Manage your plan and billing

The Billing & Plan page is where an organization admin manages the subscription: which plan you’re on, how much AI usage and how many seats it includes, and every change you can make yourself.

In the app: Settings › Billing & Plan

Beta: Plans and billing are in beta.

[screenshot]

Before you start¶

• You must be an organization admin. Other members don’t see Billing & Plan in the sidebar.
• Buying and changing plans needs online payments to be set up. If they aren’t, the page still shows your plan and usage, but the payment buttons are disabled and an alert reads “Online payments are not configured for this environment, so plan and payment changes are unavailable.”

What the page shows¶

The page has four cards.

Current plan¶

Your plan’s name, a status badge and the key numbers: monthly price, seats used, and AI usage relative to standard. While you’re on a trial, it shows “Business-tier features · ends \“ instead of the price.

Status badge	Meaning
N days left	On a trial.
Active	Paid and in good standing.
Cancels at period end	Shown beside Active after you cancel. You keep full access until the date.
Past due	The last payment failed.
Awaiting payment	You chose a plan but didn’t finish checkout.
Expired	The trial ended without a plan.
Canceled	The subscription has ended.
Comped	A complimentary plan managed by Macula Systems.

When something needs attention, an alert on the card explains it, for example “Your last payment failed. Update your payment method to keep access.” See Account states and read-only mode for every state.

AI usage¶

How much of this month’s allowance you’ve used, as a percentage, and the date it resets. Over 80%, a warning suggests a usage pack or an upgrade. If you hold a usage pack, a line shows how much is in reserve. See AI usage allowance.

Seats¶

Seats in use against your limit, and who is using them, including pending invitations.

Invoices & history¶

Links to your invoice list (View invoices) and the Stripe billing portal (Open billing portal). See Invoices and payment.

The main plan button¶

The Current plan card’s main button changes with your situation:

Your situation	Button	What it does
Trial, expired, canceled, or no plan	Choose a plan	Opens the plan chooser. You pay at checkout.
Awaiting payment	Complete payment	Reopens the plan chooser so you can finish checkout.
Active on Team	Upgrade plan	Opens the plan chooser to upgrade in place.
Active on Business	Change plan	Opens the plan chooser.
Past due	Update payment method	Opens the Stripe billing portal. A secondary Change plan button is also shown.
Comped	Contact us link	Emails the sales team. Complimentary plans are changed by Macula Systems.

Choose a plan¶

Use this when you’re on a trial, have no plan, or your subscription has ended.

1. Click Choose a plan.
2. In the Choose a plan dialog, compare the Team, Business and Enterprise cards.
3. Optionally, set Extra seats on Team or Business.
4. Click Choose Team or Choose Business.
5. Enter your card on the secure checkout page and confirm.

You return to Billing & Plan with the message “Checkout complete — your purchase will appear here shortly.” The plan appears within moments, once the payment is confirmed.

Kenseme checks a few things before sending you to checkout, and shows the reason in the dialog if something is wrong:

• Seats must fit. If more people and pending invitations exist than the plan allows, you see “Your organization has N active members and pending invites; the \ plan allows M. Remove members or revoke invites first.” Add extra seats or remove people, then try again.
• One subscription only. If the organization already has a live subscription, you’re told to manage it instead of subscribing again. If it’s set to end, use Resume subscription.

For Enterprise, click Talk to us.

Upgrade from Team to Business¶

When you have an active paid plan, the plan chooser changes plans in place, with no new checkout. It explains: “Upgrades take effect immediately and are prorated on your next invoice.”

1. Click Upgrade plan.
2. On the Business card, optionally set Extra seats.
3. Click Upgrade to Business.

The message “Plan updated” confirms the change.

Downgrades aren’t self-serve. A lower plan’s card shows Contact support to downgrade. Email support@maculasys.com. You also can’t change plans while a payment is past due: “Your last payment failed — update your payment method in the billing portal before changing plans.”

[screenshot]

Add or remove seats¶

Team and Business both sell extra seats, up to each plan’s maximum.

1. On the Seats card, click Add seats.
2. The dialog shows “Using N of M seats”. Set Extra seats to the number you want.
3. Check the new Seat limit and the monthly cost line, for example “$79.00 × 2 = $158.00/mo”.
4. Click Save.

The change is prorated by Stripe on your next invoice. The message “Seat count updated” confirms it.

You can also lower the number, but not below the seats in use. If you try, the dialog explains that you need to remove members or revoke invitations first.

On a trial, Add seats opens the plan chooser instead, because a trial can’t buy seats.

Buy a usage pack¶

1. On the AI usage card, click Buy usage pack.
2. In Buy a usage pack, choose Small, Medium or Large.
3. Click Checkout — $<price> and pay on the secure checkout page.

Packs top up your AI usage after your monthly allowance runs out, and they roll over until used. See AI usage allowance.

Cancel your plan¶

1. On the Current plan card, click Cancel plan.
2. Read the confirmation: “Your plan will stay active until \ and will not renew. You can resume any time before then.”
3. Click Cancel plan to confirm, or Keep plan to back out.

You keep full access until the end of the billing period. Until then, a banner across the app counts down: “Your subscription will end in N days (on \). You keep full access until then.” On that date the subscription ends and the organization becomes read-only. Your content stays. Choose a plan again whenever you’re ready.

Resume a cancelled plan¶

Changed your mind before the end date?

1. Go to Billing & Plan. The banner’s Resume subscription button also takes you there.
2. Click Resume subscription.

The message “Subscription resumed” confirms it, and the plan renews as normal.

Manage your payment method¶

Manage payment & invoices on the Current plan card, and Open billing portal, both open the Stripe billing portal. There you update your card and download receipts. When you’re done, the portal returns you to Billing & Plan. If the organization has never paid, there’s no billing account yet, and Kenseme tells you so.

If you abandon checkout¶

If you leave the checkout page without paying, you come back to Billing & Plan. For an organization that’s awaiting its first payment, the message “Checkout was cancelled — your workspace is read-limited until payment completes.” reminds you to finish. Click Complete payment to try again.

For site administrators¶

Kenseme site administrators manage every organization’s billing from System Administration › Billing: comping a plan, extending a trial, granting a usage pack, overriding limits, and managing trial codes. See System administration.

Related¶

• Plans and pricing
• AI usage allowance
• Invoices and payment
• Account states and read-only mode