Manage your plan and invoicing

Summary

Cost & contract is the billing screen in the KonversAI console. Select Settings in the left sidebar, then select Cost & contract. The page heading is also Cost & contract, and the line under it reads Review your plan schedule, agreements, and usage periods. Change plans at any time. The screen shows four blocks, in this order: Current status, Agreements, Invoicing details, and then Select a plan or Review draft agreement. You read your usage here, you complete your invoicing details here, and you change plan here.

Who can do this

The permission View billing and contracts (billing.view) controls this screen. A reader without it does not see Cost & contract under Settings in the left sidebar of the KonversAI console. A reader who opens the address /settings/billing without the permission sees the heading Cost & contract and the line Error: API Error: 403, and no plan, no agreement and no usage data.

The permission Manage billing and contracts (billing.manage) controls every change: Save invoicing details, choosing a plan, Accept & sign and Cancel draft. A reader with View billing and contracts only reads the screen. Ask a Tenant Admin for the permission you need.

Before you start

Sign in to the KonversAI console and select your tenant. The screen is at Settings > Cost & contract in the left sidebar. Cost & contract is not behind a feature flag. Every tenant has this screen, but the permission View billing and contracts must be on your role.

Collect your company billing details before you accept an agreement. KonversAI needs seven values: the registered company name, the organization number, the billing email address, the address, the postal code, the city and the two-letter country code.

The plans, their prices, their currency and their included quantities are data in KonversAI, not text in this page. KonversAI shows only the public plans. Read the real names, prices and included quantities on the plan cards in Select a plan on this screen.

Steps

1. Select Settings in the left sidebar of the KonversAI console, then select Cost & contract.
2. Read the Current status card at the top. It shows Active plan, Plan period start, Plan period end and Usage period. Plan period end shows No end date for an open-ended plan. A tenant with no signed plan reads No active billing plan found.
3. Read Included usage this period inside Current status. This block holds one gauge for each usage metric in your plan.
4. Open Usage billing periods at the bottom of the Current status card. KonversAI lists your past and present usage periods. Each period shows Plan, Start, End and Open, and its own set of usage gauges. Open: Yes means KonversAI still records usage into that period. Open: No means the period is closed and ready for invoicing. The list appears only when your tenant has at least one usage period.
5. Read the Agreements card. The table has the columns Agreement, Plan, Signed, Start, End and Status. The Status values are Draft, Active, Scheduled, Expired and Superseded. A tenant with no agreement reads No agreements found.
6. Select a row in the Agreements table to read that agreement. A window opens with the agreement name, the plan, the status and the signing date. The body shows Agreement text and one section for each attachment. Select Download PDF to save the agreement as a PDF file. Select Close to close the window.
7. Fill in the Invoicing details card. The seven fields are Registered company name, Organization number, Billing email, Address, Postal code, City and Country code. Country code holds a maximum of 2 characters, for example NO. KonversAI marks each missing field with a red asterisk.
8. Select Save invoicing details. KonversAI answers Saved. The badge at the top right of the card changes from Incomplete to Complete when all seven fields hold a value. The card tells you: These details appear on your invoices. They must be complete before you can accept a contract.
9. Read the plan cards in Select a plan. Each card shows the plan name, the price for each month, and one line for each included usage metric. The card for your current plan carries the badge Active. KonversAI shows No public plans are currently available. when no plan is public.
10. Select the button on the plan you want. The button is Select plan when you have no plan yet, Upgrade for a plan that costs more, Schedule downgrade for a plan that costs less, and Change plan for a plan at the same price. The card Select a plan tells you the rule: Choose a plan to generate a draft agreement. Upgrades take effect immediately; downgrades are scheduled after your current usage billing period ends.
11. Read the draft agreement. KonversAI replaces Select a plan with the card Review draft agreement. The card names the plan and shows the Agreement text and each attachment. The line above the text states when the change starts: Signing will switch your plan immediately. for an upgrade, and Signing will schedule a downgrade after your current billing period ends. for a downgrade.
12. Select Accept & sign. The button stays locked while your invoicing details are incomplete, and the card shows the warning Complete your invoicing details above before accepting this agreement. Complete the Invoicing details card, then select Accept & sign again.
13. Select Cancel draft, or Cancel at the bottom of the card, to throw the draft away. KonversAI then shows Select a plan again. You cannot cancel an agreement after you sign it.

FAQ

Which permission do I need to open Cost & contract?

You need the permission View billing and contracts, with the codename billing.view. This permission controls the Cost & contract item under Settings in the left sidebar of the KonversAI console, and it controls reading the plan, the agreements and the usage. A reader without it does not see the sidebar item at all. A reader who types the address /settings/billing without it sees the heading Cost & contract and the line Error: API Error: 403. To change anything on the screen you need the second permission, Manage billing and contracts, with the codename billing.manage. It controls Save invoicing details, the plan buttons, Accept & sign and Cancel draft. A Tenant Admin gives you either permission.

When does a plan change take effect?

The Select a plan card on the Cost & contract screen in the KonversAI console states the rule: Choose a plan to generate a draft agreement. Upgrades take effect immediately; downgrades are scheduled after your current usage billing period ends. The draft agreement repeats the same rule for your own change. An upgrade or a change at the same price shows Signing will switch your plan immediately. A downgrade shows Signing will schedule a downgrade after your current billing period ends., or Signing will schedule a downgrade effective with the date when KonversAI already knows the date. Nothing happens until you select Accept & sign.

Why can I not select Accept & sign?

Your invoicing details are incomplete. KonversAI locks Accept & sign on the Review draft agreement card, shows the tooltip Complete your invoicing details first on the button, and prints the warning Complete your invoicing details above before accepting this agreement. Go up to the Invoicing details card on the same Cost & contract screen. Fill in Registered company name, Organization number, Billing email, Address, Postal code, City and Country code, then select Save invoicing details. The badge changes from Incomplete to Complete, and Accept & sign opens. KonversAI puts these details on your invoices, so they must be right before you sign.

What do the coloured bars under Included usage this period mean?

Each bar is one usage gauge on the Cost & contract screen in the KonversAI console. They sit in Included usage this period inside the Current status card, and inside each period under Usage billing periods. The name of the metric is at the left. The numbers at the right are your usage and the quantity your plan includes, for example 120 / 500. The coloured fill is how much of the included quantity you have used, and the text under the bar says {N}% of included quota. A counting metric also carries a thin vertical marker that shows how much of the period has passed, with the tooltip Period elapsed: {N}%. The text at the bottom right says Day {N} of {M} while the period is open, and Period closed after it closes.

What does “Ahead of pace” mean on a usage gauge?

Ahead of pace is one of five pace labels on a counting usage gauge on the Cost & contract screen in the KonversAI console. KonversAI compares the share of your included quantity that you used with the share of the period that has passed. On track means your usage share is at or below the elapsed share of the period. Slightly ahead of pace means your usage share is up to 1.25 times the elapsed share. Ahead of pace means up to 1.5 times. Well ahead of pace means more than 1.5 times. No usage data means the period has not started to count yet. Hold the pointer over the two numbers at the right of the gauge to read the label. The bar colour follows the same five levels.

What does “Over quota” mean on a usage gauge?

Over quota is one of four quota labels that KonversAI uses on a level metric, such as the number of users. Level metrics show your current level, not a total for the period, so the bottom right of the gauge says Current level instead of a day count. Within quota means you use 80% or less of the included quantity. Approaching quota means more than 80% and up to 100%. Near quota limit means more than 100% and up to 110%. Over quota means more than 110%. The gauges are in Included usage this period inside the Current status card on the Cost & contract screen at Settings > Cost & contract in the KonversAI console.

Where do I find my signed agreement as a PDF?

Open Settings > Cost & contract in the left sidebar of the KonversAI console and go to the Agreements card. The table lists every agreement with the columns Agreement, Plan, Signed, Start, End and Status. Select the row you want. A window opens with the Agreement text and one section for each attachment. Select Download PDF. KonversAI builds the PDF file and your browser saves it. Select Close to close the window.

What is the difference between the plan period and the usage billing period?

Both are on the Current status card on the Cost & contract screen in the KonversAI console. Plan period start and Plan period end are the dates your signed agreement covers. Plan period end shows No end date when the agreement is open-ended. Usage period is the shorter period that KonversAI counts your usage into, and it is the period that the gauges under Included usage this period measure. Your past usage periods are in the Usage billing periods list at the bottom of the same card, each with its own Plan, Start, End and Open value. A downgrade takes effect after the current usage billing period ends, not after the plan period ends.

What do the Agreements statuses mean?

The Status column in the Agreements table on the Cost & contract screen in the KonversAI console holds five values. Draft is an agreement that nobody has signed. Active is the agreement that gives you your plan today. Scheduled is a signed agreement that starts on a future date, for example after a downgrade. Expired is a signed agreement whose end date has passed. Superseded is an agreement that a later agreement replaced before it took effect. Select any row to read the full Agreement text and download the PDF file.

I chose the wrong plan. How do I undo it?

Open Settings > Cost & contract in the left sidebar of the KonversAI console. When the card Review draft agreement is on the screen, you have not signed anything yet. Select Cancel draft at the top right of the card, or Cancel at the bottom. KonversAI deletes the draft and shows Select a plan again, so you can choose another plan. After you select Accept & sign the agreement is signed and you cannot cancel it. Choose a different plan instead: an upgrade takes effect immediately, and a downgrade takes effect after your current usage billing period ends.