4  Plans and billing

Portal brings each Organization’s Workspace plans, usage, billing details, invoice records, and plan requests together on Plans and billing.

Organization owners and Organization admins can open this page. A Workspace admin who is not also an Organization owner or Organization admin cannot manage Organization billing.

4.1 Open Plans and billing

  1. Open Organizations in Portal.
  2. Select the Organization.
  3. Select Plans and billing in the top navigation.

The page begins with the current plan state and a summary of:

  • Tokens used during active usage periods
  • Current seats
  • Active Digital Employees
  • Pending plan requests

If the Organization has more than one Workspace, the totals combine the current Workspace periods shown below them.

4.2 Review Workspace plans

Each Workspace has its own subscription and plan-change flow. In Workspace plans, review:

  • The current plan
  • Whether the Workspace has an active subscription
  • Whether a plan change can be requested

The Organization summary can show that no subscription is active, that setup is incomplete for some Workspaces, or that Workspaces use different plans. Treat those states as account-level summaries and check the individual Workspace rows before requesting a change.

4.3 Review usage

The Usage table shows each Workspace’s current period, tokens used, and tokens remaining. Use this view for a quick allowance check across the Organization.

The table reflects current platform usage counters. Contact Sophea support if an expected period or Workspace is missing instead of estimating usage from chat counts.

Document ingestion usage follows successful model calls. A call still counts if the document later fails to finish indexing, is cancelled, or its model result cannot be used. Deleting a document does not reverse model work already performed. Reusing completed work does not add another call; repeating the model work does.

Ingestion usage normally appears after the next hourly update. Visual image inputs are reported separately from tokens. Billing remains under development; these usage records do not activate customer charges or usage blocking.

Document ingestion token usage is priced for the Workspace separately from individual members’ included allowances. Visual image inputs and visual search queries are counted separately from tokens. Chat, search, memory learning, and agent usage appear after the usage update; a later application failure does not reverse model work that already completed successfully. Usage from Nous and the Models API shares the same member allowance when the user can be matched to a verified active Workspace member.

4.4 Review platform usage reporting

Platform admins can open the separate Portal Billing > Usage report. It is an internal reporting surface, not part of an Organization’s Plans and billing page. Organization owners, Organization admins, and Workspace admins cannot open it unless they also have Platform admin access.

The report has a global view by Workspace and a Workspace drill-down. It keeps LiteLLM usage and direct provider usage as separate source classes. Compatible quantities are added only when their unit is token; visual_input quantities remain separate. A direct usage event appears once in the report and is not reclassified as a LiteLLM row.

For a direct usage row, the Provider model is the actual model or deployment name reported by the provider. The Price alias is the stable Sophea service identity used to select the configured price. Different provider model names can therefore use the same price alias and receive the same configured charge. Older history may have no verified provider model; Portal shows Unknown and keeps the recorded price evidence. It does not invent a provider name or provider cost.

The report shows the latest event time and source checkpoint. Use these fields to judge whether the data is current before comparing workspaces or periods.

4.4.1 Understand provider cost and modeled customer charge

  • Provider cost is the cost recorded by the provider source, with its currency and source. It describes provider-side usage and is not the amount charged to a customer.
  • Modeled customer charge is a read-only estimate based on the usage, the applicable plan and model-rate rules, and the pricing basis shown in the report. It is not a finalized invoice or a payment request.

4.4.2 Understand report states

Display Meaning
Known zero The provider cost was verified and its numeric value is 0. It is not unknown.
UNKNOWN The provider cost is missing or invalid. The amount is left blank instead of being treated as zero.
PARTIAL Some usage or cost details are incomplete, so the aggregate is not a complete fact.
STALE Data is available, but the latest event or source checkpoint is older than the freshness target.
UNAVAILABLE The usage reader could not provide a result. Do not infer zero usage or zero cost.
Important

The usage report is read-only. It does not charge customers, collect payments, issue legal invoices, deny requests, suspend Workspaces, or enforce usage limits. Use it for operational visibility and reconciliation only. A change to payments or enforcement requires a separate product decision.

4.5 Maintain billing details

The Billing details card contains the information used for billing communication and invoice records:

  • Legal name
  • Trade name
  • Billing email
  • Country
  • VAT number
  • Preferred language
  • Billing address

Click Edit, update the fields, and select Save profile. Keep the legal name, country, VAT number, and address aligned with the entity that will receive future invoices.

4.6 Request a plan change

Plan changes are reviewed by the Sophea billing team. Submitting a request does not change the Workspace immediately.

  1. Find the Workspace under Workspace plans.
  2. Click Request change.
  3. Select the requested plan.
  4. Add any timing, procurement, or plan details in Note.
  5. Click Submit request.

The request appears under Plan requests with its current status. You can cancel a request while it is Pending. Approved, rejected, and canceled requests remain visible as closed history.

Note

Self-service upgrades are not available yet. For a trial, Team plan, Enterprise agreement, or a request that cannot be submitted from Portal, contact billing@sophea.ai.

4.7 Review invoice records

The Invoices section lists available billing records by Workspace and period. Select View for the detailed record or Print for a printer-friendly version.

Important

Billing is not production-live yet. The current records are for review and do not charge a customer, collect payment, or serve as legally issued PDF invoices. Automated payment and PDF invoice delivery will be documented when those services are available.

If you need a commercial document or have a question about a displayed amount, contact the Sophea billing team. Include the Organization, Workspace, billing period, and record number shown in Portal.

4.8 Troubleshoot billing access

If Plans and billing is unavailable:

  1. Confirm that you opened the correct Organization.
  2. Confirm that your Organization role is owner or admin. A direct Workspace Admin role is not sufficient.
  3. Ask an Organization owner to update your Organization role if you need billing authority.

If a Workspace has no active plan or Request change is unavailable, contact billing@sophea.ai. Do not create another Workspace to work around a plan state.