Credits & Billing

The platform uses a prepaid credit system for AI usage and storage. This guide explains how it works and how to manage your balance.

How Credits Work

Two-Tier Credit System

1. Agency Credits (Your Balance)

• You buy credits from the platform
• Used to pay for AI usage + storage across ALL workspaces
• When balance = $0, all workspace chats are blocked

2. Workspace Credits (Optional Client Balance)

• You can enable credits per workspace
• Client pays YOU for their usage
• When workspace balance = $0, only that workspace is blocked

Most agencies use Agency Credits only and handle client billing separately (invoices, subscriptions).

Viewing Your Credit Balance

In Agency Settings

Navigate to Dashboard → Settings → Credits & Billing

You'll see:

• Current balance (large number with color coding)
• Storage usage across all workspaces
• Transaction history (top-ups, deductions)
• Top Up Credits button

Balance Color Coding

• Green (>$20) - Healthy balance
• Yellow ($5-$20) - Running low, top up soon
• Red ($0) - Empty, all chats blocked!

Topping Up Credits

Step 1: Click "Top Up Credits"

From Agency Settings → Credits & Billing tab

Step 2: Choose Amount

Select a preset or enter custom amount:

• $20 - Good for testing
• $50 - Light usage
• $100 - Medium usage
• $200 - Heavy usage
• $500 - Enterprise
• Custom - Enter any amount

Step 3: Pay via Stripe

• Enter credit/debit card details
• Processed securely via Stripe
• Credits added instantly

Step 4: Confirm

You'll see:

• Success message
• Updated balance
• Transaction in history

Understanding Costs

AI Usage Costs

Every message costs credits based on:

• Tokens used (input + output)
• Model selected (GPT-4o costs more than GPT-4o-mini)
• Platform markup (20% default)
• Your markup (if workspace requires credits)

Example conversation cost:

• Input: 500 tokens
• Output: 300 tokens
• Model: gpt-4o-mini ($0.003/1K input, $0.012/1K output)
• Base cost: (500 × $0.003/1K) + (300 × $0.012/1K) = $0.00510
• Platform markup (20%): $0.00510 × 1.20 = $0.00612
• You pay: $0.00612

Storage Costs

Charged daily based on actual usage:

• Base cost: $5/GB per month
• Platform markup: Applied (typically 20%)
• Daily calculation: Monthly cost ÷ 30

Example:

• 500MB storage used
• 0.488 GB × $5/GB = $2.44/month
• Platform markup (20%): $2.44 × 1.20 = $2.93/month
• Daily charge: $2.93 ÷ 30 = $0.098/day

Deducted automatically at midnight every day.

Web Scraping Costs

Using fetch_url tool to scrape pages:

• Base cost: $0.001 per page
• Platform markup: ~900% (typical)
• You pay: ~$0.01 per page

Transaction History

Viewing Transactions

In Credits & Billing tab, scroll to Transaction History

Shows:

• Date & time
• Type (Top-up, AI Usage, Storage, Web Scraping)
• Amount (+ for credits added, - for deductions)
• Balance after transaction
• Description (workspace name, model used, etc.)

Transaction Types

Credit Top-ups

• Manual purchases via Stripe
• Shows payment intent ID
• Adds to balance (+$)

AI Usage Deductions

• Per conversation message
• Shows workspace, agent, model
• Deducts from balance (-$)

Storage Charges

• Daily automatic deduction
• Shows total storage used
• Deducts from balance (-$)

Web Scraping

• Per page scraped
• Shows URL and workspace
• Deducts from balance (-$)

Workspace Credits (Optional)

Enabling Workspace Credits

If you want to charge clients via credits:

1. Go to workspace → Settings tab
2. Toggle "Require Credits" to ON
3. Set initial balance (optional)
4. Save

Now this workspace deducts from its own balance, not yours.

How It Works

When workspace credits enabled:

• Client cost calculated with your markup
• Deducted from workspace balance
• When workspace = $0, only that workspace is blocked
• Your agency balance is NOT affected

Example:

• AI base cost: $0.01
• Platform charges you: $0.012
• Your markup: 50%
• Workspace charged: $0.018
• Deducted from workspace balance

Topping Up Workspace Credits

As agency admin:

1. Go to workspace → Settings
2. Find "Credit Balance" section
3. Click "Add Credits"
4. Enter amount
5. Save

Note: This is manual for now. In future, clients can self-serve top-ups.

Low Balance Warnings

When to Top Up

Recommended thresholds:

• $50 - Ideal minimum for uninterrupted service
• $20 - Warning level, top up soon
• $10 - Critical, top up immediately
• $0 - Service blocked

Setting Up Alerts

Currently manual - check balance regularly in:

• Agency Settings → Credits & Billing
• Transaction history emails (if enabled)

Pro tip: Set a calendar reminder to check weekly.

Cost Control Strategies

Monitor Usage

Check transaction history weekly:

• Which workspaces use most credits?
• Which models are most expensive?
• Are there any unusual spikes?

Optimize Model Selection

• Use gpt-4o-mini instead of gpt-4o when possible
• Guide clients to cheaper models
• Disable expensive models if not needed

Set Workspace Limits

If using workspace credits:

• Set appropriate initial balance
• Monitor client usage patterns
• Adjust pricing based on usage

Review Storage Regularly

• Delete old/unused training documents
• Archive inactive workspaces
• Clean up conversation history

Billing Your Clients

If Using Workspace Credits

• Client pays you directly
• You add credits to their workspace
• Platform charges workspace balance
• You keep the markup difference

If NOT Using Workspace Credits (Common)

• Platform charges your agency balance
• You track usage in Analytics
• You invoice clients separately
• You manage billing outside platform

Most agencies prefer this approach for flexibility.

Common Questions

When are credits deducted?

• AI usage: Immediately after each message
• Storage: Daily at midnight UTC
• Web scraping: Immediately after scraping

What happens at $0 balance?

• All workspace chats are blocked
• Error message shown to users
• Top up to resume service immediately

Can I get a refund?

• Credits are non-refundable
• Contact support for special cases

Do credits expire?

• No expiration
• Use them at your own pace

Can I see future costs?

• Check Analytics for usage trends
• Estimate based on message volume
• Use model pricing to calculate

Troubleshooting

Credits not added after payment?

• Check transaction history
• Verify Stripe payment succeeded
• Contact support with payment intent ID

Unexpected high costs?

• Check transaction history for details
• Look for expensive model usage
• Verify storage usage is accurate

Workspace still blocked after top-up?

• Refresh the page
• Check correct workspace (not agency balance)
• Wait 1-2 minutes for propagation

Next Steps

Now that you understand credits and billing:

1. Team & Permissions - Add team members
2. Analytics & Monitoring - Track usage patterns
3. Best Practices - Optimize spending