Subscription

Written By Stanislas

Last updated 4 days ago

Subscription management allows workspace admins to manage your subscription plan, view billing history, track credit usage, and configure subscription settings. By actively managing your subscription, you can optimize costs, ensure uninterrupted service, and scale resources according to your team's needs.

Effective subscription management helps you avoid unexpected charges, maximize savings through annual billing, and ensure your workspace has the resources it needs to operate efficiently.

Overview

The Subscription section provides comprehensive tools for managing your workspace's financial and resource allocation.

What you can do:

  • View subscription details – See your current plan, billing period, and pricing

  • Monitor credit usage – Track remaining credits and daily consumption

  • Manage billing – View invoices and credit purchase history

  • Upgrade or customize – Change plans or add seats and credits

  • Switch to annual billing – Save significantly with yearly payments

  • Update payment methods – Manage your payment information securely

  • Cancel subscription – End your subscription when needed

Prerequisites

To manage subscription settings, you need:

  • Admin or Owner role in your workspace

  • Access to Workspace administration

  • Payment method configured (for paid plans)

Only Admins and Owners can modify subscription settings. Other users can view but not edit subscription information.

Accessing subscription management

To manage your subscription:

  1. Click Subscription in the left sidebar (star icon)

  2. You'll see the "Manage subscription" page

Route: /{workspaceId}/workspace/subscription

Page structure

The page is organized into three tabs:

  1. Overview – Subscription summary and statistics

  2. Billing – Billing history and credit purchases

  3. Settings – Subscription parameters and cancellation

Page header:

  • Title: "Manage subscription"

  • Description: "Manage your subscription and resources"

  • Upgrade my plan button: Top right, upgrades your plan

Overview tab

Subscription overview card

Displays your main subscription information:

Current plan

  • Plan name: e.g., "Team Starter"

  • Change Plan button: Top right, switches plans

Billing information

Billing Period

  • Current period: "Start date - End date"

  • Next billing: Date of next charge

Pricing

  • Current price with frequency (monthly/annual)

  • Format: "159.00€ /month" or "159.00€ /year"

Payment method

  • Card type (e.g., "Visa", "Mastercard")

  • Last 4 digits of card

  • Expiration date

  • Or "No payment method" if none configured

  • Update Payment button: Updates payment method

Auto-Renewal

  • Enabled: Active (with checkmark icon)

  • Disabled: Inactive (with red X icon)

  • Indicates if subscription renews automatically

Trial information (if applicable)

If you're in a trial period:

  • Badge: "Trial active"

  • Days remaining: Number of days left

  • End date: When trial expires

Plan customization card

Information displayed:

  • Current Plan: e.g., "Team Starter"

  • Price: e.g., "159.00€ /month"

  • Customize Plan button: Customizes your plan

Informative message:

  • "You do not have extra credits and extra seats" (if no extras)

  • Or displays current extras

Functionality:

  • Add extra seats (additional users)

  • Add extra credits

  • Changes are prorated and billed immediately

Switch to yearly billing section

Displayed when: You're on a monthly plan and can switch to annual

Content:

  • Title: "Switch to Yearly Billing"

  • Badge: "Save X%" (e.g., "Save 92%")

  • Switch to Yearly button: Top right

Information:

  • Description: "Upgrade to yearly billing and enjoy significant savings with no monthly payment hassles."

  • Savings: "Save X€ per year" (e.g., "Save 1.7K€ per year")

Benefits listed:

  • ✓ Significant cost savings

  • ✓ No monthly payment hassles

  • ✓ Price guaranteed for the year

Note: "Your next billing cycle will be yearly. Changes take effect immediately."

Remaining credits section

Title: "Remaining credits for the entire workspace (current month)"

Display:

  • Percentage: Shown on right (e.g., "80.61%")

  • Details: "X.XM out of YM" (e.g., "22.6M out of 28M")

Functionality:

  • Shows remaining credits for current month

  • Calculation: Credits used / Total available credits

  • Updates in real-time

Usage: Monitor credit consumption to avoid running out before month-end.

Daily credit usage graph

Title: "Daily credit usage (last 30 days)"

Display:

  • Graph type: Line chart showing daily usage over 30 days

  • Y-axis: Credit quantity (0 to 3M)

  • X-axis: Dates (last 30 days)

Usage:

  • Visualize usage spikes

  • Identify high-consumption days

  • Plan future usage

Analysis tips:

  • Look for patterns (e.g., higher usage on weekdays)

  • Identify unusual spikes that may indicate issues

  • Use trends to predict future needs

Users section

Display:

  • Counter: "X out of Y USERS" (e.g., "5 out of 10 USERS")

  • Percentage: Shown below (e.g., "50.00%")

  • Manage users button: Access member management

Functionality:

  • Shows number of active users

  • Compares with plan limit

  • Quick access to member management

Usage: Monitor user capacity to know when to upgrade or add seats.

Billing tab

Invoices section

Table columns:

  • Date: Invoice date

  • Invoice Total: Total amount

  • Status: Invoice status (Paid, Pending, etc.)

  • Action: Available actions (download, view details)

Features:

  • Pagination: 10 invoices per page by default

  • Export button: Export billing history

  • Message: "No data available" if no invoices

Usage:

  • Download invoices for accounting

  • Track payment history

  • Verify charges

Credit purchase history

Table columns:

  • Date: Purchase date (e.g., "2 Oct 2025")

  • Quantity: Credits purchased (e.g., "3 000 000")

  • Amount (€): Amount paid in euros

Features:

  • Chronological list of credit purchases

  • Pagination available

  • Export possible

Note: Amounts may be "0" if credits were added for free or via subscription credit.

Settings tab

Subscription cancellation section

Title: "Subscription cancellation"

Description: "You can cancel your subscription at any time. Your subscription will remain active until the end of the current billing period."

Button: "Cancel my subscription" (or "Reactivate subscription" if already cancelled)

Cancellation process

  1. Click "Cancel my subscription"

  2. A modal opens asking for cancellation reason

  3. Select a reason from options:

    • Cost too high

    • Missing features

    • Difficulty of use

    • Technical problems

    • Unsatisfactory customer service

    • Not enough added value

    • Change of needs

    • Other

  4. Confirm cancellation

Important:

  • Subscription remains active until end of current billing period

  • You retain access to all features until expiration date

  • Extra credits remain accessible

  • You can reactivate before expiration date

Key features

Changing plans

Method 1: From Overview

  1. In the "Overview" card, click "Change Plan"

  2. You're redirected to the plan selection page

  3. Choose your new plan

  4. Confirm the change

Method 2: From header

  1. Click "Upgrade my plan" in top right

  2. You're redirected to the plan selection page

  3. Select and confirm

Customizing your plan

  1. In the "Plan Customization" card, click "Customize Plan"

  2. You're redirected to the customization page

  3. Adjust:

    • Extra seats: Number of additional users

    • Extra credits: Additional credit quantity

  4. Review cost summary

  5. Confirm modifications

Note: Changes are prorated and take effect immediately.

Cost calculation:

  • Extra seats: $X per user per month

  • Extra credits: $Y per million credits

  • Total additional cost displayed before confirmation

Switching to annual billing

  1. In "Switch to Yearly Billing" section, click "Switch to Yearly"

  2. Confirmation displays savings

  3. Confirm switch to annual

  4. Change takes effect immediately

Benefits:

  • Significant savings (up to 92% depending on plan)

  • No monthly payments

  • Price guaranteed for the year

Example savings:

Monthly plan: 159€ × 12 = 1,908€/year Annual plan: 159€/year Savings: 1,749€ (92%)

Updating payment method

  1. In "Overview" card, "Payment method" section

  2. Click "Update Payment"

  3. You're redirected to secure payment portal

  4. Add or modify your payment method

  5. Confirm changes

Supported payment methods:

  • Credit cards (Visa, Mastercard, Amex)

  • Debit cards

  • Other methods depending on your region

Practical use cases

Case 1: Monitor credit usage

Objective: Verify if you're approaching monthly limit

Steps:

  1. Go to Subscription → Overview

  2. Check "Remaining credits" section

  3. Verify percentage and remaining credits

  4. Analyze "Daily credit usage" graph to identify spikes

Action: If approaching limit, consider purchasing extra credits or upgrading plan.

Case 2: Switch to annual billing

Objective: Save on subscription costs

Steps:

  1. Go to Subscription → Overview

  2. Find "Switch to Yearly Billing" section

  3. Review proposed savings

  4. Click "Switch to Yearly"

  5. Confirm the change

Result: Immediate savings and simplified billing.

Case 3: Download an invoice

Objective: Obtain invoice copy for accounting

Steps:

  1. Go to Subscription → Billing

  2. In "Invoices" table, find desired invoice

  3. Click download action

  4. Invoice downloads as PDF

Usage: Submit to accounting department or keep for records.

Case 4: Add users to your plan

Objective: Add 5 additional users to plan

Steps:

  1. Go to Subscription → Overview

  2. In "Plan Customization", click "Customize Plan"

  3. Add 5 extra seats

  4. Review cost summary

  5. Confirm modifications

Result: 5 new user slots available, prorated charge applied.

Best practices

Usage monitoring

  • Check credits regularly to avoid surprises

  • Analyze daily usage graph to optimize consumption

  • Plan ahead if approaching limit

Billing optimization

  • Switch to annual if planning long-term use (significant savings)

  • Download invoices regularly for your archives

  • Verify payment method to avoid service interruptions

Plan management

  • Customize as needed: Add seats or credits only when necessary

  • Monitor user count to avoid exceeding limit

  • React quickly if approaching limits

Cost control

  • Review monthly: Check if plan still matches needs

  • Remove unused seats: If team size decreases

  • Optimize credit usage: Train team on efficient AI model usage

Limitations and important notes

Permissions

  • Only Admins and Owners can modify subscription

  • Other users can view but not edit

  • Billing requires specific permissions

Billing

  • Prorated: Changes are prorated

  • Immediate: Changes take effect immediately

  • Annual: Switching to annual is irreversible until period ends

Cancellation

  • Active period: Subscription remains active until end of paid period

  • Reactivation: You can reactivate before expiration

  • Credits: Extra credits remain accessible after cancellation

Credits

  • Monthly: Credits renew each month

  • Non-cumulative: Unused credits don't accumulate (except extra credits)

  • Limit: Once limit reached, some features may be restricted

Troubleshooting

Issue: I can't change plans

Cause: You don't have Admin or Owner permissions.

Solution: Contact a workspace administrator.

Issue: Payment method doesn't appear

Cause: No payment method has been configured.

Solution: Click "Update Payment" to add a method.

Issue: Credits don't renew

Cause: Billing problem or expired subscription.

Solution: Verify subscription status and contact support.

Issue: I don't see "Switch to Yearly" option

Cause: You're already on annual plan or plan doesn't allow it.

Solution: This option is only available for eligible monthly plans.

Issue: Invoices don't display

Cause: No invoices generated or loading problem.

Solution: Wait a few moments or refresh the page.

Issue: Can't add extra seats

Possible causes:

  • You've reached plan maximum

  • Payment method issue

  • Connection problem

Solutions:

  • Upgrade to higher plan tier

  • Verify payment method

  • Check internet connection

Frequently asked questions

What's the difference between monthly and annual?

  • Monthly: Payment each month, more flexible but more expensive

  • Annual: Payment once per year, significant savings (up to 92%)

Can I cancel and reactivate my subscription?

Yes, you can cancel anytime. Subscription remains active until end of paid period. You can reactivate before expiration.

What happens if I reach the credit limit?

Once limit is reached, some features may be restricted. You can purchase extra credits or upgrade your plan.

Are unused credits carried over to next month?

No, monthly credits included in plan don't accumulate. Only purchased extra credits can be retained.

Can I change plans mid-period?

Yes, you can change plans anytime. Changes are prorated and take effect immediately.

How do I know if I should switch to annual?

If you plan to use the service for at least one year, switching to annual is recommended for significant savings (up to 92%).

What happens if my card expires?

You'll receive notifications before expiration. Update your payment method via "Update Payment" to avoid interruptions.

Can I get a refund if I cancel?

Refund policies depend on your subscription terms. Contact support for specific refund requests.

How are extra credits different from monthly credits?

  • Monthly credits: Included in plan, reset each month, don't accumulate

  • Extra credits: Purchased separately, don't expire, can be used anytime

Additional resources

  • Governance & oversight – Monitor workspace costs and usage

  • Managing members – Control user access and capacity

  • Plans & limits – View what's included in each plan tier

  • Billing FAQ – Common billing questions and answers

Ready to optimize your subscription? Navigate to Subscription in the left sidebar to manage your plan, billing, and resources.