Billing
Billing is where you manage what your organization pays for Workstation: the plan and add-ons, seats, usage, the usage balance for AI and calls, and billing details such as the payment method. Open it from Configuration → Billing.
You need the Billing → View permission to open it, and owner access or Billing → Manage to change anything. Sandboxes have no billing of their own; they use the live workspace’s plan.
How pricing works
Section titled “How pricing works”Workstation pricing has two parts:
- CRM plans are per user. Each person who works in the CRM gets a Starter or Pro seat.
- Add-ons are per workspace. Inbox & Calls and Marketing each have one workspace price with 5 users included; Accounting includes 3.
For example, a team of 4 salespeople on Pro plus Inbox & Calls for 6 support agents pays for 4 Pro seats, the Inbox & Calls add-on, and 1 extra Inbox user.
See Plans & Add-ons for prices, what each plan includes, the minimum bill, and yearly billing.
Billing page tabs
Section titled “Billing page tabs”| Tab | Use it to |
|---|---|
| Usage | Review tracked usage, such as storage, against what your plan includes |
| Plan | See your plan, seats, and add-ons and when it renews; change plan; add or remove add-ons; buy more plan seats; view and pay invoices |
| Usage balance | Check your AI and calling balance, buy AI packs, top up, and set up auto top-up |
| Settings | Update billing details, tax ID, billing address, payment method, spend alerts, and discount codes, or cancel the subscription |
The Plan tab lists the current plan’s invoices, newest first, with a PDF for each. Invoices for $0 (for example, during a trial) are not listed. Unpaid invoices show Pay invoice.
If checkout finished but the workspace hasn’t updated, click Refresh from Stripe on the plan card.
Seats and access
Section titled “Seats and access”Buying seats and giving them to people are two separate steps:
- Add plan seats or add-ons in Billing → Plan.
- Give each person their seats in Settings → Team.
Seat changes reach your invoice within a few minutes, as one combined update, so seating a whole team doesn’t create a separate charge for every person. During a trial, they are sent just before the trial ends. Everyone can use their seat straight away.
What a person can use follows the seats they hold. See Seats for how to assign them, and Locked Modules for what people see when a module isn’t included in their seats.
AI usage
Section titled “AI usage”AI features and calls are paid from a prepaid usage balance, not from the plan price. See AI Balance & Packs.
Billing status banner
Section titled “Billing status banner”Workstation shows a banner at the top of the app when billing needs attention:
| Situation | What happens |
|---|---|
| Checkout started but not finished | Finish setting up billing links back to checkout |
| Trial ending | The banner counts down the days. Your card on file is charged automatically unless you cancel. |
| Payment failed | Payment past due. Your team keeps working for a short grace period (3 days by default) while you update the payment method. |
| Still unpaid after the grace period | The workspace becomes read-only |
| Trial ended without a card, or subscription ended | The workspace becomes read-only until you pick a plan or click Reactivate |
Read-only means everyone can still view and export existing data, but new changes are blocked, and automations and activity notifications stop. Nothing is deleted. Only people with Billing → Manage see the buttons to fix billing; everyone else is asked to contact an administrator.
Cancel the subscription
Section titled “Cancel the subscription”Open Billing → Settings and click Cancel subscription under Danger zone. Choose when to cancel:
- At end of current period: keep access through what you’ve paid for. You can click Reactivate on the Plan tab before the end date to keep the plan.
- Immediately: access ends now, with no refund.
After the subscription ends, the workspace is read-only. Your data is kept until the owner asks for it to be deleted. To start again, click Reactivate on the Plan tab. Any outstanding invoices must be paid first.
Existing customers
Section titled “Existing customers”If your workspace was created before the current pricing, nothing changes automatically. You keep your current plan and price until your workspace is moved to the new plans, and the minimum bill doesn’t apply to you.
Billing vs invoices
Section titled “Billing vs invoices”Billing is about the organization’s Workstation subscription. Invoices are customer-facing records your team creates for its own customers.