Before You Begin
This article is for Franchisor Finance and System Admin users only.
You must be logged into the Corporate environment (not a franchise office).
In some cases, you may need to charge an office a different monthly fee than the standard subscription plan. This is common for training offices or offices with special billing arrangements.
Accessing the Office Fee Override
Log in to the Corporate environment.
Navigate to Setup > Offices.
Locate and hover over the office you want to modify.
Click the Edit icon in the row to open the office details.
Navigate to the Agreement tab.
Setting a Custom Fee
In the Agreement tab, locate the Monthly Fee Override field.
Enter the custom fee amount (excluding GST).
Click Save.
Unpaid Invoice Handling:
If the office has any unpaid invoices at the current price, a modal will appear listing them.
Action: You must Download the CSV of these unpaid items.
Result: The old unpaid Stripe invoices will remain as "unpaid" in Stripe, and a new subscription will be created with the new price.
Resolution: Collect payment for the old invoices separately if required.
The custom fee applies to this office only. Their next invoice will reflect the new amount.
Note: The override fee takes effect on the office's next billing period. An email notification (SubscriptionCreatedNewPrice or SubscriptionCancelled) is sent to the Franchise Owner.
Setting a $0 Fee
Setting the fee to $0 allows an office to operate without a Stripe subscription. This is used for test offices, offices migrating due to an entity change, or other unique scenarios.
Important considerations:
Office users will not see the Billing & Invoices tab in their office view.
Only set to $0 after consultation with Franchise Operations and Franchisor Finance.
Permanent vs Toggle-able Free: The ability to later change the fee back to a non-zero amount depends on when the $0 fee was set:
If a Franchisee has already logged in (Stripe Customer exists): You can change the fee back to a non-zero amount. This will trigger a new subscription and payment prompt.
If fee was set to $0 at office creation (before any Franchisee login): The office is permanently free and cannot be toggled to paid billing, because no Stripe Customer record was created. To enable billing, the office would need to be recreated.
In summary, only set the amount to $0 during office creation if they will never be required to pay for GJS access in very specific edge cases.
Removing an Override
To revert an office to the standard subscription fee:
Clear the Monthly Fee Override field (leave blank).
Click Save.
The office will be charged the standard plan rate on their next billing period.
Verifying in Stripe
After setting an override, you can verify the change in Stripe:
Log in to the Stripe Dashboard.
Navigate to Subscriptions.
Locate the office's subscription.
Confirm the price reflects the custom override amount.