Review the subscription and billing

Overview

The Subscription tab in Business Settings is where you see and manage the MyApprentice plan, billing, seat count, and AI usage panel on behalf of the Business Owner. As an Admin you can action billing/subscription items here — review the plan, adjust seats, update payment details, view billing history, and check AI usage.

Who This Workflow Is For

The Admin role, with full Subscription-tab access (including plan upgrades). The Business Owner and Finance also have full access. Supervisor, Tradie, and Apprentice roles do not access the Subscription tab.

Before You Start

MFA must be set up on your account — Manage Plan and Manage Billing both require MFA. See Set up MFA. Have the billing card or bank-account details ready if you plan to change payment details.

Step-by-Step Process

1. In the left sidebar under ADMIN, select Business Settings.
2. Select the Subscription tab.
3. Review the current plan details:
   • Plan type — the tier the business is subscribed to.
   • Billing interval — monthly or annual.
   • Next renewal date — when the next payment is due.
   • Active seats — the number of users currently active.
   • Seat cap — the maximum users allowed under the current plan.
4. To change plan or seat count, select Manage Plan:
   • Complete the MFA prompt.
   • Use + or – to add or remove user seats.
   • To move from a trial to a paid plan, choose the plan and confirm.
   • Select Update plan.
5. To update payment details or cancel, select Manage Billing:
   • Complete the MFA prompt. The Stripe billing portal opens.
   • Edit your card or bank-account details and save.
   • To download a past receipt or invoice, choose it from the billing history.
   • To cancel the subscription, select Cancel subscription and confirm — access continues until the end of the current billing period.
6. Scroll to the AI usage this month panel:
   • Used calls — how many AI calls have been consumed.
   • Included calls — the monthly allowance.
   • Remaining calls — how many are left. AI calls cover Job To-Do’s, Shift To-Do’s, AI email drafts, and supplier invoice uploads. Your included allowance is 200 + 75 × active seats per month on a paid plan (60 flat on a trial). Most actions cost 1 call; each supplier-invoice upload costs 3. Paid plans can exceed the allowance at AUD $0.015 per extra call, capped at AUD $49/month (trials have no overage); the allowance resets on the 1st of each month (UTC) and the next AI action is blocked once the limit is reached. See Using AI in MyApprentice.

What Happens Next

Seat changes apply immediately and you can invite a team member up to the new cap. Card/bank-detail changes apply to the next billing cycle. Cancellations keep access until the end of the current period.

Common Issues

• Over-seat overlay blocks the app. If active users exceed the seat cap, MyApprentice shows a non-dismissible overlay. Either delete a user to bring the count under the cap, or open Manage Plan and upgrade the seat count.
• MFA prompt on Manage Plan / Manage Billing. Both require MFA — set MFA up first.
• AI usage panel detail. The panel shows Used, Included, and Remaining calls — check it before heavy supplier-invoice or AI-draft work. Included = 200 + 75 × active seats per month (60 on a trial); supplier-invoice uploads cost 3 calls, all other AI actions cost 1. See Using AI in MyApprentice.
• Past receipts. Receipts for the MyApprentice subscription live in the Stripe billing portal opened through Manage Billing, not the MyApprentice Invoices area (which is for invoices you send your own clients).
• Trial expiry. When the trial ends, MyApprentice puts the business into read-only mode — everyone can view their data but nobody can create, edit, schedule, quote, or invoice. Only the Business Owner can restore access via Manage Plan; once a paid plan is active, the read-only state is removed.

Related Guides

• Set up MFA
• Invite a team member
• Resend an invitation or handle a seat limit
• Delete or restore a team user
• Using AI in MyApprentice