Before You Begin
This article is for Franchisor Finance and System Admin users only. Franchise users do not have access to subscription plan management.
You must be logged into the Corporate environment (not a franchise office).
A subscription plan defines the monthly service fee amount charged to franchise offices for G.J. Software access. When you create or update a plan, it automatically syncs to Stripe. All new and migrated offices are assigned to the currently active plan.
IMPORTANT: Please read this entire article before making any changes to Subscription Plans
Accessing Subscription Plans
Log in to the Corporate environment.
Navigate to Setup > Subscription Plans.
The Subscription Plans screen displays the currently Active plan by default. Use the Show All toggle to view archived or inactive plans.
Creating a New Subscription Plan
Note: You cannot create a new plan until the currently active one is archived. See Archiving a Plan below.
Click the Add Plan icon.
Enter the Plan Name (e.g., "G.J. Software Monthly Service Fee"). This is the name of the product that will be displayed on invoices.
Enter the Price (excluding GST). Tax is automatically calculated by Stripe.
Click Save.
The new plan is created in G.J. Software and automatically synced to Stripe's product catalog. The new plan becomes active immediately.
Note: Plan currency is automatically determined by the tenant region.
Notifications:
Email notifications New Product and Product Created are sent to the recipients configured in Setup > Email Notification Recipients.
To customize the email content, navigate to Corporate View > Setup > Manage Email Templates > Internal Templates.
Archiving a Plan
Caution: Do not archive a product without coordination. Archiving a product in GJS archives it in Stripe, which immediately cancels all subscriptions tied to that product. All affected offices move to ACTIVE status (since there is no subscription to charge for). When a new product is created, offices will be prompted to set up payment. Archiving requires coordination between Finance, Support, and Communications teams.
To retire an old subscription product:
Locate the product in the Subscription Plans list.
Click the product row to open options.
Click the Delete icon and confirm to archive the product.
Unpaid Invoice Handling:
If there are any unpaid invoices linked to this plan, a modal will appear listing all outstanding payments.
Action: You must Download the CSV of unpaid invoices before confirming.
Resolution: Finance must manually invoice these offices outside of Stripe, as the system will mark the Stripe invoices as uncollectible upon cancellation.
Archived products are hidden from the default view but remain in Stripe for historical reference.
Notifications:
Email notification Product Deactivated is sent to the recipients configured in Setup > Email Notification Recipients.
To customize the internal notification, edit the ProductDeactivated template in Corporate View > Setup > Manage Email Templates > Internal Templates.
Changing the Price for an Existing Product
To update pricing while preserving invoice history:
Select the Active Subscription Plan in GJS.
Change the price to the new amount (excluding GST). a new price under the existing product (rather than editing the old price).
Click Save.
This approach keeps all historical invoices linked to the original price for accurate record-keeping.
Notifications:
Regional Support: Receives an automated email (ProductFeeChanged).
Franchise Owners: Receives a Todo Notification alerting them to the price change.
To customize the support email, edit the ProductFeeChanged template in Corporate View > Setup > Manage Email Templates > Internal Templates.
The new price takes effect on each office's next billing period (typically the following month). Coordinate with Communications to ensure franchises are informed before making price changes.
Verifying in Stripe
After creating or modifying a plan, you can verify the sync in Stripe:
Log in to the Stripe Dashboard.
Navigate to Product Catalog.
Confirm the product appears with the correct name and price.
Tip: When viewing Customers in Stripe, the Description field is automatically populated with the Office Name. You can search for specific offices by name in the Stripe Dashboard.
Developer Administration (Restricted)
Note: This section applies only to users with access the developer.admin account (controlled via database values in gh.sys_properties).
Disabling Stripe Integration
A "Disable Stripe" toggle is available for regions with alternative billing arrangements or where Stripe has not yet been rolled out.
Location: Setup > Subscription Plans.
Visibility: Hidden for all standard Corporate users.
Constraint: You cannot disable Stripe if there is an active subscription plan. You must archive the active plan first.
Impact: Disabling Stripe hides the Subscription Plans menu from all users (except
developer.admin).