Billing and Subscription
Manage plan, seats, payment methods, quotas, feature access, and usage.
Billing and Subscription
Billing shows your organization's subscription, usage, quotas, feature access, saved cards, and billing history.
Navigation
Open Billing from the app, or go to /billing.
What Billing Shows
| Area | Meaning |
|---|---|
| Current plan | Active subscription plan. |
| Status | Trialing, active, past due, canceled, incomplete, unpaid, paused, or expired. |
| Seats | Number of internal users allowed or purchased. |
| Scheduled change | A plan change waiting to take effect, with the option to cancel it. |
| Payment methods | Saved cards, and which one is charged. |
| AI credits | Included allowance, purchased balance, and top-up packs. |
| Billing history | Past charges, with receipts. |
| Feature access | Modules enabled by the current plan. |
| Quota usage | Limits such as projects, accounts, dashboards, forms, automations, and storage. |
| Billing interval | Monthly or yearly billing. |
Quotas and Features
Plans can include both feature flags and quota keys. A feature controls whether a module is available. A quota controls how much of something can be used.
Usage bars can include:
- Active projects, members, clients, and contacts.
- Custom fields, templates, teams, and saved views.
- Knowledge base articles and rate card entries.
- Tasks per project and dashboards.
- Portal forms and automations.
- Storage.
- Email threads.
- Invoices, expenses, and credit notes per month.
- Automation runs, messages, and AI credits per month.
Common Workflows
Upgrade or Change Plan
- Open Billing.
- Choose monthly or yearly billing.
- Optionally enter a discount code and select Apply.
- Choose a plan and complete checkout.
Upgrades take effect immediately. Downgrades take effect at the end of your current billing period, so you keep what you have paid for until then.
Cancel a Scheduled Change
A scheduled change is shown at the top of the billing page with the date it takes effect. Select Cancel change to undo it. Until that date, nothing has changed and there is nothing to restore.
Save a Card
- Open Billing.
- In Payment methods, select Add a card.
- Enter the card and select Save card.
Card details are handled entirely by our payment provider and never reach Kestrio's servers. Kestrio stores only the card brand, last four digits, and expiry so the page can show which card is on file.
If you subscribe through checkout, that card is saved automatically — you do not need to add it again.
The primary card is the one charged for renewals and AI credit top-ups. Removing the primary card promotes the next saved card automatically; removing your only card turns off automatic renewal and one-click top-ups.
Auto-Renew
The Auto-renew toggle controls whether your plan renews at the end of the period.
Turning it off is the self-service cancel: you keep full access until the period ends, then the plan lapses. Turning it back on before that date resumes normal renewal.
Discount Codes
Enter a code in the box above the plans and select Apply. The code is checked immediately, and an invalid or expired one is reported before you reach checkout.
An applied code shows what it does — for example 20% off your first invoice. Codes can apply to the first invoice only, to a set number of months, or to every invoice.
Billing History
Billing history lists every charge on the account.
Subscription invoices link to a receipt and a PDF. Credit top-ups charged to a saved card are emailed to you instead of producing a hosted invoice, and show as Emailed.
When Access Changes
Payment Failed
If a renewal payment fails, the subscription moves to past due and a banner appears. You keep access during a grace period while payment is retried. Update the card to restore normal billing.
Plan Ended
If your plan reaches its end without an upgrade, the workspace becomes read-only.
Nothing is deleted. Your data stays visible and exportable — you simply cannot make changes until you choose a plan. Billing itself keeps working, so you can always upgrade your way out.
You are emailed before this happens, 7, 3 and 1 days ahead.
Downgrade Limits
Plans limit how many of certain records you can have. If you move to a plan with lower limits and you are over one, the most recently created records beyond the limit become read-only.
Nothing is deleted or hidden. Those records stay visible and exportable; they cannot be edited until you either upgrade again or remove enough records of that type to come back under the limit. Upgrading restores them immediately.
Records affected this way include projects, clients, leads, deals, quotes, statements of work, contracts, dashboards, portal forms, and automations. Team members and email threads are never locked this way.
Seats
Seats track your internal members. Adding or removing a member updates the billed quantity automatically, and your plan's minimum seat count always applies — a plan with a three-seat minimum bills three seats even with fewer members.