Reviewing Your Subscription and Billing

Overview

The Subscription tab in Business Settings shows your current plan, your active seat count, your next renewal date, your AI usage, and your billing history. It is also where you add seats, upgrade your plan, update your card details, and cancel.

Who uses this feature

Business Owners, Sole Traders, Admin, and Finance. MFA is required to make plan or billing changes.

When to use this feature

• Before inviting a new user, to confirm you have a seat available.
• When you need to add seats or change plans.
• When your payment card or bank account details change.
• To review AI usage against your plan’s included allowance.
• To download receipts or view billing history.

What you can do with this feature

• Review plan type, billing interval, next renewal date, active seats, and seat cap.
• Add or remove seats with Manage plan.
• Update payment details, view billing history, and cancel with Manage billing (Stripe billing portal).
• Review AI usage (AI-extracted supplier invoices, AI-drafted emails, AI-generated to-dos).

How the feature works

1. From the left sidebar, under ADMIN, select Business Settings.
2. Select the Subscription tab.

Add or remove seats

1. Select Manage plan.
2. Use the + and – buttons to change the seat count.
3. Select Update plan. You are returned to the platform.

Update payment details or cancel

1. Select Manage billing.
2. Complete MFA verification.
3. Update card or bank details, or select Cancel subscription.
4. If you cancel, access continues until the end of the current billing period.

Review AI usage and billing history

• Scroll to AI usage to see your consumption against the plan allowance.
• Your included allowance is 200 + 75 × active seats AI calls per month on a paid plan (a trial gets 60 flat). Most AI actions cost 1 call; supplier-invoice uploads cost 3.
• Paid plans can exceed the included allowance at AUD $0.015 per extra call, capped at AUD $49 per month; trials have no overage. The allowance resets on the 1st of each month (UTC), and once the limit is reached the next AI action is blocked until reset. For the full breakdown, see Using AI in MyApprentice.
• Select Manage billing or Billing portal to download receipts and view past payments.

Role-specific notes

• Business Owner / Sole Trader / Admin / Finance: full Subscription-tab access — view and change the plan, seats, payment details, and AI usage, including upgrading or downgrading the plan.
• Supervisor, Tradie, Apprentice: no access to the Subscription tab.

Related workflows

• Securing Your Account with MFA
• Managing Users, Roles, and Seats
• Using AI in MyApprentice (AI calls and allowance)

Important notes

• If your business exceeds the seat cap, a non-dismissible overlay blocks access until you either deactivate a user or add a seat.
• At trial expiry, access is restricted until you subscribe. The Subscription tab shows your trial expiry date.