Admin Guide: Subscription & Billing

Overview

Manage your organization's subscription plan, billing, and usage. Upgrade or downgrade plans, track usage, and manage payments.

Accessing Subscription

Log in with your admin account
In the sidebar, go to Subscription
View plan details and billing

Current Plan

Plan Information

Plan name (Free, Pro, etc.)
Monthly/annual billing
Price per seat
Number of seats
Renewal date
Payment status

What's Included

Number of admin/teacher seats
AI token allowance
Storage limit
Feature access
Support level
Additional benefits

Usage Tracking

AI Token Usage

Tokens used this month
Tokens remaining
Usage by feature
Usage by user
Historical usage
Projected usage

Member Usage

Current members
Maximum allowed
Seats available
Usage percentage
Growth trends

Storage Usage

Files uploaded
Total storage used
Storage limit
Largest files
Cleanup recommendations

Upgrading Your Plan

When to Upgrade

Running out of AI tokens
Need more seats
Want additional features
Require better support
Growing organization

How to Upgrade

Click "Upgrade Plan"
Select new plan
Choose number of seats
Review pricing
Confirm upgrade
Enter payment details
Complete purchase

Immediate Benefits

Increased limits
New features unlocked
More AI tokens
Additional seats
Better support

Downgrading Your Plan

Considerations

Lose access to premium features
Reduced AI tokens
Fewer seats available
May need to remove members
Changes at next billing cycle

How to Downgrade

Go to Subscription
Click "Change Plan"
Select lower tier
Review changes
Confirm downgrade
Effective next billing cycle

Managing Seats

Adding Seats

Each seat = 1 admin or teacher
Students don't count toward seats
Add seats anytime
Prorated billing
Immediate access

Calculating Seats Needed

Count current admins
Count current teachers
Plan for growth
Consider seasonal needs
Budget accordingly

Cost Per Seat

Pro plan: $9/seat/month
Each seat includes:
- 1 million AI tokens/month
- Full feature access
- Priority support

Payment Management

Payment Methods

Credit/debit card
Bank transfer (annual plans)
Invoice billing (enterprise)
Auto-renewal

Updating Payment Info

Go to Subscription
Click "Manage Billing"
Update card details
Save changes
Verify update

Billing History

View past invoices
Download receipts
See payment dates
Track spending
Export for accounting

Billing Portal

Stripe Customer Portal

Manage payment methods
View invoices
Update billing info
Cancel subscription
Download receipts

Accessing Portal

Click "Manage Billing"
Redirected to Stripe
Make changes
Return to platform
Changes sync automatically

Canceling Subscription

Before You Cancel

Export your data
Notify members
Complete ongoing courses
Download important files
Consider downgrading instead

Cancellation Process

Go to Subscription
Click "Manage Billing"
Select "Cancel Subscription"
Provide feedback (optional)
Confirm cancellation
Access until period end

After Cancellation

Access until billing period ends
Data retained for 30 days
Can reactivate anytime
No refunds for partial months
Downgraded to free plan

Free Plan

What's Included

1 admin user
Unlimited students
All core features
50,000 AI tokens/month
Community support

Limitations

Only 1 admin/teacher
Limited AI tokens
Basic support
No advanced features
No priority access

Pro Plan

What's Included

Multiple admin/teacher seats
1M AI tokens per seat
All features
Human support
Priority access
Advanced analytics

Pricing

$9 per seat per month
Billed monthly or annually
Annual saves 20%
Add/remove seats anytime
Prorated billing

Common Questions

Q: What happens if I exceed my AI token limit? A: You'll need to upgrade or wait until next month. Critical features continue working.

Q: Can I change plans mid-month? A: Yes, upgrades are immediate and prorated. Downgrades take effect next billing cycle.

Q: Do students count toward my seat limit? A: No, only admins and teachers count. Students are unlimited.

Q: What payment methods do you accept? A: Credit/debit cards via Stripe. Enterprise plans can use invoicing.

Q: Can I get a refund? A: No refunds for partial months. Cancel anytime to stop future charges.

Q: What happens to my data if I cancel? A: Data is retained for 30 days, then deleted. Export before canceling.

Tips for Success

Monitor usage: Check AI tokens regularly
Plan ahead: Upgrade before hitting limits
Annual billing: Save 20% with annual plans
Right-size seats: Don't pay for unused seats
Track ROI: Measure value vs. cost
Use features: Get full value from your plan
Budget properly: Include in annual budget

Need Help?

Visit the Help Center
Create a Support Ticket
Contact support at support@bestlanguagelearning.com