ICONK OS
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Modules & Billing

Draft

Explore the module marketplace, activate modules, and understand your subscription.

Goal

Explain how the module marketplace works, which modules are available, what "Coming Soon" means, and the basics of billing and subscriptions.

Who This Guide Is For

Company owners and administrators who manage which modules are active in their company workspace.

What You Can Do

  • View available modules in the module marketplace
  • Activate modules for your company
  • Understand which modules are included in your plan and which are add-ons
  • See which modules are "Coming Soon" and not yet available
  • Manage module subscriptions

What You Should Not Expect Yet

  • This guide does not cover every billing detail. Specific pricing, plan limits, and billing cycles should be confirmed in your company's subscription page.
  • Not all modules are available to all companies. Some depend on your business type, plan, or administrator decisions.
  • "Coming Soon" modules cannot be activated. They are visible in the marketplace but are not functional.

What Are Modules?

Modules are the building blocks of ICONK OS. Each module provides a set of related features for a specific business area. For example:

  • The Accounting module handles your chart of accounts, journal entries, and financial reports.
  • The Inventory module manages products, warehouses, and stock levels.
  • The Point of Sale module provides a sales terminal for retail transactions.

Your company workspace shows only the modules that are active for your company.

Available Modules

The following modules are currently available and can be activated:

Core Business Modules

| Module | What It Does | |--------|-------------| | My Workspace | Personal dashboard for employees — shifts, leave, payslips | | Accounting | Chart of accounts, journal entries, ledger, financial reports | | Inventory | Products, categories, warehouses, stock movements, adjustments | | Sales | Quotes, sales orders, delivery notes | | Purchasing | Vendors, purchase orders, goods receipts | | Point of Sale | Sales terminal, sessions, sales history | | Food & Beverage | Table management, orders, kitchen display, menus, recipes, reservations | | Marina | Vessels, berths, trips, trip packages, expenses, reports | | CRM | Leads, deals, customers, loyalty program | | HR | Employees, departments, attendance, leave, payroll, performance | | Media Library | File storage and management | | Connect | Team messaging and communication | | Workspace | Tasks, projects, calendar, documents |

Administration Modules

| Module | What It Does | |--------|-------------| | Company | Branches, users, roles & permissions | | System | Settings, module marketplace, data import/export, audit logs |

Coming Soon Modules

The following modules are defined in the system but are not yet available. They appear in the module marketplace with a "Coming Soon" label and cannot be activated:

| Module | Status | |--------|--------| | Service | Coming Soon | | Hotel | Coming Soon | | Travel | Coming Soon | | Fuel Station | Coming Soon | | Website | Coming Soon |

These modules will become available in a future update. They are not functional at this time.

The Module Marketplace

The module marketplace is where you can see all available modules, their pricing, and their activation status.

Accessing the Marketplace

  1. Go to System → Module Marketplace in the sidebar.
  2. You will see modules organized by category.
  3. Each module shows its name, description, and pricing information.

Module Categories

Modules are typically grouped into categories such as:

  • Core — Essential business modules (Accounting, Inventory, etc.)
  • Industry — Specialized modules (Food & Beverage, Marina, etc.)
  • Coming Soon — Modules that are not yet available

Activating a Module

  1. Find the module you want to activate in the marketplace.
  2. Click Activate (or similar action).
  3. Confirm the activation. The module may be included in your plan or may require an additional fee.
  4. The module will appear in your sidebar after activation.

Note: Only company owners can activate modules. If you do not see the activation option, you may not have the required permissions.

Deactivating a Module

  1. Go to System → Apps & Modules in the sidebar.
  2. Find the module you want to deactivate.
  3. Click Cancel or Deactivate.
  4. Confirm the action.

Note: Deactivating a module may affect your data. Financial records and historical data are preserved, but you will no longer be able to access the module's features.

Apps & Modules

The Apps & Modules page (under System) shows which modules are currently active in your company.

  • Active modules are listed with their status.
  • You can manage subscriptions for paid modules from this page.
  • Coming Soon modules are not shown on this page.

Billing and Subscription Basics

Plans

ICONK OS offers different subscription plans. Your plan determines:

  • Which core modules are included
  • How many user seats (employee accounts) you can have
  • Storage and usage limits

Your Subscription

To view your current subscription:

  1. Go to Settings → Billing (if available in your role).
  2. You will see your plan name, billing cycle (monthly or yearly), and usage information.

Module Add-Ons

Some modules may be included in your plan, while others are add-ons that cost extra. When you activate a module, the system will show you whether it is included or requires an additional charge.

Employee Seats

Your plan includes a certain number of employee seats. If you need more seats, you can add them through your subscription settings. Additional seats may incur extra charges.

Known Limitations

  • Coming Soon modules cannot be activated. They are visible in the marketplace but are not functional.
  • Module activation and deactivation require Owner-level access.
  • UNCERTAIN: The exact pricing and plan limits may vary. Check your subscription page for the most current information.
  • Some modules (like CRM) are available through the interface but external integrations may be limited.
  • Module deactivation may not be reversible without re-activation by an owner.

Signup and Workspace Setup (Updated 2026-05-28)

How Signup Works Now

When you create a new account and workspace, ICONK OS guides you through a setup experience:

  1. Create your account — Enter your name, email, and password.
  2. Choose your industry — Select the industry that best describes your business. This helps the system recommend the right modules.
  3. Set up your workspace — Enter your company name, country, currency, and timezone.
  4. Choose a plan — Select a subscription plan that fits your business size.
  5. Customize your workspace — Select modules to include based on your plan.
  6. Review your setup — See a summary before creating your workspace.

Supported Industries

| Industry | Available | Description | |----------|-----------|-------------| | General Business | Yes | Accounting-first setup for any business | | Retail Store | Yes | Shops, boutiques, and retail businesses | | Restaurant / Cafe | Yes | Restaurants, cafes, bakeries, and food service | | Marina | Yes | Marina operations, vessels, and trip scheduling | | Hotel | Coming Soon | Hotels, hostels, B&Bs | | Travel Agency | Coming Soon | Tour operators and travel booking | | Service Company | Coming Soon | Agencies, consultants, and professional services | | Fuel Station | Coming Soon | Gas stations and fuel dispensing |

Plan Module Allowances

| Plan | What's Included | |------|----------------| | Free | Core modules (Accounting, Inventory, CRM, Media, Connect, Workspace) | | Starter | Core modules + choose 1 business module | | Professional | Core modules + all available business modules | | Enterprise | All modules with custom support |

Core Modules (Always Included)

These modules are included in every plan:

  • Accounting
  • Inventory
  • CRM
  • Media Library
  • Connect (Chat)
  • Workspace

Business Modules (Count Against Plan Allowance)

These are the selectable modules that depend on your plan:

  • Point of Sale (POS)
  • F&B / Restaurant
  • Marina
  • HR Management
  • Sales Orders
  • Purchase Orders
  • Loyalty Program
  • Online Booking

What Happens If I Exceed My Plan Allowance?

If you try to select more business modules than your plan allows, the system will tell you:

  • How many modules your plan includes
  • Which modules you need to remove, or
  • That you should upgrade to a higher plan

How to Get Help or Troubleshoot

  • If you cannot activate a module, make sure you are the company Owner. If you are the Owner and still cannot activate it, the module may be "Coming Soon."
  • If a module you activated does not appear in the sidebar, try refreshing the page. If it still does not appear, check that it is enabled in System → Apps & Modules.
  • For billing questions, check your subscription page or contact your company administrator.
  • For general questions, see the FAQ.

Entitlement Engine (Phase 2 — 2026-05-28)

The system now has a central entitlement engine that decides exactly which modules each company can access and why. Every module access decision returns a structured reason code, not just a yes/no answer.

What This Means for You

  • Clearer access messages: When you can't access a module, the system now tells you exactly why (e.g., "Requires starter plan," "Trial expired," "Coming soon").
  • Platform overrides visible: If a platform owner has granted your company special access, you'll see that reflected in the module status.
  • Trial awareness: The system tracks trial expiration dates and will show expired status when a trial ends.
  • Coming Soon enforcement: Coming Soon modules are blocked at the engine level — no workaround possible.

API for Developers

Developers can check module entitlements via:

  • GET /api/v1/companies/[companyId]/entitlements — full summary
  • modules/billing/entitlements.service.ts — backend service functions

Plan Changes (Phase 3 — 2026-05-28)

Upgrading Your Plan

When you upgrade to a higher plan:

  1. The system shows you a preview with the price difference and what you'll gain
  2. You will be redirected to PayPal to complete payment
  3. After payment, your new plan takes effect immediately
  4. New modules and features become available right away

Downgrading Your Plan

When you downgrade to a lower plan:

  1. The system shows you what modules and features you will lose
  2. The downgrade is scheduled for the end of your current billing period
  3. You keep all current access until the billing period ends
  4. At the end of the period, your plan changes and any modules not included in the new plan are removed
  5. If your current usage exceeds the new plan's limits (too many users, branches, etc.), the downgrade may be blocked

Canceling Your Subscription

When you cancel your subscription:

  1. Cancellation is scheduled for the end of your current billing period
  2. You keep all access until the period ends
  3. After the period ends, your plan reverts to Free
  4. You can resubscribe at any time
  5. You can cancel a scheduled cancellation if you change your mind

Scheduled Changes

If you have a pending plan change (downgrade or cancellation):

  • A banner appears in your Billing settings showing the scheduled change
  • The effective date is displayed
  • You can cancel the scheduled change if you change your mind
  • Your current plan and access remain unchanged until the effective date

Marketplace and Apps & Modules Redesign (Phase 7 — 2026-05-28)

Two Separate Purposes

The module experience is now split into two distinct pages:

  1. Module Marketplace (System → Module Marketplace) — Discover modules and understand your access
  2. Apps & Modules (System → Apps & Modules) — Manage sidebar access for modules you already own

Module Marketplace

The marketplace shows every module with a clear status badge:

| Status | What It Means | What You Can Do | |--------|--------------|-----------------| | Enabled | Module is active in your workspace | Click "Manage" to go to Apps & Modules | | Free — Ready to Enable | Free module, not yet enabled | Click "Enable" to add it to your workspace | | Included in Plan | Your plan includes this module | Click "Enable" to add it to your workspace | | Platform Grant | Platform owner gave you access | Click "Enable" to add it to your workspace | | Requires Upgrade | Your plan doesn't include this module | Click "Upgrade Plan" to review your options | | Coming Soon | Not yet available | No action — wait for a future update | | Expired | Subscription or trial ended | Click "Remove" to clean up the record |

What changed:

  • No more cart or trial purchase behavior
  • No more "Start 14-day trial" button
  • Each module shows why you can or cannot access it
  • Free and included modules can be enabled directly
  • Paid modules direct you to upgrade your plan first

Apps & Modules

This page shows only modules you have access to. Each module has:

  • A toggle switch to show/hide it in the sidebar
  • A status indicator (Active/Inactive)
  • A source label showing why you have access:
    • "Included in plan"
    • "Free module"
    • "Platform grant"
    • "Active subscription"
    • "Trial"
    • "Core system"

What changed:

  • Switches only control sidebar visibility — they do not affect billing
  • You cannot enable a module you are not entitled to use
  • Coming Soon modules are hidden from this page
  • A link to the Marketplace is available if you want to discover more modules

Important Notes

  • Enabling a module adds it to your sidebar. It does not start a paid trial or charge you.
  • Disabling a module hides it from your sidebar. It does not cancel any subscription.
  • Paid module add-ons (modules not included in your plan) require a plan upgrade first. Direct paid module activation is not available yet.
  • Legacy module subscriptions from before this update still work. If you have an active paid module subscription, it will continue to function normally.
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