Portal Guide
Subscriptions & Billing

Subscriptions & Billing

Learn how to view your subscriptions, monitor usage, and manage billing.

Viewing Subscriptions

  1. Go to Subscriptions from the sidebar
  2. See all your active and past subscriptions

Subscription Details

Each subscription card shows:

  • Product name - Which product you're subscribed to
  • Status - Active, Trial, Cancelled, or Expired
  • Seat usage - How many seats are in use (e.g., "45/100 seats used")
  • Billing cycle - Monthly or Yearly
  • Price per seat - Cost for each user
  • Expiration date - When the subscription renews or expires

Subscription Status

Active

✅ Your subscription is working normally. All features are available.

Trial

⏳ You're in a trial period. Convert to paid before it expires to keep access.

Cancelled

⏸️ Subscription is cancelled but still active until the end of the billing period.

Expired

❌ Subscription has ended. Renew to regain access.

Seat Usage

Understanding Seats

A "seat" represents one active user in your organization.

Example: "45/100 seats used"

  • 45 members are currently in your organization
  • 100 total seats available in your plan
  • 55 seats remaining

Monitoring Usage

  • Green progress bar (< 70%): Plenty of room
  • Yellow warning (70-90%): Consider planning for more seats
  • Red alert (> 90%): Upgrade soon or you can't invite more members

Subscribing to Products

Browse Products

  1. Go to Products or Subscriptions → Browse Products
  2. View available products and their features
  3. Compare plans

Subscribe

  1. Click on a product
  2. Review features and pricing
  3. Click "Subscribe" or "Get Started"
  4. Choose billing cycle (Monthly/Yearly)
  5. Enter number of seats needed
  6. Complete payment

What Happens Next

  • Subscription activates immediately
  • Your organization gets access to product features
  • You'll receive a confirmation email
  • Invoice is generated

Billing Information

Viewing Invoices

  1. Go to Billing → Invoices
  2. See all past and current invoices
  3. Download PDFs for your records

Payment Methods

  1. Go to Billing → Payment Methods
  2. Add credit card or payment method
  3. Set default payment method

Billing Settings

Update:

  • Billing email
  • Company information
  • Tax ID/VAT number
  • Billing address

Credits & Wallet

Some features use a credit-based system.

Viewing Balance

  1. Go to Settings → Organization
  2. See "Credits Balance" section
  3. Current balance and currency shown

Adding Credits

  1. Click "Add Credits" or "Top Up"
  2. Enter amount
  3. Complete payment
  4. Credits added instantly

Usage Tracking

  • See credit usage history
  • Monitor consumption by feature
  • Set up low-balance alerts

Managing Subscriptions

Upgrading

  1. Go to current subscription
  2. Click "Upgrade Plan"
  3. Select new plan
  4. Confirm changes
  5. Pro-rated billing applies

Downgrading

  1. Go to current subscription
  2. Click "Change Plan"
  3. Select lower tier
  4. Confirm - takes effect next billing cycle

Cancelling

  1. Go to subscription details
  2. Click "Cancel Subscription"
  3. Choose:
    • Cancel at period end (keeps access until paid period ends)
    • Cancel immediately (refunds pro-rated amount)
  4. Confirm cancellation

Warning: Cancelling removes access to product features. Your data is retained for 30 days.

Renewal

Automatic Renewal

By default, subscriptions auto-renew:

  • Payment processed on renewal date
  • Subscription continues seamlessly
  • Email confirmation sent

Renewal Notifications

You'll receive emails:

  • 7 days before renewal
  • On renewal day
  • If payment fails

Failed Payments

If payment fails:

  1. You'll receive an email notification
  2. Grace period of 3 days
  3. Update payment method
  4. Retry payment
  5. After grace period, subscription may be suspended

Best Practices

  1. Monitor seat usage - Upgrade before hitting limits
  2. Keep payment current - Avoid service interruptions
  3. Download invoices - For accounting/records
  4. Annual billing - Often includes discount
  5. Right-size seats - Don't over-purchase

Troubleshooting

Can't subscribe to a product?

  • Check if you already have an active subscription
  • Verify payment method is valid
  • Contact support if issues persist

Payment declined?

  • Check card has sufficient funds
  • Verify card details are correct
  • Try a different payment method
  • Contact your bank

Seat count doesn't match?

  • Pending invitations count toward seat usage
  • Recently removed members may take a few minutes to update
  • Refresh the page

Next Steps

Team MembersConnected Apps