# 2. Payment Methods & Billing Settings

User Type: **Training Institute**
Source: *Mi Digital Academy - Education CRM Features Document*

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## 2. Payment Methods & Billing Settings

### 2.1 Payment Method Management
**What it does:** Lets the Training Institute manage its payment methods: the Institute adds a card or bank method, sets a default, and removes a method. The Institute sees the methods with their last four and expiry. This controls how the institute's charges are paid.

**Sub-features:**
- Payment methods list
- Add a payment method
- Set a default method
- Remove a payment method
- Last four and expiry shown
- Method update supported
- Management available on web and mobile
- Management event logging (added, default set, removed)
- Audit logging of the payment method management

**Training Institute User Journey:**
1. Training Institute opens the payment method management.
2. The payment methods list is shown.
3. Training Institute adds a payment method.
4. Training Institute sets a default method.
5. Training Institute removes a payment method.
6. The last four and expiry are shown.
7. Training Institute opens Profile → "Activity" and confirms the management events are recorded.

**Rules & Edge Cases:**
- The default method is used for recurring charges.
- A method with an active auto-renewal cannot be removed without reassignment.
- Management events (added, default set, removed) are logged with the account and the timestamp.
- The payment method management is audit-logged with the account and the timestamp.

### 2.2 Billing Contact & Address
**What it does:** Lets the Training Institute manage the billing contact and address: the Institute sets the billing contact name, email, and the billing address, which appear on the invoices. The changes are reflected on new invoices. This keeps the invoice details correct.

**Sub-features:**
- Billing contact view
- Edit billing contact name and email
- Edit billing address
- Details appear on new invoices
- Changes saved
- Billing available on web and mobile
- Billing event logging (updated)
- Audit logging of the billing contact and address

**Training Institute User Journey:**
1. Training Institute opens the billing contact and address.
2. The billing contact is shown.
3. Training Institute edits the billing contact name and email.
4. Training Institute edits the billing address.
5. The details appear on new invoices.
6. The changes are saved.
7. Training Institute opens Profile → "Activity" and confirms the billing events are recorded.

**Rules & Edge Cases:**
- The changes are reflected on new invoices only.
- The billing contact email receives the invoice copies.
- Billing events (updated) are logged with the account and the timestamp.
- The billing contact and address is audit-logged with the account and the timestamp.

### 2.3 Billing Cycle & Proration
**What it does:** Shows the Training Institute the billing cycle and proration: the current cycle dates, the next billing date, and how mid-cycle license changes are prorated. The Institute sees the proration breakdown for any pending change. This makes the billing predictable.

**Sub-features:**
- Billing cycle dates shown
- Next billing date shown
- Mid-cycle change proration
- Proration breakdown shown
- Proration applied to the next invoice
- Cycle available on web and mobile
- Cycle event logging (viewed)
- Audit logging of the billing cycle and proration

**Training Institute User Journey:**
1. Training Institute opens the billing cycle and proration.
2. The billing cycle dates are shown.
3. The next billing date is shown.
4. The mid-cycle change proration is shown.
5. The proration breakdown is shown.
6. The proration is applied to the next invoice.
7. Training Institute opens Profile → "Activity" and confirms the cycle events are recorded.

**Rules & Edge Cases:**
- The proration is for the remaining cycle days.
- The proration is applied to the next invoice.
- Cycle events (viewed) are logged with the account and the timestamp.
- The billing cycle and proration is audit-logged with the account and the timestamp.