How does Billing Proration work for Coach-Paid Athlete Subscriptions?

When you're a coach managing a workspace with an active Vekta subscription, you have the option to cover the cost of your athletes’ access to the platform. This means you’re billed for each athlete seat you occupy in your workspace. To ensure fairness and flexibility, Stripe (our payment service provider) automatically handles billing proration when new athletes are added mid-way through your subscription period.

Here’s how it works:

Your billing period begins immediately after your free trial ends. For example, if your trial ends on August 15, 2025, your billing cycle will run from August 15, 2025 to August 15, 2026.

You’re charged based on the number of active athlete seats in your workspace during this period.

When you invite a new athlete and choose to cover their subscription:

• Your total number of athlete seats increases by one.

• Stripe triggers a prorated charge for the new seat, based on the remaining time in the billing period.

• An invoice is automatically created, and a payment is triggered to cover the additional cost for the remaining time of the newly added athlete(s).

You add an athlete 6 months into your billing year.
You’ll only be charged for the remaining 6 months of that athlete's subscription.

Stripe ensures you’re only charged for the time you actually use. When you add (or remove) athletes mid-cycle, Stripe does the following behind the scenes:

1. Credits your account for the unused time of the previously active athlete seats.

2. Charges your account for the remaining time for the new total number of athlete seats.

This two-step method ensures your subscription cost stays accurate and up to date without disrupting your billing cycle.

At the end of the billing period (e.g., August 15, 2026), Stripe will charge you based on the number of athletes in your workspace at that moment. That becomes your new billing baseline for the following year.

If you have any questions or need help understanding your billing, feel free to reach out to our support team at support@joinvekta.com we’re here to help!