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Most businesses use centralised billing: the owner pays one subscription that covers every location. But if you run a franchise, or simply want a branch manager to pay for and run their own store, you can delegate a location’s billing to them. When a location is delegated, that manager gets their own subscription and invoice for it and pays with their own payment method, independently of you, while you keep overall oversight of the organisation.

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Setting up delegation (owner)

Delegation is turned on for a location that a manager is assigned to. Only admins can turn it on, it is available on PRO only, and it is not available for accounts billed through Shopify. There are two ways to reach it:
  • On the location (Settings → Locations → Edit): assign the manager under Team & Billing, then turn on the Delegated Billing toggle.
  • When inviting the manager (Settings → Team): invite them as a Manager, assign their location(s), and choose which of those to delegate.
Some rules limit delegation:
  • You must keep at least one location on your own subscription. You cannot delegate your last paid location.
  • The first location always stays with you. You can delegate additional locations.
  • Only the first manager assigned to a delegated location is its billing manager. Other managers at that location see a “Waiting for billing setup” screen until the billing manager has paid.
1

Assign a manager to the location

Make the person a Manager and assign them the location they will run.
2

Turn on delegated billing for that location

Enable Delegated Billing for it. This tells the system the manager will pay for it independently. You can delegate one or more locations to the same manager.
3

The manager sets up their payment

Once delegated, the manager receives their own VEXiON PRO subscription for the location and must set up their payment method before they can use the platform. Until they do, they see a full-screen “Welcome to VEXiON cards” prompt that counts down the days left to set up billing (7 days from when the location was delegated). It shows VEXiON PRO with a choice of Annual (with a discount) or Monthly billing, priced per delegated location, noting that one payment covers all their locations. A daily check looks at every delegated location. If the manager has no active subscription 7 days after delegation, the location returns to your own billing and you are charged for it. A manager whose payment is late but whose subscription still exists is not reverted. Nothing is reverted while your account is paused. You and the manager both get an email about it.
This billing gate blocks the manager’s entire platform, not just the delegated location, until payment is set up. Trying to open the dashboard just returns them to the billing screen. It also applies to a scanner assigned to a delegated location. Admins and owners never see this gate. The 7-day period runs from when the location was delegated, not from when the manager was invited, so if you delegate a location that has been set up for a while, a newly invited manager may need to set up billing right away.
The location then shows a Delegated badge in your locations list, and its cost is billed to the manager rather than to you.
You cannot take a manager off a delegated location until you turn off delegated billing for it. Removing a manager from the team does not cancel their paid subscription. VEXiON only emails you a warning, so turn off delegated billing first.

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Locations from a POS and new locations

  • A location that comes from a POS mapping is paid by you, the owner, when it is created. Once it exists, open it and turn on Delegated Billing. From then on the manager pays for it.
  • A location you create by hand (Settings, Locations, Add location) can be created already billed to the manager. The window shows the manager’s amounts first. Nothing is charged before you confirm.
  • Connecting a POS and mapping branches is done by an admin, on a computer. A manager cannot connect their own POS. For a franchise location with its own POS, the admin connects it and maps the branch, then delegates the location.

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Turning delegation on or off: what you pay

Before the switch changes anything, a window shows the amounts and asks you to confirm. Nothing is charged or credited until you do.
  • Turning it on: the place you already paid for stays with your subscription until your next renewal. You get no credit and no refund. The manager pays for their part of the current period. If the manager has no subscription yet, they get an email to set up billing.
  • Turning it off (or the 7-day check returns the location to you): if you have a place you already paid for, the location uses it at no extra charge until your renewal. Otherwise you pay the part of the current period that is left, and your bank may ask you to confirm it. If it does, a message tells you that the location is billed to you again and that the payment waits for your bank, with a Pay button.
  • Turning it on again for a manager whose subscription was ending: when you turned delegation off for a manager’s last location, their subscription was set to end with the period they paid. If you turn delegation on for that manager again before it ends, the window says The manager subscription was set to end on (date). Turning this on keeps it running. and shows the amounts as for a running subscription. If the amounts cannot load, the window says so and nothing is changed. Close it and contact us.
  • A manager moves or deletes a paid location: the manager keeps that place until their renewal and can use it for another location at no charge. No refund.
The same rule applies everywhere: a place that is paid for stays usable until the renewal date, and the new price starts from the renewal.

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The manager’s side: My Billing

A manager with a delegated location sees a My Billing tab under Settings (in place of the owner’s full Billing tab). It shows:
  • Their subscription status (Active, Past Due, Canceled, or none yet).
  • Their plan interval (monthly or annual) and next billing date.
  • Their price for the delegated location(s).
  • A way to set up or manage their payment method.

A manager's My Billing tab

Delegated billing is per location. An owner can run some locations centrally (paid by them) and delegate others to managers, all under the same organisation. The per-location tiers from Per-location pricing still apply.
This is ideal for franchises: each franchisee pays for their own store and manages their own customers and till, while the brand owner keeps the cards, design, and oversight consistent across the whole network.