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Payment Instructions

How subscription payments work on wellfd

Payment Required Before Onboarding

⚠️ IMPORTANT: No venue manager accounts are created until payment is secured.

After a restaurant expresses interest, the first step is collecting payment for their chosen subscription tier. Only after successful payment should you proceed with creating their restaurant profile and venue manager account.

Overview

wellfd uses Stripe for all subscription payments. All venue manager subscriptions are recurring monthly charges that process automatically. Restaurants choose from three tiers: Basic, Community Partner, or wellfd Champion.

Payment Flow:

  1. Restaurant contacts wellfd expressing interest
  2. Discuss tier options and pricing
  3. Collect payment via Stripe first
  4. Create restaurant in system
  5. Set up venue manager account
  6. Grant portal access
Subscription Tiers & Pricing
wellfd Essentials
$49/month
  • • 1 active voucher at a time
  • • Up to 2 events per month
  • • Basic analytics (page views, voucher redemptions)
  • • Enhanced profile with photos & menu
  • • Newsletter: 1 feature per quarter
Community Partner
$199/month
  • • Up to 3 active vouchers
  • • Unlimited events
  • • Desktop ads (160x250, Spaces 2 & 4) + mobile banner (Space 8)
  • • Enhanced analytics
  • • 1 video feature per year
  • • Monthly newsletter eligibility
wellfd Champion
$449/month
  • • Unlimited vouchers
  • • Unlimited events with featured placement
  • • All ad spaces including tower ads (160x600)
  • • Advanced analytics
  • • Quarterly strategy sessions
  • • 1 dedicated solo newsletter feature per year
Premium Sticky Ad (Add-on)
$149/month
  • • Always-visible bottom banner ad
  • • Rotates among up to 25 advertisers (~4% impression share)
  • • Available to any tier as add-on
How to Collect Payment

Method 1: Send Payment Link (Recommended)

  1. Go to Marketing Page:

    Navigate to https://www.wellfd.com/Marketing or Home → Admin → (scroll to see internal pages)

  2. Fill Out Restaurant Information:

    Enter restaurant name, contact person, email, phone, service (tier), and price

  3. Click "Proceed to Payment":

    This creates a Stripe Checkout session and generates a payment link

  4. Copy & Send Link:

    Copy the Stripe checkout URL and send it to the restaurant via email

  5. Restaurant Completes Payment:

    Restaurant enters their credit card details and authorizes the recurring charge

  6. Confirmation:

    You'll receive notification of successful payment via Stripe dashboard. Now proceed with onboarding!

Method 2: Direct Stripe Invoice (Alternative)

If you prefer, you can create invoices directly in your Stripe dashboard:

  1. Log into your Stripe dashboard
  2. Go to "Invoices" → "Create Invoice"
  3. Add customer details and line items (subscription tier)
  4. Set as recurring monthly charge
  5. Send invoice to restaurant email
  6. Wait for payment confirmation
Managing Payments in Stripe

All payment management happens in your Stripe dashboard. Log in to view subscriptions, process refunds, update billing details, or cancel subscriptions.

Stripe Dashboard Access:

https://dashboard.stripe.com

Common Tasks:

  • View all subscriptions: Dashboard → Subscriptions
  • Update payment method: Select customer → Update card details
  • Cancel subscription: Select subscription → Actions → Cancel
  • Issue refund: Select payment → Refund
  • Change tier/price: Select subscription → Update subscription
Billing Cycle & Renewals

How It Works:

  • Automatic Renewals: All subscriptions renew automatically on the same day each month
  • Billing Date: Based on the date of initial payment (e.g., paid Jan 15 = renews Feb 15)
  • Failed Payments: Stripe automatically retries failed payments and notifies the customer
  • Cancellation: Subscriptions can be cancelled anytime; access remains until end of billing period
What Happens After Payment

Once payment is confirmed, follow these steps to complete onboarding:

  1. Create Restaurant in System

    Home → Admin → Edit Restaurants → Add New Restaurant

  2. Create User Account

    Restaurant contact creates account or you invite via Members page

  3. Assign as Venue Manager

    Home → Admin → Venue Managers → Assign restaurant & set tier

  4. Send Portal Access Info

    Send them link to dashboard: https://www.wellfd.com/VenueManagerDashboard

✓ Full onboarding guide: Venue Manager Onboarding

Troubleshooting Payment Issues

Problem: Payment link not working

Solution:

  • Verify STRIPE_SECRET_KEY is set in environment variables
  • Check Stripe dashboard for API errors
  • Ensure payment link was generated successfully (check browser console)
  • Try creating a new checkout session

Problem: Customer's card declined

Solution:

  • Ask customer to try a different card
  • Verify sufficient funds/credit limit
  • Check if card supports recurring payments
  • Contact customer's bank if issue persists

Problem: Need to change tier after payment

Solution:

  • Update subscription in Stripe dashboard
  • Update tier in wellfd: Admin → Venue Managers → Edit
  • Both must match for proper functionality
Quick Reference

Important Links:

Remember:

  • ✓ Always collect payment BEFORE creating venue manager account
  • ✓ Set subscription tier in both Stripe AND wellfd system
  • ✓ Send payment link before discussing portal access
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