_limit',     // Integer: max users (nullable = unlimited)
]

Authorization

Only admins can access:

public function authorize(): bool
{
    return $this->user()?->role === 'admin';
}

Auto-Creation Logic

When loading edit page:

$subscription = Subscription::query()->firstOrCreate(
    ['company_id' => $company->id],
    [
        'plan' => 'starter',
        'status' => 'trial',
        'starts_at' => now()->toDateString(),
        'ends_at' => now()->addMonth()->toDateString(),
        'billing_cycle' => 'monthly',
        'user_limit' => 10,
    ]
);

Relationships

Belongs To: Company (one-to-one)
Company can have only one active subscription
Subscription references company via company_id

Company Settings - Configure billing email for subscription notices
Worker Management - Manage users within subscription limits
Managing Orders - Use AI features if plan supports it
Developer Insights - View subscription info across companies (developer role)

Get Started

Core Concepts

User Guides

Features

​Overview

​What You Can Control

​Accessing Subscription Settings

​Subscription Plans

Starter

Pro

Enterprise

Developer Test

​AI Feature Availability

​Subscription Form Fields

​Updating Your Subscription

​Default Trial Subscription

​How Subscription Affects Features

​AI Diagnostics

​Module Access

​User Limits

​Reporting and Analytics

​Best Practices

​Troubleshooting

​Cannot Save - Validation Error

​AI Not Available Despite Enterprise Plan

​Cannot Create More Workers

​Subscription Shows “Not Found” Error

​Cannot Access Subscription Page

​Subscription Lifecycle

​Status Transitions

​Integration with Other Features

​AI Service

​Worker Management

​Billing Module

​Dashboard

​Technical Reference

​Controller Actions

​Data Model

​Authorization

​Auto-Creation Logic

​Relationships

​Related Features

Build docs developers (and LLMs) love

Overview

What You Can Control

Accessing Subscription Settings

Subscription Plans

AI Feature Availability

Subscription Form Fields

Updating Your Subscription

Default Trial Subscription

How Subscription Affects Features

AI Diagnostics

Module Access

User Limits

Reporting and Analytics

Best Practices

Troubleshooting

Cannot Save - Validation Error

AI Not Available Despite Enterprise Plan

Cannot Create More Workers

Subscription Shows “Not Found” Error

Cannot Access Subscription Page

Subscription Lifecycle

Status Transitions

Integration with Other Features

AI Service

Worker Management

Billing Module

Dashboard

Technical Reference

Controller Actions

Data Model

Authorization

Auto-Creation Logic

Relationships

Related Features