Legacy Yearly Billing and improvements to billing and synchronization

1. New way of recording purchased licenses (Yearly Stats)

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How it was before

When purchasing additional licenses, the system updated the existing annual record, which made it difficult to analyze the purchase history.

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How it works now

Each license purchase is recorded as a separate record in Yearly Stats (purchase history).

Example:

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• First purchase: 130 licenses → separate record
• Additional purchase: 70 licenses → another separate record

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This allows all transactions to be visible in the history without overwriting previous data.

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2. Aggregated Report – clear summary of licenses

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A consistent aggregation mechanism has been introduced:

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• Aggregated Report automatically sums up all license purchases
• It always shows the current total number of active licenses

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Example:

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• After purchasing 130 licenses → aggregation = 130
• After purchasing 70 additional licenses → aggregation = 200 (130 + 70)

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Aggregation becomes the single source of truth for the current number of licenses.

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3. Automatic annual plan renewals

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We have changed the way automatic renewals are handled:

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• The system retrieves the number of licenses from the last aggregated report
• Upon annual renewal:
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  • New Yearly Stats records are created for the main domain and all subdomains
  • All domains inherit the same number of licenses

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Example:

If the aggregation shows 200 licenses, each domain will receive a new record with a value of 200 licenses.

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4. Descriptive payment names in Stripe

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Annual payments now have clear descriptions that include the number of licenses, making it much easier to identify transactions in Stripe.

Example:

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Yearly subscription charge for December 2025 – 200 licenses

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5. License number management by Super Admin

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For annual plans, the number of licenses is now specified directly in Billing Settings.

• The Super Admin can manually change the number of licenses in a dedicated field
• Changes are reflected in plan calculations and reports

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6. Billing Report Invoice – improved reporting

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The invoice report has been expanded to include:

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• The total number of licenses purchased and repurchased as part of the annual plan
• Easier tracking of the total number of active licenses for accounting and auditing purposes

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7. Sample scenario

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The customer purchases an annual plan:

• 130 licenses for PLN 1560
• Yearly Stats: +1 record (130, PLN 1560)
• Aggregation: 130 licenses, PLN 1,560
• The customer purchases additional licenses:

• 70 licenses for PLN 840
• Yearly Stats: +1 record (70, PLN 840)
• Aggregation: 200 licenses, PLN 2,400
• After one year (automatic renewal):

• The system downloads 200 licenses from aggregation
• Creates payment:
• Yearly subscription charge for December 2025 – 200 licenses
• Yearly Stats: +1 record for each domain (200, 2400 PLN)
• New aggregation: 200 licenses, 2400 PLN

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8. Additional fixes (FIX)

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• Ability to delete handwritten signatures directly from the employee profile
• New basePrice option in billing, linked to discount logic:
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  • The base price is dynamically reduced according to the discount
  • Daily cron restores the original price after the discount expires
• Monthly and annual reports no longer enforce a limit of 10 employees – the limit applies only to aggregation
• The Subscription Info tab for annual plans now uses the maximum number of licenses, supporting:
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  • changes made by the administrator
  • automatic updates after purchasing additional licenses

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9. Pricing 2.0 and system improvements (IMPROVEMENT)

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With this update, we have implemented broader improvements:

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• Full adoption of Pricing 2.0 with Basic plan restrictions
• More accurate billing, VAT-exempt support, retry payment, prorata for plan changes
• More stable synchronization with Google Workspace, Microsoft 365, and Calamari:
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  • individual user synchronization
  • clearer error messages
  • improved synchronization queues
• New onboarding with social media integration, real-time preview, and simplified user data collection
• Better absence handling, more stable signature installation process
• Backend, frontend, and Gemini AI performance improvements
• Branch module for multi-location templates
• Extended variable support, work address integration, and automatic organization data refresh

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Changes to Legacy Yearly Billing streamline the way annual licenses are calculated, reported, and renewed. With separate purchase records, aggregation as the source of truth, and clear payment descriptions, administrators and finance teams gain full transparency and control over their subscription—without ambiguity or manual adjustments.

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