Billing & Usage

Manage your workspace subscription, monitor usage, and handle billing information. Track your current plan limits, view invoices, and upgrade or modify your subscription as your needs grow.

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Accessing Billing & Usage

To access your billing and usage information:

1. Navigate to your workspace dashboard
2. Click the Billing menu tab

This interface provides a comprehensive overview of your subscription status, usage metrics, and billing history.

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Billing Overview

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Subscription Summary

The billing header displays key information about your current subscription:

• Plan Type: Your current plan (FREE, PERSONAL, BUSINESS, ENTERPRISE)
• Payment Method: Currently Stripe for all transactions
• Status: Subscription status (Active, Canceled, Past Due)
• Seats Usage: Current members vs. plan limit (e.g., “3 / 10”)
• Chats Usage: Monthly chat consumption vs. limit
• Renewal/Cancellation: Next payment or cancellation date
• Next Payment Amount: Cost for the upcoming billing cycle

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Usage Tracking

Monitor your workspace resource consumption:

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Member Seats

• Current Usage: Active admins and members (excludes guests)
• Plan Limit: Maximum members allowed on your plan
• Pending Invitations: Count toward your seat limit
• Overage Handling: Invitations blocked when limit reached

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Monthly Chats

• Chat Consumption: Number of bot conversations this month
• Plan Allowance: Monthly chat limit based on your subscription
• Reset Date: When your monthly usage counter resets
• Overage Policy: What happens when you exceed limits

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Available Plans

QuickBot offers multiple subscription tiers to meet different needs:

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FREE Plan

• Cost: $0/month
• Members: Limited seats
• Bots: Limited number of bots
• Chats: Limited monthly conversations
• Features: Basic functionality

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PERSONAL Plan

• Cost: Competitive monthly rate
• Members: Increased seat limit
• Bots: More bots allowed
• Chats: Higher monthly limit
• Features: Enhanced capabilities

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BUSINESS Plan (Most Popular)

• Cost: Professional-tier pricing
• Members: Substantial seat allowance
• Bots: Extensive bot limits
• Chats: High-volume chat allowance
• Features: Advanced business features
• Additional: Guest collaboration, custom branding removal

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ENTERPRISE Plan

• Cost: Premium pricing
• Members: Maximum or unlimited seats
• Bots: Highest bot limits
• Chats: Enterprise-level chat volumes
• Features: Full feature access
• Support: Priority support and advanced integrations

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Plan Features Comparison

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Feature Availability by Plan

Feature	FREE	PERSONAL	BUSINESS	ENTERPRISE
Guest Collaboration	❌	❌	✅	✅
Remove Branding	❌	❌	✅	✅
Advanced Analytics	❌	Limited	✅	✅
Results Export	❌	Limited	✅	✅
WhatsApp Integration	❌	❌	✅	✅
Priority Support	❌	❌	Limited	✅

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Upgrading Your Plan

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Upgrade Process

1. Access Plan Selection: Click the upgrade button or access from billing tab
2. Review Plan Options: Compare features and pricing
3. Select Your Plan: Choose the plan that fits your needs
4. Billing Information: Complete or update billing details
5. Confirm Purchase: Finalize your subscription upgrade

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Plan Selection Modal

The upgrade interface presents:

• Visual Plan Cards: Clear comparison of each plan
• Feature Lists: Detailed breakdown of what’s included
• Pricing Display: Monthly costs prominently shown
• Popular Plan Highlighting: Business plan marked as most popular
• Current Plan Indicator: Shows your active subscription

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Billing Information Collection

Before upgrading, you may need to provide:

• Billing Email: Contact for billing communications
• Company Information: Business name for invoices
• VAT Details: Tax information where applicable
• Payment Method: Credit card via Stripe

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Billing Portal Integration

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Stripe Billing Portal

Manage your subscription through Stripe’s secure billing portal:

1. Access Portal: Click the “Billing Portal” button in your billing tab
2. Secure Redirect: Opens Stripe’s customer portal in new tab
3. Self-Service Management: Handle various billing tasks independently

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Available Actions in Portal

• Update Payment Methods: Add, remove, or modify credit cards
• Download Invoices: Access past and current billing statements
• View Payment History: Complete transaction record
• Update Billing Address: Modify billing contact information
• Cancel Subscription: Downgrade or cancel your plan
• Reactivate Subscription: Resume canceled subscriptions (if eligible)

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Invoice Management

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Invoice History

View and manage your billing history with detailed invoice information:

• Invoice Number: Unique identifier for each billing statement
• Issue Date: When the invoice was generated
• Payment Method: Stripe payment processing
• Amount: Total charged including taxes
• Status: Payment status (typically “Paid”)
• Download Action: PDF invoice download

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Invoice Details

Each invoice includes:

• Billing Period: Service dates covered
• Plan Information: Subscription details
• Usage Details: Member and chat consumption
• Tax Information: Applicable taxes and VAT
• Payment Confirmation: Transaction details

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Usage Limits and Restrictions

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Member Limit Enforcement

When you reach your member limit:

• Invitation Block: New member invitations are disabled
• Upgrade Prompt: Alert banner appears with upgrade option
• Current Members: Existing members retain access
• Pending Invitations: Count toward limit until accepted or canceled

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Chat Limit Handling

Approaching or exceeding chat limits:

• Usage Monitoring: Real-time tracking of monthly consumption
• Overage Notifications: Alerts when approaching limits
• Service Continuation: Bots typically continue functioning
• Upgrade Recommendations: Suggestions for higher-tier plans

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Subscription Lifecycle

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Active Subscription

• Automatic Renewal: Monthly billing on subscription date
• Pro-rated Changes: Immediate upgrades with billing adjustments
• Feature Access: Full access to plan features
• Usage Tracking: Real-time monitoring of limits

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Subscription Cancellation

• Service Continuation: Access remains until billing period ends
• Data Retention: Information preserved during subscription period
• Feature Restrictions: Immediate loss of premium features
• Reactivation Options: May be available before period expires

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Payment Issues

• Failed Payment Handling: Retry attempts and notifications
• Grace Period: Temporary continued access
• Service Suspension: Eventually restricted access
• Recovery Process: Steps to restore subscription

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Billing Administration

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Admin-Only Access

Billing management requires workspace admin privileges:

• View Billing: Only admins can access billing information
• Plan Changes: Subscription modifications restricted to admins
• Invoice Access: Billing history available to administrators
• Portal Access: Billing portal button only visible to admins

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Multi-Admin Environments

• Shared Responsibility: All admins can manage billing
• Change Notifications: Updates visible to all workspace admins
• Audit Trail: Billing changes tracked for accountability

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Best Practices

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Plan Selection

• Growth Planning: Choose plans with room for expansion
• Feature Requirements: Select based on needed capabilities
• Usage Patterns: Monitor historical usage for appropriate limits
• Cost Optimization: Balance features with budget considerations

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Usage Monitoring

• Regular Review: Check usage patterns monthly
• Limit Awareness: Monitor approaching limits proactively
• Team Communication: Keep stakeholders informed of usage status
• Upgrade Timing: Plan upgrades before hitting limits

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Financial Management

• Invoice Review: Regularly verify billing accuracy
• Budget Planning: Account for subscription costs in budgets
• Tax Compliance: Ensure proper handling of business expenses
• Payment Method Maintenance: Keep payment information current