Billing & Plan
How clinic owners manage their Dentare subscription, doctor seats, add-on modules, invoices, and storage in Settings.
Billing & Plan is where the clinic owner manages the Dentare subscription: the current plan, doctor seats, add-on modules, billing details, invoices, and storage. Find it at Settings → Billing & Plan (https://dentare.io/clinic/settings/billing).
This page is owner only. Other team members, including admins, don't see it, because it touches money entering and leaving the clinic's account.
Your plan
The plan card at the top shows your subscription status (for example a free trial, active, past due, or canceled), the plan name, and the price and billing interval. Below that, a short line explains how the price is calculated.
The actions on the card depend on your current state:
- Change plan scrolls to the plan configurator further down the page.
- Update payment method opens Lemon Squeezy's secure hosted page to add or replace a card.
- Cancel plan and Resume plan open a confirmation dialog in place, without leaving Dentare.
Clicking Cancel plan opens a dialog that repeats the plan and price, explains what happens, and states the exact date your plan stays active until (the end of your current billing period). You can resume any time before that date from the same card.
Canceling stops the plan from renewing. The clinic keeps every paid feature until the end of the current billing period, then drops to Free. Nothing is deleted, and you can resume before that date to keep everything as-is.
Doctor seats
Pro is billed per doctor: €29 per doctor per month, billed linearly with no included doctors, so adding or removing one doctor moves the bill by exactly one seat price. This section is the transparency view into that billing. Doctors are added or removed from Team & Access; this page shows the result.
- A list of names shows who currently occupies a paid seat.
- Paid seats this period shows the seat ceiling you've already paid for in the current billing period.
- Seat changes lists every addition and removal, with the date, who made the change, and whether it was Charged (with the amount), No charge, or Already paid (absorbed because the seat was added and removed within the same period).
- A past-due banner appears if your last payment failed, with a link down to billing details to update your payment method.
Adding a doctor mid-period is a billing change, so Dentare asks you to confirm before creating the profile. Confirming can invoice you immediately for the prorated rest of the current period, unless that seat was already paid for earlier in the period, in which case there's no new charge. Removing a doctor never creates a credit for the current period. The lower price only takes effect at your next renewal.
Choose your plan
The configurator shows the Pro plan, priced per doctor, with your current doctor count pulled live from Team & Access (a Manage team link sits next to it). If annual billing is available for your clinic, a Monthly / Annual toggle appears above the total; annual saves 15%. Any add-on modules you've turned on below are included in the same running total, so the number in the top right is always what your next invoice will actually charge for the selected interval.
One button drives the action, and its label changes with your state:
- No subscription yet: Subscribe (or Subscribe now, during a free trial) sends you to Lemon Squeezy checkout.
- Already on Pro: Change plan applies interval or module changes to your existing subscription in place, prorated on your next invoice.
- North Macedonia: the manual pro-forma request replaces checkout entirely. See below.
If you own more than one clinic and the billing email for this clinic would collide with the billing email already used on another of your clinics, Dentare stops before checkout and asks whether to keep the shared email (tagged so invoices still stay separate) or use a different one for this clinic.
The Pro trial does not require a card. If you're on a trial, the plan card and configurator show the date it ends. Clinics in North Macedonia get their trial through the pro-forma flow instead - see the North Macedonia section below.
Add-on modules
In-house X-Ray (€49 per month, per location) and In-house Lab (€39 per month, per location) turn on the in-house department for that location, on top of the Pro plan. They're independent toggles: turn on X-Ray, Lab, both, or neither.
Turning a module on or off is a billing change, so both directions ask you to confirm first. The dialog states the exact monthly amount the change adds or removes. Turning a module on mid-period may also add a prorated charge for the rest of the current period, or show that it's already covered if you paid for it earlier in the same period. Turning a module off never creates a credit. It only lowers the bill starting at your next billing cycle.
Turning off a module mid-period keeps you paying the current price until the next renewal. There's no partial refund for the days already billed.
If your clinic is still on Free, the module toggles are disabled and the section points you to the plan configurator above instead. If a Pro trial or subscription lapses while a module is on, the module stays selected but inactive until you subscribe again, so nothing about your setup is lost.
Billing details
Two fields control what appears on your invoices:
- Billing email is where invoices and receipts are sent.
- Extra billing information is a free-text field printed as an extra line on every invoice, typically your clinic's VAT number or other details you want on record.
Invoices
Past invoices list with the date and amount for each one, plus two downloads per row: the invoice and the matching receipt, both opening as PDFs.
Storage
A usage bar shows the percentage of your clinic's storage limit used so far. As usage climbs, the bar and the number next to it change color to flag it. Near the cap, Dentare shows a message with a link to upgrade to a plan with more storage, so uploads (photos, X-rays, documents) don't start failing without warning.
North Macedonia: pro-forma invoicing
Clinics based in North Macedonia don't check out with a card. The clinic is invoiced directly by Fetosoft DOOEL with a Macedonian fiscal invoice, so the plan configurator's button opens an inline pro-forma request form instead of Lemon Squeezy checkout.
The form asks for:
- Number of doctors and which add-on modules you want (same X-Ray / Lab checkboxes as above)
- Contact person's name and phone number
- Billing email
- VAT number (ДДВ)
- Company registration number (EMBS)
- An optional note for the Dentare team
While you fill it in, Dentare shows an estimated total in EUR, excluding VAT. The pro-forma and the fiscal invoice that follows it are both issued in MKD, at the exchange rate on the day each one is issued, so the MKD amount can differ slightly between the two. 18% VAT (DDV) is added on top of the EUR price shown here.
Before issuing the pro-forma, Dentare checks your clinic's legal name, VAT number, and company registration number against UJP records. If something doesn't match, the team contacts you before the pro-forma goes out rather than issuing one that doesn't match your official details.
Submitting shows a summary card with your request's status, doctor count, selected modules, and submission date. You can reopen and resend the request with updated details at any time before it's actioned.
How the trial works on this rail. Submitting a request does not change your plan by itself. When the Dentare team approves your pro-forma request, your clinic gets full Pro access for 14 days - including any modules you requested - so you can work normally while the payment is on its way. Paying the pro-forma activates the plan. If the payment never arrives, the access window simply lapses and your clinic returns to Free; nothing is deleted.