Subscription and Billing
Onetrace
Role
Senior Product Designer
Challenge
Onetrace originally had single-product model, a place to log construction work and extract reports for compliance.
The strategic move was to split the platform into two distinct products:
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Traceability (all original compliance recording features)
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Workforce (Planner and Timesheets features).
These could be sold independently or combined.
The current admin area didn't support this. The challenge wasn't adding a product to a list, it was rethinking how companies configure, purchase, and modify a modular subscription within live billing cycle constraints.
Discovery
The original view
Overview
The subscription page worked for a single plan, seat count, and a next payment date.
As the product grew into two distinct areas, this foundation needed to stretch to support product selection, per-seat configuration, billing cycle logic, and mid-cycle plan changes, without losing that same sense of clarity.
01.
Onboarding flow
Product selection, seat counts, monthly vs annual billing, checkout for new companies signing up.
02.
Plan Management
Add or remove products mid-cycle, adjust seat counts. Multiple edge cases including mixed changes within a billing period.
03.
Member Management
Per-person product access, toggling licences on and off, viewing member profiles, inviting new users.
Explorations
Onboarding
New customers were arriving at a product decision they hadn't had to make before:
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Which product?
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How many seats?
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Which billing period?
The risk was a flow that felt like a form rather than a considered purchase. I originally explored three product areas in these early designs, Tracability, Timesheets and Planner, which later became two.
The aim was to introduce choices one at a time, with enough context at each step to feel informed rather than pressured.
Product descriptions, per-seat pricing, and a running summary meant users always knew what they were buying and what it would cost before committing.
Explorations
Plan management
Existing subscribers needed to be able to add products, adjust seat counts, and process changes at any point in the billing cycle without feeling like they were doing something risky or irreversible.
The key was making the financial consequence of every change visible before confirming it. The split-panel layout kept a live cost summary persistent throughout, so there were no surprises at checkout.
Proration was explained upfront rather than buried, and downgrade timing was stated clearly so admins understood exactly when changes would take effect.
Explorations
Members area
With two independent products, admins needed to know at a glance which team members had access to what edit as needed.
The new members area was designed around three goals:
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Surface product assignments clearly per person,
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Make toggling access a single action,
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Keep inviting new members frictionless
The result was a table-based view with per-product licence icons inline, so the full picture of team access was visible without drilling into individual profiles.
Live Product
Designs live on Product
After many design iterations and new branded logos, the live redesign directly enabled Onetrace's shift from a single-product company to a multi-product platform.
By making it frictionless for existing customers to add a second product and giving new customers a clear, flexible entry point the subscription system became a meaningful driver of customer growth rather than a barrier to it.
The modular structure meant companies could start with what they needed and expand over time. The plan management flow made upselling a self-serve action rather than a sales conversation.
Next steps
Upselling to existing users