# Institute Billing Manager

User Type: **Training Institute** (Sub-Admin: Billing Manager)
Source: *Mi Digital Academy - Education CRM Features Document*

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## Institute Billing Manager

The Billing Manager is the institute's finance role. They own the commercial relationship with the platform: viewing license usage, purchasing additional licenses, managing billing history and invoices, tracking discount eligibility, and handling renewals and upgrades. They have no access to student management, analytics, content, or integrations.

### 1.1 License Usage & Seat Visibility
**What it does:** Gives the Billing Manager a read view of the institute's license position: total entitlements, used seats, available seats, and per-package breakdown. This is the starting point for every billing decision.

**Sub-features:**
- View license usage and available seats
- Per-package entitlement breakdown
- Seat allocation summary (by group, read-only)
- Utilization trend over time
- Usage vs entitlement alerts
- Available on web and mobile
- Event logging (viewed)
- Audit logging of usage views

**Billing Manager User Journey:**
1. The Billing Manager opens Billing & Licensing → License Usage.
2. Reviews the entitlement overview: 200 total, 180 used, 20 available.
3. Opens the per-package breakdown to see which packages are driving usage.
4. Reviews the utilization trend for the last 6 months.
5. The Billing Manager opens Profile → "Activity" and confirms the usage view event is recorded.

**Rules & Edge Cases:**
- The seat allocation summary is read-only; the Billing Manager cannot allocate or transfer seats.
- Usage figures are real-time and match the Institute Admin's view.
- Alerts fire at 80% and 95% utilization to the Billing Manager and Institute Admin.
- Usage view events are logged with the account and timestamp.
- Usage views are audit-logged with the account and timestamp.

### 1.2 License Purchase & Discount Eligibility
**What it does:** Lets the Billing Manager purchase additional licenses and view the institute's discount eligibility for bulk purchases, including tiered pricing and volume discounts.

**Sub-features:**
- Purchase additional licenses
- Tiered pricing display (10–50, 51–200, 201–500, 500+)
- Volume discount application
- Discount eligibility for bulk purchases
- Purchase quote and confirmation
- Available on web and mobile
- Event logging (quoted, purchased)
- Audit logging of purchase actions

**Billing Manager User Journey:**
1. The Billing Manager opens License Usage and sees 20 available seats — below the incoming cohort size.
2. Selects "Purchase additional licenses" and reviews the tiered pricing.
3. The system shows the institute's discount eligibility based on cumulative volume.
4. Selects the 201–500 tier; the volume discount is applied to the quote.
5. Confirms the purchase; the new seats appear in the entitlement overview and an invoice is issued.
6. The Billing Manager opens Profile → "Activity" and confirms the purchase events are recorded.

**Rules & Edge Cases:**
- The 500+ custom enterprise tier routes to the dedicated account manager rather than inline purchase.
- Discount eligibility is computed from the institute's cumulative license volume, not a single order.
- A purchase requires confirmation; the quote is valid for a limited window.
- Every purchase issues an invoice; the purchase and invoice are linked.
- All purchase actions are audit-logged with the actor and timestamp.

### 1.3 Billing History & Invoices
**What it does:** Gives the Billing Manager the full record of the institute's billing: all invoices with line items, payment history, and document downloads for the institute's finance team.

**Sub-features:**
- Billing history list
- Invoice list and details (line items, tax, total)
- Invoice download and sharing
- Payment history (date, amount, method, status)
- Filter by status or period
- Export the billing history
- Available on web and mobile
- Event logging (viewed, downloaded, exported)
- Audit logging of billing history access

**Billing Manager User Journey:**
1. The Billing Manager opens Billing History and reviews the invoice list.
2. Opens the latest invoice to see the line items, tax, and total.
3. Downloads the invoice as a document and shares it by link with the finance team.
4. Reviews the payment history and filters by the last quarter.
5. Exports the billing history for the institute's records.
6. The Billing Manager opens Profile → "Activity" and confirms the billing events are recorded.

**Rules & Edge Cases:**
- Invoices are immutable once issued; corrections are issued as credit notes.
- Share links are controlled and expirable.
- The billing history is scoped to the institute's own invoices and payments only.
- Billing history events (viewed, downloaded, exported) are logged with the account and timestamp.
- Billing history access is audit-logged with the account and timestamp.

### 1.4 Renewals, Upgrades & Expiry Alerts
**What it does:** Lets the Billing Manager manage the lifecycle of the institute's license packages: renewal, upgrades and downgrades, and license expiry alerts.

**Sub-features:**
- License expiry alerts (60, 30, 7 days)
- Renewal management
- Upgrade management (prorated)
- Downgrade management (next cycle)
- Renewal reminders
- Available on web and mobile
- Event logging (renewed, upgraded, downgraded, reminded)
- Audit logging of renewal and upgrade actions

**Billing Manager User Journey:**
1. The Billing Manager receives a license expiry alert: 30 days remaining.
2. Opens the package and reviews the renewal options.
3. Selects "Renew" for the same tier; the renewal is confirmed and the expiry extends.
4. Later, reviews an upgrade to the next tier; the prorated difference is shown.
5. Confirms the upgrade; entitlements update.
6. The Billing Manager opens Profile → "Activity" and confirms the renewal and upgrade events are recorded.

**Rules & Edge Cases:**
- Expiry alerts fire at 60, 30, and 7 days before expiry, to the Billing Manager and Institute Admin.
- Upgrades are prorated for the remaining cycle; downgrades take effect at the next billing cycle.
- A renewal extends the expiry from the current end date, not the purchase date.
- All renewal and upgrade actions are audit-logged with the actor and timestamp.

### 1.5 Role Restrictions
**What it does:** Defines what the Billing Manager explicitly cannot do, enforcing separation of duties from student management, analytics, content, and integrations.

**Sub-features:**
- No access to student management or registration
- No access to student performance analytics
- No access to content or curriculum
- No access to integration management (LMS, SIS)
- No access to sub-admin management
- No access to white-label/branding configuration
- Available on web and mobile
- Event logging (denied access attempts)
- Audit logging of denied access attempts

**Billing Manager User Journey:**
1. The Billing Manager logs in and reviews their navigation: License Usage, Purchase, Billing History, Renewals.
2. Attempts to open Student Management via a shared link.
3. The system denies access and logs the attempt.
4. The Billing Manager opens Profile → "Activity" and confirms the denied access event is recorded.

**Rules & Edge Cases:**
- Denied access attempts are logged with the account, target screen, and timestamp.
- The restriction set is enforced at the API layer, not only the UI — direct endpoint calls are denied.
- The Billing Manager's data scope is always their own institute's billing data.
- Role restrictions cannot be overridden by the Billing Manager; only the Institute Admin or Super Administrator can change the role.
- All denied access attempts are audit-logged with the account and timestamp.