Billing, plans & renewals
Billing (Administration) is one page with five tabs. Overview shows your plan, seats, included features, the plan comparison, your renewal date, and the card on file for usage charges. Usage & bill shows what you have consumed this month itemised by module (phone minutes and messages, AI agent runs, storage, email), added to your plan fee, with every past month one click away. Invoices lists every document we have issued to your workspace. Purchases lists every discrete thing you have bought or rent, such as phone numbers. History shows plan changes and account events over time.
Annual billing: the 20% yearly discount shown on our pricing page is real, and it is arranged with us directly rather than at checkout. Choosing Yearly on that page takes you to a contact form rather than to a card screen, because self-serve annual is not switched on yet and we would rather send you to a person than take a monthly payment for a yearly price. Monthly upgrades are self-serve and immediate as usual.
Two different cards, on purpose. Your PLAN is a subscription charged by Stripe on its own schedule through Stripe Checkout. Your USAGE (calls, messages, AI agents, storage) is only known after a month closes, so it is charged separately to the card on file shown at the top of the Overview tab. Adding or replacing that card happens on a secure Stripe page; card details never touch our servers, and we keep only the brand, last four digits and expiry so you can recognise it.
- Invoices are real, permanent documentsEach one has a sequential number, your billing details frozen as they were on the day of issue, an itemised breakdown, a tax line, and a downloadable PDF. Once issued a document never changes; a correction is a credit note issued against it, in its own numbered series.
- Paid with what, and howA paid invoice shows the card that settled it (for example, Visa ending 4242), both on screen and on the PDF. That stays true even after you replace your card, because the document keeps the card that actually paid it.
- Purchases & recurring chargesEvery discrete purchase, like buying a phone number, appears under Purchases with its date, price, billing period and the invoice it was billed on. Export the list as CSV any time. Metered consumption such as call minutes stays under Usage & bill, itemised per item.
- Add to expensesIf your plan includes accounting, any invoice we issue can be pushed into your own books with one click: it becomes a vendor bill from WorkBOS with the exact same figures, ready for your P&L and expense reports. Clicking twice never creates a duplicate.
- Upgrade or renewClick Upgrade to a plan on the Overview tab to open secure Stripe checkout. Toggle Auto-renew on the renewal card so your plan continues automatically; within ~30 days of expiry (and not auto-renewing) a Renew prompt appears in the sidebar.
If your access here is read-only, the app no longer offers you things it will refuse. A read-only seat used to carry a working-looking Call button in the corner of every page, could press Schedule on a meeting, could press Use on a project template, and could type an SMS - and every one of those was turned down the moment it was sent, because a read-only seat is not allowed to spend money on calls, messages or video rooms. Those controls are simply not there now. Two more, for everybody: if you raise an approval request yourself you are no longer shown Approve and Reject on it, because somebody else has to decide it and that has always been the rule; and renaming a portfolio you manage but whose company you do not used to appear to work and then quietly put the old name back, which now does not happen because the button is only offered to the people who can actually do it. Nothing you were allowed to do has been taken away.
Four more buttons that were never going to work have stopped pretending. Portal Access and "Invite guest" were offered on plans that do not include the client portal, and the invite was refused every time it was sent. On the General Ledger, Reopen, Import existing and the delete beside an account were shown to every team member, and only an owner or admin may do any of them - that is deliberate, because reopening a closed month is what makes closing one mean anything. An admin was offered "Owner" in a colleague’s access list and offered to remove somebody who is already an owner, and only another owner may do either. And on a customer statement, "Copy public link" was shown to anyone who could read the statement, when only the client’s own owner, or a workspace owner or admin, may hand that link out. Each of these now either explains who can do it or is simply not there. Nothing you were allowed to do has been taken away: what changed is that the app stops offering what it was going to refuse.
FIXED, and it had been costing Free workspaces real work. The Free plan includes invoicing, and what that covers is written on the plan itself: invoices, credit notes, payments, products and bank accounts, with the general ledger sold separately. The part that did not work was payments. Marking an invoice paid failed every time, under a line of text promising that anything overpaid becomes a credit on the client’s account. Payment receipts and Credit notes opened as full pages that could never show a single row. Turning an accepted quote into an invoice failed. None of it was a security problem - the system was asking whether the workspace had the general ledger, which is a different thing that Free does not include, instead of asking whether it had invoicing, which Free does. Ten places were asking the wrong question and all ten now ask the right one. Six live workspaces were affected. Bank statement import is the one thing deliberately left where it was: importing and reconciling write into the general ledger, so that screen now says plainly that it needs the Financial plan rather than opening and failing.
Eight pages under Administration used to open in full even when your plan did not include them. The sidebar drew a padlock beside Automations, API keys, Activity log, Secrets & Keys, Email addresses, Developer, Business Architect and (for providers) the Affiliate programme, and the pages themselves ignored it, so you could walk in and start setting something up that your plan does not carry - and find out one refusal at a time, from the server. Your data was never exposed: what decides who may read what is a separate layer and it was never in question. Fixed 16 September 2026: those pages now show the same "Upgrade to turn it on" screen every other gated page has always shown. If you were part-way through configuring one of them on a plan that does not include it, that is why it now asks you to upgrade.
Billed by a provider (reseller sub-tenants): if you joined through a provider rather than signing up on the platform directly, your subscription is billed by that provider on their own Stripe account. Your Billing page then shows the provider's plans and prices, and Upgrade opens secure Stripe Checkout on the provider's account. If your provider has not finished setting up payments yet, upgrading stays unavailable until they do.
Upgrade prompts (configurable): the app can show upgrade nudges as a banner across the top of a page, or as the lock screen on a page your plan does not include. Platform owners manage the defaults under Platform > Upgrade prompts; resellers can tailor these for their own sub-tenants under Reseller > Upgrade Prompts. Prompts are resolved per tenant and never shown for something the tenant already has. Dismiss one and it stays dismissed for you, everywhere and on every device, not just in that browser tab; the exception is the storage-full banner, which cannot be dismissed because uploads are blocked until you act on it. And if a feature is not on any plan yet, the lock screen says so plainly rather than telling you to upgrade to something nobody sells.
Storage & upgrades: every workspace has a storage allowance for its plan, and ALL files count toward it: Drive files, screen recordings, social media assets, attachments and documents. A meter shows usage; at 80% and 90% you get a heads-up banner, and at 100% new uploads are blocked (server-enforced) until you free space or upgrade.
How to get more space: more storage comes with a higher plan. Each plan includes a set allowance (Free 1 GB, Pro 10 GB, Enterprise 100 GB, White-label 500 GB), so upgrading on the Overview tab raises your allowance straight away and anything already stored simply stops being over the line. There is no separate storage add-on to buy today, so if you need an unusual amount of space on the plan you are already on, contact us and we can raise the allowance on your workspace by itself.
Platform owner and platform reseller workspaces: if the line under your workspace name reads “Platform Owner” or “Platform Reseller”, you are not on a purchased plan at all. Those workspaces hold every feature with no seat limit and no storage limit, and their plan cannot be lowered, so there is nothing on this page to renew and nothing to upgrade to. A reseller workspace can still be moved up a tier by the platform team, because its plan is what sets the ceiling for the workspaces underneath it.
Only the workspace owner can change the plan or the card on file. Admins can view billing, download invoices and add them to expenses; ask an owner to make plan or payment changes.
Changed your mind early on? A first paid charge can be refunded in full within a window your workspace sees on the Invoices tab, once per workspace, ever - see “Refund guarantee: the 30-day window, and how it is enforced.” Every other charge is served out to the end of its term, and cancelling only stops the next one.