How do you handle mid-cycle upgrades and proration when a client changes plans?
When you change a client's plan mid-cycle, HubWho generates a proration invoice automatically so you never under- or over-bill on an upgrade or downgrade. You make the change right on the subscription detail page; the credit for the unused portion and the charge for the new plan are calculated for you, and every change is logged in the audit trail. HubWho is pre-launch, so this is what the founding-cohort build is built to do.
Mid-cycle plan changes are where agency billing quietly leaks money. A client upgrades on the 12th, someone forgets to adjust the next invoice, and you eat the difference for a month, or you over-bill and trigger an awkward refund conversation. HubWho is designed to remove the manual math entirely: change the plan on the subscription, and the proration is calculated and invoiced automatically. The note below covers exactly how that works and where to keep a human in the loop.
Why the answer is what it is
Change the plan right on the subscription
From the subscription detail page you can pause, resume, cancel, or change plan in a few clicks. There's no separate billing workflow to remember and no spreadsheet to reconcile afterward. The plan change is the action; the billing follows from it automatically.
Proration invoices generate automatically
When a client moves between plans mid-cycle, HubWho generates a proration invoice automatically so you never under- or over-bill on the upgrade. The credit for the unused portion of the old plan and the charge for the new one are calculated for you, instead of you working out the day-count by hand.
You choose how the proration gets collected
HubWho supports a choice of payment rails: Plaid ACH bank-link, card, and Apple Pay, with instant onboarding, or your own merchant account via Authorize.net or NMI for lower rates after underwriting. Opt-in auto-draft can collect the prorated charge on the due date, with a per-run cap and a guard against double-charging.
Every change is logged with a before/after diff
Plan changes and the invoices they produce are written to a permanent audit trail with before/after diffs, so nothing happens invisibly. If a client questions a prorated charge months later, you can show exactly what changed, when, and what it billed.
Margin stays visible after the change
Because HubWho tracks your wholesale cost against what you bill per client and per service, an upgrade doesn't bury your real margin. You can check on demand whether the new plan is actually more profitable, not just higher revenue.
What to look for
- Open the subscription on the client's detail page
- Select the new plan to upgrade, downgrade, or change tier
- Let HubWho generate the proration invoice automatically
- Review the credit and the new charge before it sends
- Confirm how it's collected: ACH, card, or auto-draft on the due date
- Check the audit trail logged the change with a before/after diff
- For franchise or multi-location clients, use bulk actions to change a whole group at once
Related questions
Does proration work for downgrades too, not just upgrades?
Yes. Changing the plan generates a proration invoice automatically whether the client moves up or down, so you neither under-bill on an upgrade nor over-bill on a downgrade. The credit and charge are calculated for you either way.
Will the prorated amount get charged to the client automatically?
Only if you've opted that subscription into auto-draft. Auto-draft collects saved payment methods on the due date with a per-run cap and a double-charge safety guard. If it's off, the proration invoice is created and you collect it like any other invoice.
Can the client see the prorated invoice in their portal?
Yes. The proration invoice appears in the client's white-label portal alongside their other invoices and payment history, on your domain and under your brand, so they can review and pay it without emailing you.
Does HubWho send overdue reminders if a prorated invoice isn't paid?
You can configure the dunning policy and late-fee rules today, with three reminder tiers on a schedule you set. Automated sending of those reminders is on the roadmap, so for now treat the reminder schedule as something you configure rather than a hands-off collection engine.
How Roffik addresses this
Billing, ACH and card payments, recurring subscriptions, per-client margin tracking, and branded client portals for marketing agencies — built on Midnight + cyan. Learn more about HubWho.