Manage your subscription and billing
Use this guide to run your organization's subscription from the portal. You'll open the billing page, read your plan and usage, compare the plans on offer, change plan, and recognize what each billing state asks of you.
- Deployment: SaaS
- Role: Owner
Billing is part of the CodeTogether AI SaaS service, and one page holds all of it: Settings > Billing. The page reports one organization at a time, and the amounts on it are the ones your organization is charged.
Before you begin
To manage billing, you need all of the following:
- The Owner role on the organization: Billing is the one area the Owner role covers and the Admin role does not. Someone without it reads "Only an organization owner can manage billing." instead of the page. See Roles reference.
- The organization you mean, selected in the portal: Subscriptions are per organization. Use the organization switcher at the top of the sidebar first if you hold the Owner role in more than one.
- A payment method, for anything that charges: The first purchase collects one. Until then, the controls that need one are withheld rather than offered and refused.
1. Open your billing page
- Select Settings in the portal sidebar.
- Select the Billing card, described as "Review the current plan, subscription status, and billing options." The Billing page opens, with one card for each part of your subscription.
The Settings landing shows the Billing card to Owners only, so it is absent for everyone else rather than refusing them.
The top of Settings > Billing for an organization on an active subscription: the Current plan card beside the Credits card.
The page carries these cards, in this order:
| Card | What it reports |
|---|---|
| Current plan | Your plan's name, its price line, and when it renews or ends |
| Credits | The AI credits your organization holds, or the policy that covers them |
| Your usage | Seats and developers against your plan, and whether your plan fits them |
| Compare plans | Every plan sold in the portal, side by side, with the change you can make to each |
| Manage subscription | The payment, renewal and purchase actions, or a card naming who makes billing changes for your organization |
A banner heads the page whenever your subscription needs attention. For what each banner means, see What each billing state looks like.
2. Read your plan, credits and usage
Current plan names the plan your organization is on and the amount it is charged for it. A subscription that renews reads Renews <date>; one that is set to end reads Ends <date> instead, for the same subscription. An organization whose subscription CodeTogether administers reads Custom in place of an amount, because its price is agreed with its account team rather than taken from the plans in the portal. While a trial runs, the card adds a countdown: Trial: <days> of <trial length> days left · Ends <date>.
Credits reports the AI credits that cover your organization. Where credits are included rather than metered, the card reads Unlimited over the policy that says so: "AI credits are unlimited until <date>." during a trial, and "AI credits are unlimited during your Beta." otherwise.
Your usage measures the two things every plan is sized by:
- Seats counts the people in your organization who can sign in to the portal, as <used> of <cap> seats, or as <used> seats on a plan that caps nothing. CodeTogether support staff given temporary access to work on a ticket are not counted, so this figure is your own people, and it is the same count the portal uses when it tells someone the organization has run out of seats.
- Developers counts the developers whose activity was captured in the current month, as <used> of <cap> developers. It reads Not measured yet until your organization's analytics data is built.
Either meter gains an Over plan pill when it passes the plan's limit. The card closes with one line stating the fit: <Plan> fits your usage when your plan covers you, or Your usage needs <Plan> when it does not, naming the plan that would. The same line says which of the two meters requires it, and on a trial it says what you need to keep everyone working as they are today.
The Your usage card on Settings > Billing, with the Seats and Developers meters and the plan-fit line it closes with.
3. Compare plans
Compare plans, under the eyebrow Plans, lists every plan the portal sells. Your own plan carries a Current plan pill. Each plan states:
- Its price, as the catalogue renders it. A plan whose price could not be read states none rather than an amount.
- How it bills: "One price for your whole organization", or "Billed for each active developer each month".
- What it includes: the portal users it covers, the developers a month it covers, and its features. Feature lines read Dashboards and reports, GitHub integration, AI provider integrations, Cost analysis and AI cost analysis.
A limit reads Up to <count> portal users or Up to <count> developers a month, and Unlimited portal users or Unlimited developers where the plan sets none. Portal users are the same people the Seats meter counts, so compare the two figures directly.
The Compare plans card on Settings > Billing for an organization on the Standard plan, showing three plans with the Current plan pill on Standard and an Upgrade to Company action.
4. Change your plan
Each plan in Compare plans carries its own action, so a change names where it goes: Upgrade to <plan> or Downgrade to <plan>. Every plan sold in the portal is one change away, whichever plan you are on.
- Read the plan you intend to move to, and the limits it includes.
- For a downgrade, read the usage check the plan shows with its action. It reports your usage against the plan you would move to, as On <Plan>: <used> of <cap> portal users · <used> of <cap> developers this month.
- Select Upgrade to <plan> or Downgrade to <plan>. The action is disabled while a change you already started is settling.
- For a switch to or from the Company plan, confirm it in the Switch to the <plan> plan? dialog, which states what the switch charges today and that your billing date moves to today. Select Switch to <plan> to go ahead. Every other change opens the billing portal's confirmation page, which returns you to Billing.
- Wait for Updating your plan…, which reads "Your plan change was confirmed. This page updates itself as soon as it takes effect, usually within a few seconds."
A downgrade that your usage does not fit says so before you select it. Before you downgrade warns you what the smaller plan would mean and leaves the action available; Downgrade is not available yet disables it and names what to bring down first, so the control stays visible with its reason attached.
With nothing billing your organization yet, during a trial, after one, or after a cancellation, the plan you are on is a purchase like any other, offered as Choose <plan> on the Manage subscription card. On the top plan the portal sells, that card states "Need more than this plan covers? Contact your account team about Enterprise." in place of an upgrade.
The Switch to the Company plan? confirmation dialog on Settings > Billing, quoting what the switch charges today.
The confirmation for a Company switch quotes the invoice preview for your organization. Read the amount in the dialog, not from the plan's price: a switch is charged for the part of the month you used, and your account credit can cover some or all of it. Where usage is part of the amount, the dialog adds "The amount is an estimate: this month's usage is counted again when you switch."
5. Update payment details or renew
Select Manage payment on the Manage subscription card to open the billing portal. Payment methods, invoices and the renewal of a subscription set to end all live there. A subscription that is ending is renewed there too: the banner on the billing page says so, and no plan change is offered until the subscription renews.
Add-ons your organization's catalogue offers sit on the same card, each with the one action that applies to it: Add for an add-on you can buy, Add in billing portal for one the billing portal sells, and Manage beside an Active pill for one you hold.
6. Confirm the change took effect
- Reload Billing after the settling notice clears. Current plan names the plan you moved to, and Compare plans carries the Current plan pill on it.
- Read the renewal line. An active subscription reads Renews <date>; a date you do not expect means the change moved your billing month, which a Company switch does by design.
- Open one of your reports. Full data, with no billing notice over it, confirms the subscription is in good standing.
When your account team makes billing changes
Where CodeTogether administers your subscription, the billing page reports it and withholds the controls that would not work. Compare plans, Current plan, Credits and Your usage read as they do for everyone; in place of Manage subscription the page carries one card:
- Billing management, reading "Your subscription is managed by CodeTogether. Contact your account team to make changes.", for an organization whose plan is invoiced rather than bought in the portal.
- Changing your plan, reading "During the Beta, plan changes, payment details, and add-ons are handled by your account team. Contact them and they will make the change for you.", where the portal does not offer self-serve management.
The banners change with it: each one asks you to contact your account team instead of naming a control, and its action opens this page.
What each billing state looks like
The banner at the top of Billing names the state your subscription is in. The following table lists the states and what each one asks of you:
| State | Banner | What it means |
|---|---|---|
| A trial is running | Your trial is in progress, with "Your trial ends <date>." | Full access until that date. Choose a plan before it to keep your reports |
| The trial ended | Your trial has ended, with "Your trial ended <date>." while access lasts, then "Reports are locked." | Choose a plan to restore full access. Captured activity keeps arriving in the meantime |
| Active | None | Current plan reads Renews <date> and nothing needs your attention |
| Set to end | Your subscription is set to end, with "Your plan ends <date>. To keep it, renew your subscription under Manage payment." | Full access until that date, and no plan change until the subscription renews |
| A payment was not collected | There is a problem with your billing | Update your payment details to keep full access. Past the grace period the banner reads "Reports are locked because a payment didn't go through." |
| Expired | Your subscription has expired, with "Reports are locked." | Renew the subscription to restore full access. Captured activity keeps arriving |
| Cancelled | Your subscription was canceled | Reports are locked and your organization's data is kept, under standard data retention. Subscribe again from this page to open your reports on the data that is still retained |
A locked report is not an empty one: it holds sample data, a worked example in place of your figures, with a notice over it naming the reason and carrying the action that resolves it. The portal itself stays open in every state, so you can always reach this page. Anyone who is not an Owner reads the notice without the action, followed by "Only an organization owner can manage billing."
Emails about billing
Three messages reach every active Owner of the organization, each carrying an Open Billing settings action:
| Subject | Sent when | What it asks |
|---|---|---|
A payment for <your organization> couldn’t be collected | A payment fails | Resolve billing by the date and time the message names. After that, activity stops being processed for your organization until it is resolved |
Billing for <your organization> is back in good standing | The billing issue is resolved | Nothing. Full access returns within a few minutes |
Your subscription for <your organization> has been canceled | A subscription is cancelled | Nothing, unless you want to subscribe again. It states what keeps working, when activity stops being processed, and that cancelling deletes no data |
Each subject names your organization. Keep at least one active Owner with a mailbox you read: these messages go to Owners and to nobody else.
Troubleshooting
Settings has no Billing card
You hold a role other than Owner. Admin covers every other area of administration and not this one. Ask an Owner of the organization to make the change, or to grant you the Owner role from Settings > Access > Users.
A plan change was refused
This plan change can't be made right now carries the reason the service gave. Plan changes are withheld while a subscription is set to end, and while an invoice is unpaid. Open Manage payment, renew or settle the invoice there, then change plan.
A switch inside the first day of a billing period is refused with the date and time you can switch after, so the period you are charged for is not opened and closed on the same day.
A payment was declined for a plan change
Your plan was not changed means nothing changed and nothing was charged. Update your payment method under Manage payment, then start the change again.
A purchase does not show on the page
Finishing your purchase means the payment went through and the subscription is on its way, which takes a few seconds. If Your purchase is still being confirmed replaces it, reload the page in a moment. If your plan still reads as it did before the purchase after that, contact support.
A checkout is already open
A checkout is already in progress means another checkout for your organization is open, in another tab or on another device. Finish that one, or start the same purchase again in a moment to pick it back up.
Someone cannot open the dashboard and reads that the organization has run out of seats
Your organization has more people than its plan includes seats for. The person keeps their membership and their access rights, and is let back in as soon as a seat frees. Read the Seats meter on Your usage, then either remove portal access from someone who does not need it, or move to a plan with more portal users.
If this doesn't fix it
Contact support at support@codetogether.com with all of the following. Tickets missing these take longer to resolve:
- Your organization's name, and the plan named on Current plan.
- The banner's title, and its text, word for word.
- The renewal line, Renews <date> or Ends <date>, as it reads for you.
- The Seats and Developers lines from Your usage.
- The subject of any billing email you received, and the date it arrived.
- The plan you tried to move to, and the text of the message that refused it.
Related
- Set up CodeTogether AI SaaS — the trial and the setup that come before a plan.
- Roles reference — every tenant role, and the capabilities Owner holds alone.
- Invite users to your organization — adding and removing the people the Seats meter counts.
- Dashboards — the reports a billing state replaces with sample data.