# Workspace billing

Source: https://docs.arcweave.com/workspaces/billing
Section: Workspaces
Description: Workspace billing details, including seat cards, AI usage, payment method, invoice details, failed payments, and billing history

The **Billing** section contains an overview of your subscription and seats, AI usage, payment and invoice details, and billing history.

Access is permission-based:

- **Manage billing** or **Manage workspace** permission opens the **Billing** section, including the overview, AI usage, payment method, invoice details, and billing history. Users with **Manage workspace** can also edit the billing email.
- Only **Manage billing** allows a role to change the plan, payment method, and invoice details, and to convert monthly seats to yearly billing.
- Of the default roles, only **Owner** includes these permissions. Team workspaces can also grant them through [custom roles](https://docs.arcweave.com/workspaces/roles#add-new-roles).

![The top part of an Arcweave workspace's Billing section.](https://docs.arcweave.com/assets/billing-top.BzzSuLKt.png)

From top to bottom, you can find:

- **Current Plan**: The active plan. Click **Change** to choose another plan.
- **Total Seats**: The number of billable users and subscribed seats. In Pro and Team workspaces, click **Manage** to see the users occupying those seats.
- **Next Invoice**: The amount and date of the next monthly invoice, when one is scheduled.
- **Yearly Seats** and **Monthly Seats**: Seat usage, renewal dates, and the amounts of the next invoices for each billing cycle.
- **AI usage**: Your workspace's monthly AI credit usage, remaining credits, and reset date.
- **Discount**: Any coupon discounts applied to the next monthly invoice, when present.
- **Payment method**: Your selected card or other method of payment.
- **Invoice details**: Your billing email, company name, VAT number, and address that appear on your invoices.
- **Billing history**: A list of all your invoices and receipts.

## Seat cards

Context: Arcweave docs > Workspaces > Workspace billing > Seat cards

Pro and Team subscriptions display one or both of the following cards below the billing overview:

- **Yearly Seats** shows occupied yearly seats out of the total purchased, their renewal date, and the next yearly invoice amount.
- **Monthly Seats** shows occupied monthly seats out of the total purchased, their renewal date, and the next monthly invoice amount.

A yearly workspace can have both kinds of seats. Seats purchased with the initial yearly subscription are yearly seats. If a user is removed before a paid seat's renewal date, that seat remains open for another billable user until it expires.

When inviting a member who needs an additional paid seat, users with the required permissions can [choose monthly or yearly billing](https://docs.arcweave.com/workspaces/people#choose-billing-for-an-additional-seat). The choice applies when the invitation is accepted. Invitations without a billing-cycle selection, including guest-editor invitations, add a monthly seat when needed. A user with **Manage billing** permission can [convert monthly seats to yearly billing](https://docs.arcweave.com/workspaces/billing#switch-monthly-seats-to-yearly) from this section.

### Switch monthly seats to yearly

Context: Arcweave docs > Workspaces > Workspace billing > Seat cards > Switch monthly seats to yearly

When at least one monthly seat is occupied, the **Monthly Seats** card provides a **Switch to yearly** action to users with **Manage billing** permission.

1. Go to the workspace's **Billing** section.
2. On the **Monthly Seats** card, click **Switch to yearly**.
3. Choose the number of monthly seats to convert.
4. Review the next monthly and yearly renewal totals, estimated savings, and the amount due today.
5. Click **Switch to yearly** to confirm.

The converted seats move to the yearly seat total. Any monthly seats you do not convert keep their monthly billing cycle.

## AI usage

Context: Arcweave docs > Workspaces > Workspace billing > AI usage

The **AI usage** section shows how many AI credits your workspace has used during the current month, how many remain, and when the allowance resets.

![The Billing section of an Arcweave workspace, showing the AI usage section highlighted.](https://docs.arcweave.com/assets/ai-credits-billing.BubVvs9N.png)

Users with permission to manage billing, or permission to manage the workspace, can see this summary.

This section includes:

- The number of **credits used** out of the workspace's **effective monthly limit**
- The number of **credits left**
- The monthly **reset date**
- A usage state: **Credits available**, **Approaching limit**, **Monthly limit reached**, or **AI disabled**

If the workspace is on **Basic** or **Pro**, users with **Manage billing** permission also see an **Upgrade plan** link so they can move to a higher plan for a larger monthly AI allowance.

## Payment method

Context: Arcweave docs > Workspaces > Workspace billing > Payment method

To change your payment method, click **Change** next to your current payment method.

![Billing section showing the option to edit the workspace payment method.](https://docs.arcweave.com/assets/billing-edit-payment-method.BMzU4HOV.png)

## Invoice details

Context: Arcweave docs > Workspaces > Workspace billing > Invoice details

This section lets you see and edit the billing information used on your invoices.

It includes:

- Company name
- Billing email
- Address:
  - Street address
  - City
  - State
  - Zip/Postal code
  - Country
- VAT ID

### Edit invoice details

Context: Arcweave docs > Workspaces > Workspace billing > Invoice details > Edit invoice details

![Billing section showing editable invoice details for a workspace.](https://docs.arcweave.com/assets/billing-edit-invoice-details.UT9Vig87.png)

To update your invoice details or billing email:

1. Click **Edit invoice details**. If only a billing email is present, click **Edit billing email**.
2. Fill in the updated information. Invoice details require a company name (or your full name) and a country; the other address fields and VAT ID are optional.
3. Submit the form to save your changes.

## Overdue invoices

Context: Arcweave docs > Workspaces > Workspace billing > Overdue invoices

### Payment retry

Context: Arcweave docs > Workspaces > Workspace billing > Overdue invoices > Payment retry

When an invoice becomes overdue, Arcweave will make up to 3 attempts to charge you via your selected payment method.

If the charge fails due to an issue with your payment method, you can update it [as described above](https://docs.arcweave.com/workspaces/billing#payment-method).

> ℹ️ Updating your payment method will also trigger an immediate retry of an overdue invoice payment.

### Payment failure

Context: Arcweave docs > Workspaces > Workspace billing > Overdue invoices > Payment failure

If all retry attempts fail and the invoice remains unpaid, the following actions apply, depending on your plan:

#### Overdue monthly invoice on a monthly plan

Context: Arcweave docs > Workspaces > Workspace billing > Overdue invoices > Payment failure > Overdue monthly invoice on a monthly plan

Your subscription will be cancelled and your workspace will automatically downgrade to **Basic**.

#### Overdue yearly invoice on a yearly plan

Context: Arcweave docs > Workspaces > Workspace billing > Overdue invoices > Payment failure > Overdue yearly invoice on a yearly plan

The same as above: your subscription will be cancelled and your workspace will automatically downgrade to **Basic**.

#### Overdue monthly invoice on a yearly plan:

Context: Arcweave docs > Workspaces > Workspace billing > Overdue invoices > Payment failure > Overdue monthly invoice on a yearly plan:

> ℹ️ This case applies to yearly workspaces with additional seats on monthly billing. See [Add seats to a yearly plan](https://docs.arcweave.com/workspaces/billing-plans#yearly-billed-workspaces).

If the monthly invoice remains unpaid, _your yearly subscription will not be cancelled._ The monthly seats are removed. If the number of billable users exceeds the remaining yearly seats, Arcweave removes enough users to fit that capacity, in this order:

1. Members who are not Owners and guest editors, starting with those added most recently.
2. Owners, starting with those added most recently, if further removals are needed. The last Owner is always retained.

The remaining yearly seats are shared capacity; they are not permanently assigned to particular users. If all billable users already fit within that capacity, no users are removed.

Once this adjustment is complete, your yearly subscription will continue normally on its annual billing cycle.

## Billing history

Context: Arcweave docs > Workspaces > Workspace billing > Billing history

The final section displays your workspace's billing and invoice history.

![The billing history table in the Billing section of an Arcweave workspace, showing a list of downloadable invoices.](https://docs.arcweave.com/assets/billing-invoices.D155uJ-i.png)

To download an invoice:

1. Find the invoice using its **date**, **description**, and **amount**.
2. Click the download icon at the end of the row.
3. Save the file to your device.