System Administration

Billing administration

Admins only: This tab is for site administrators. Organization admins manage their own subscription from Billing & Plan.

The Billing tab is where Macula staff adjust any organization’s plan and limits by hand. It has three cards: the billing grid, AI token usage and cost for one organization, and the trial-code manager. Manual changes made here are audited.

In the app: Settings › System Administration › Billing tab

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The Billing tab: the organization grid with plan, status and access badges, seats, usage meter, and the row of action icons.

The billing grid

One row per organization. Use Search organizations... to filter.

Column What it shows
Organization The organization’s name.
Plan The plan code, or — for an organization without a subscription.
Status Two badges. The subscription status (Trialing, Active, Past due, Comped, Expired, Canceled, Awaiting payment) and the access it results in (Full, Read-only, or Suspended). Hover the access badge for the reason.
Seats Seats used out of the limit, or ∞ for no limit.
Usage units (period) A meter of AI usage units used this billing period against the allowance.
Trial ends The trial end date, if trialing.
Actions The icons described below.

Usage figures refresh every 10 minutes.

Row actions

Hover an icon for its name. Some only appear when they apply.

Action When shown What it does
Set state Always Sets the subscription Status and Plan directly, with a required Reason. For Trialing or Expired you also set Trial ends on. If a live Stripe subscription is attached, you must tick “I have cancelled this subscription at Stripe … — clear the link” first.
Extend trial Trialing or expired Adds 1 to 30 days (Extend by (days)) and shows the new end date before you click Extend Trial.
Comp plan Always (refused while a live Stripe subscription is attached) Assigns a plan at no charge. Pick the Plan, add an optional Note (optional), and click Comp Plan.
Grant token pack Organization has a plan Adds a usage pack. Pick a pack size or Custom units, then Grant Pack. Granted packs roll over until used.
Overrides Organization has a plan Sets a Seat limit override and an AI usage allowance override (units). Leave a field empty (or click Clear) to go back to the plan default. The allowance override applies to the current period immediately.
View invoices Organization has a plan Lists the organization’s invoices (Date, Description, Amount, Status, and a link to the invoice).
Force read-only / Lift read-only Always Makes the organization read-only for everyone, with a required Reason. Members keep access but can’t change anything. Nothing is deleted.
Disable organization / Re-enable organization Always Suspends the organization, with a required Reason. Members get read-only access and non-admin members can’t open the organization. Nothing is deleted.

For what read-only and disabled mean to the organization’s members, see Account states and read-only mode.

AI token usage and cost

This card shows the raw AI token usage and estimated list-price cost for one organization. It’s for Macula staff only; customers see their usage meter on their own Billing & Plan page, not this report.

  1. Choose an organization from Select an organization....
  2. Read the report:
    • All time and this month (month to date) tiles, each with total tokens and estimated cost.
    • Last 6 months, a column chart stacked by model tier. Switch between Tokens and Cost.
    • Monthly breakdown, with Month, Total tokens, and Cost.
    • All time by model, with Model, Tier, Service, Input, Output, Total, and Cost.

Note: The report uses UTC calendar months, so its figures won’t match the billing-period meter in the grid above. The grid’s meter counts model-weighted usage units, where one unit is one token at the baseline price; this report counts raw tokens.

If a model has no price configured, the report says so. Its tokens are counted but left out of every cost figure. An organization that hasn’t used AI yet shows “No AI usage yet”.

Trial codes

Trial codes let a prospect start the 7-day trial at sign-up. Each code works once.

  1. Set Count (1 to 50), an optional Note (for example, where the leads came from), and an Expires date.
  2. Click Generate. The new codes appear in a green panel; click Copy all to copy them.

The codes grid lists every code with its Code, Note, Created, Expires, and Status: Available, Redeemed, Revoked, or Expired. Click the revoke icon to cancel a code that hasn’t been used.

See Start a trial or redeem a code for the prospect’s side.