Review your subscription and billing

Overview

The Subscription tab in Business Settings is where you see and manage your MyApprentice plan, billing, seat count, and AI usage panel. Use it to upgrade or downgrade your plan, change your card or bank details, view past invoices and receipts, and check how many of your included AI calls you have used this month. Plan and seat changes happen through Manage Plan; payment-detail and cancellation actions happen through Manage Billing.

Who This Workflow Is For

The Business Owner. Admin and Finance also have full Subscription-tab access — they can change the plan (including upgrades), seats, and billing details. 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. If you have not yet set up MFA, see Set up MFA. Have your 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 your current plan details:
   • Plan type — the tier your business is subscribed to.
   • Billing interval — monthly or annual.
   • Next renewal date — when your next payment is due.
   • Active seats — the number of users currently active in your business.
   • Seat cap — the maximum users allowed under your current plan.
4. To change your plan or seat count, select Manage Plan:
   • Complete the MFA prompt if asked.
   • To add or remove user seats, use the + or – controls.
   • To move from a free or trial plan to a paid plan, choose the plan and confirm.
   • Select Update plan. MyApprentice processes the change and returns you to the app.
5. To update payment details or cancel, select Manage Billing:
   • Complete the MFA prompt if asked. This opens the Stripe billing portal.
   • Edit your card or bank-account details and save.
   • To download a past receipt or invoice, choose it from the billing history list.
   • To cancel your 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 to see:
   • Used calls — how many AI calls have been consumed.
   • Included calls — your monthly allowance.
   • Remaining calls — how many you have 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

If you added seats, the new seat count is active immediately and you can invite a team member up to the new cap. If you removed seats, MyApprentice will only let you go below the number of active users — delete users first if you need to reduce the cap below the current active count. Card or bank-detail changes apply to the next billing cycle. Cancellations keep your access until the end of the current period.

Common Issues

• Over-seat overlay blocks the app. If your active user count exceeds your seat cap, MyApprentice shows a non-dismissible overlay blocking access. Either delete users to bring the count back under the cap, or open Manage Plan and upgrade the seat count to restore access.
• MFA prompt on Manage Plan or Manage Billing. Both actions require MFA. Complete the MFA prompt, or set up MFA first if you have not yet done so.
• AI usage panel detail. The panel shows Used, Included, and Remaining calls. 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.
• Cannot find past receipts. Past receipts and invoices for your MyApprentice subscription live in the Stripe billing portal opened through Manage Billing — not in the MyApprentice Invoices area, which is for invoices you send to your own clients.
• Trial expiry. At trial expiry, the whole business goes into read-only mode — every user can still view their data but nobody can create, edit, schedule, quote, or invoice. Only you (the Business Owner) can restore access by selecting Manage Plan and subscribing to a paid plan.

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