Billing & Subscription
Navigate to Settings → Billing to manage your subscription, monitor AI usage, and review agent costs. The Billing page has three tabs: Subscription, AI Usage, and Agent Costs.
Subscription
Pack-Based Model
XBuddy uses a per-user pack subscription model. Admins assign specific packs to individual users — so each person sees only the apps relevant to their role in the App Switcher.
Available Packs
| Pack | Modules Included |
|---|---|
| Business Pack | CRM, Sales, Marketing, Customer Success, POS, Service Management |
| Finance Pack | Finance, Accounting, Procurement |
| Operations Pack | Inventory, Field Service, Quality, Asset Management |
| People Pack | HR, Payroll, Performance, LMS, OKR, Coaching, Time Tracking |
| Collab Pack | Projects, Calendar, Communications, Documents, Approvals, Contract Management |
Suites (Bundle Discounts)
| Suite | Packs Included | Savings |
|---|---|---|
| Growth Suite | Business + Finance | 15% |
| Operations Suite | Operations + Finance | 15% |
| All-Business Suite | Business + Finance + Operations | 20% |
| People Suite | People + Collab | 15% |
| Enterprise Suite | All packs | 30% |
Add-Ons
| Add-On | Options |
|---|---|
| AI Credits | 100K / 500K / 2M / 10M tokens |
| Database Storage | 100GB / 500GB / 1TB |
| File Storage | 100GB / 500GB / 1TB |
| Agent Runs | 1K / 5K / 20K / 100K runs |
Managing Pack Assignments
- Go to Settings → Pack Management
- Select a pack to see seat usage (used / total)
- Click Assign User to add an employee
- To revoke, find the user in the pack list and select Revoke
Each user’s App Switcher shows only apps from their assigned packs.
When the seat limit is reached, new assignments are rejected. Go to Settings → Billing → Subscription to increase seat count.
Billing Cycles
You choose monthly or annual billing when you subscribe:
- Monthly — charged on the same date each month.
- Annual — a discount applies (currently 17%) and the full year is paid upfront when the term starts. The contract term is one year (
period_start→period_end).
Changing Your Plan (Upgrade / Downgrade)
Plan changes are calculated on your total bill, not item by item. If you increase some items (e.g. seats for one team) and decrease others in the same change, the reductions offset the increases — only the net difference matters.
-
Upgrade (new total > old total) — you pay the difference, prorated to the end of your contract term. The new pricing then takes effect immediately.
additional charge = (new total − old total) × (days remaining / days in term) -
Downgrade (new total ≤ old total) — no refund is issued for the amount already paid. The lower price applies from the start of your next renewal period.
Cancellation takes effect at the end of the current billing period.
Negotiated / Custom Contracts
Enterprise customers may be on a negotiated contract instead of list pricing:
- Custom term — the contract can be shorter or longer than one year.
- Per-item negotiated pricing — each item (packs, a team’s seats and seat unit price, add-ons, verticals) can carry its own negotiated rate or discount, set by your XBuddy account manager.
- Quantity-only billing view — on a negotiated contract, Settings → Billing hides unit prices and amounts and shows only your items and their quantities (seats per team, add-on counts). To change quantities, use Request more / fewer — your account manager reprices per the negotiated rates. Increases are prorated to the contract end date; decreases are not refunded (same rules as above).
AI Usage
Monitor your organization’s AI credit consumption from Settings → Billing → AI Usage.
Credit Pool
Your AI Credit pool is shared across all AI Agents, AI features (Journal Copilot, CV Parser, Contract Analyzer), and any manual AI actions your users trigger.
| Plan | Monthly Credits | Overage Rate |
|---|---|---|
| Starter | 50,000 | $0.02 / 1K |
| Growth | 200,000 | $0.015 / 1K |
| Professional | 1,000,000 | $0.01 / 1K |
| Enterprise | Custom | Custom |
What’s on the AI Usage Tab
The tab shows:
- Total credits used this month vs. monthly quota (progress bar)
- Usage by category — bar chart: Agents, Manual AI actions, API calls
- Usage by domain — which business domain (Finance, HR, CRM, etc.) consumed the most credits
- Usage log — paginated table of individual AI calls: timestamp, feature, agent code, tokens used, model
Alerts
XBuddy sends a warning email and shows an in-app banner when you reach 80% of your monthly credit quota. At 100%, AI Agents are paused until the next billing cycle or until you purchase additional credits.
Purchase extra credits at Settings → Billing → Add-Ons without waiting for the next cycle.
Agent Costs
Detailed cost attribution per agent — useful for chargebacks, optimization, and deciding which agents to keep running. Access at Settings → Billing → Agent Costs.
Model Pricing (per 1M tokens)
| Model | Input | Output | Best for |
|---|---|---|---|
| Claude Haiku 4.5 | $0.80 | $4.00 | High-frequency lightweight agents |
| Claude Sonnet 4.6 | $3.00 | $15.00 | Complex analysis, contract review |
| GPT-4o mini | $0.15 | $0.60 | Monitoring, alerts, classification |
| GPT-4o | $2.50 | $10.00 | Advanced reasoning tasks |
| Gemini Flash 2.0 | $0.10 | $0.40 | Bulk processing, summaries |
XBuddy automatically selects the cost-optimal model for each agent. You can pin a specific model at Settings → Automation → Agents → [Agent] → Model Override.
Agent Cost Tiers
| Tier | Credits per Run | Agent Examples |
|---|---|---|
| Lightweight | 50–200 | Nudgers, monitors, SLA checkers (rule-based, no AI call) |
| Standard | 200–1,000 | Forecasters, reconciliation agents, scorecard generators |
| Heavy | 1,000–5,000 | Contract Risk Analyzer, CV Parser, Journal Copilot |
Cost Table
The Agent Costs tab displays a sortable table with columns: Agent Name, Domain, Runs This Month, Avg Credits/Run, Total Credits, Est. Cost (USD).
Sort by Total Credits descending to identify your highest-consuming agents. Disable low-value agents from Settings → Automation → Agents.
Invoice History
Download past invoices at Settings → Billing → Invoice History. Each invoice includes: period, plan, packs, add-ons, and any overage charges.
Trial
Your free trial lasts 14 days with full access to all modules and 50,000 AI credits. You receive reminder emails at 7, 3, and 1 day before expiry. After expiry, your account is suspended but data is preserved for 30 days.
To reactivate: go to Settings → Billing and click Reactivate Account.
FAQ
Can I assign a user to multiple packs? Yes. A user can be assigned to any combination of packs. They will see all apps from all their assigned packs in the App Switcher.
What happens if I exceed my AI credit quota mid-month? AI Agents are paused. Purchase add-on credits from Settings → Billing → Add-Ons to resume agents immediately.
Can I see which agent is costing the most? Yes. Sort the Agent Costs table by Total Credits descending. Filter by domain to see costs within a specific business area.
Are credits rolled over if unused? No. Unused credits expire at the end of each monthly billing cycle. Annual plan credits are allocated monthly.