Manage your subscription

Who this page is for: the practice manager who owns the subscription - starting it, reading it, changing it, and ending it without a phone call.

Starting

Pick a plan and start now - onboarding runs self-serve in your browser. Your first 50 referrals are free (a one-time allowance, not a monthly reset). Reaching the allowance never starts a charge: new capture pauses unless the practice separately activates a paid subscription, while existing records remain available to read, work and export. Billing is monthly or yearly (yearly pays for ten months), always a flat fee in Australian dollars ex GST, never a percentage of your billings. There is no setup charge and no payment method is collected at sign-up. The tiers are on Pricing.

Viewing your plan

Settings → Billing in the console shows the subscription as it stands:

• The current plan, read live from the pricing catalogue - the same single source of pricing truth the public site quotes, so the price you see is never a stale copy.
• Issued invoices, as they are issued.
• The current invoice-request reference and administrative state, when the practice chose that path. A request is labelled separately from an issued invoice or receipt.
• The billing details - legal entity name, ABN, practice email - read from the Practice profile, so there is exactly one place to keep them current.

Only a signed-in practice Owner or Admin can open Checkout or the customer portal. Staff members can keep working in the workspace but cannot create or change a subscription.

Paying in hosted Stripe checkout

Before a subscription exists, Settings -> Billing shows the selected plan and lets the Owner or Admin choose monthly or yearly billing. Review and pay in Stripe opens hosted checkout for that exact selection. Opening checkout does not charge the practice. The person reviews the amount, GST, renewal and payment details, then submits inside Stripe.

After activation, plan changes, payment method and invoice history live in the hosted customer portal, also opened from Settings -> Billing. Payment runs through the provider’s own hosted surface: card and bank details never touch Refera - not at sign-up, not at change, not ever.

Card confirmation is normally immediate. Australian bank debit can remain payment pending while Stripe confirms the debit. On return, the Billing page removes the Checkout Session id from the address bar and reads the server-backed status until it becomes active or needs attention; the return URL itself is never treated as proof of payment. New captures resume only after Stripe confirms payment. A referral retained in the connector spool at the 50-referral boundary is picked up by the next scheduled connector pass once the subscription is active.

Requesting an invoice

Some accounts teams need an invoice before payment. An authenticated practice Owner or Admin can open Request an invoice and provide:

• a business billing email;
• the selected plan and monthly or yearly cycle; and
• an optional purchase-order or accounts reference.

Use business billing information only. The reference field refuses patient-shaped details, payment-card numbers and card-verification wording.

Submitting saves one practice request and notifies the Refera team. The page displays its INVREQ-... reference and delivery state. Repeating an open request returns the same saved record rather than creating duplicates; if Refera could not notify the team, the practice can try again. An Owner or Admin can cancel a request while it is still requested or under review.

An invoice request is not a charge, Stripe invoice, subscription or paid entitlement. The first 50 allowance and new-referral state do not change merely because a request exists. Payment and access must be separately confirmed before new referrals resume.

Cancelling

Cancellation and closure use the authenticated process below. Commercial rights and timing follow the accepted terms; this page does not replace them.

• The structured export comes first. Settings, referrals and the available sealed event history download as tenant-scoped JSON at no export charge. Object-Locked source-archive storage is deployed in AWS Sydney; complete source retention, retrieval and export remain unavailable until the lifecycle is proven end to end. See Exports and leaving.
• Closure is deliberate. An owner records an authenticated request; this does not immediately delete health records or end access.
• Deletion is controlled and assisted. Refera confirms the structured export, deletion scope and any legal/security/backup retention before carrying out the request. Refera does not claim a per-practice key, instant cryptographic erasure or a shipped self-service deletion engine.

Ownership of the practice account can also be transferred to another named person - transferred, never edited or deleted.

Current status

Production charging remains disabled until the reviewed subscription release is explicitly enabled. Account setup, the empty workspace and the one-time first 50 live captures require no card. Using the allowance never activates a subscription or charge. An authenticated practice admin must explicitly start a paid plan from the connected workspace. Recording an invoice request does not start or bypass that release.

Related

• Pricing - current plans and the terms that go with each.
• Exports and leaving - the exit, in full.