#Billing

#Overview

The Billing page is available for eligible roles. /billing opens the Usage panel by default and redirects to /billing/usage. The billing area has separate panels for usage, invoices, and payment methods.

Client Admins and Client Managers use the customer billing panels directly. Partner Admins first see a Partner Billing page with assigned clients, then open a selected client in a scoped billing panel. Partner client billing exposes Usage and Invoices only; the Payment methods panel is not shown in the partner client detail view.

#Prerequisites

• You are signed in as a Client Admin or Client Manager. Client Staff do not have access to billing - contact your administrator for billing enquiries.
• Partner Admins can access billing only for assigned clients. Select Open client billing for an assigned client before reviewing client billing data.
• Navigate to Billing in the portal sidebar.

#Usage

The Usage panel shows:

• Tenant-level usage across projects, including the billing period and plan allowance when available
• Per-project usage cards with active, approaching-limit, over-limit, and not-active-yet states
• Minutes used, SMS sent, reset date, overage rate, and SMS rate when the data is available
• The tenant plan name on each project card
• Active discount and adjustment notices when returned by billing
• Discount and adjustment history sections

#Viewing Invoices

1. Open Billing > Invoices.
2. Use All, Paid, or Open to filter the invoice list by status.
3. Review the invoice number, billing period, issued date, amount, status, and PDF action.
4. Use Previous and Next to move through invoice pages when more invoices are available.

The Invoices panel also shows the next invoice date when available. If the most recent invoice is overdue, the page shows an overdue banner with payment and support actions.

#Billing Email Recipients

The Invoices panel includes Billing email recipients:

• Client Admins see masked recipients for Invoices and receipts and Plan and billing changes. They can use Show email for an explicit reveal action, and Edit recipients opens Settings > Tenant Settings.
• Client Managers see a compact link to Settings > Tenant Settings.
• Partner Admins see a note that billing emails are managed by client admins.

Revealing raw billing email addresses is restricted to Client Admins and is audited by the server. The recipients card does not store revealed email addresses in browser persistence.

#Downloading Invoice PDFs

1. Locate the invoice in Invoice History.
2. If the invoice shows PDF, select it.
3. The portal downloads the file from the billing PDF route and saves it as invoice-<invoice_id>.pdf.

If an invoice shows Request from support, the portal cannot download a PDF for that invoice. The link opens Support with a billing ticket prefilled for that invoice copy.

#Payment Portal

Open Billing > Payment methods, then select Open Billing Portal to open the Stripe-hosted billing portal in a new tab. The portal asks for confirmation before creating the Stripe session.

Use the Stripe billing portal for payment-profile and invoice actions configured for your tenant.

#Empty State

If your organisation has not yet been invoiced, the invoice history displays No invoices yet and may explain when your first invoice will appear.

If billing has not been configured for your tenant, the page displays Billing is not configured and Contact support opens the Support page with a new Billing ticket started for setup help. If billing provider configuration needs attention, the page displays a configuration warning and opens the same Support workflow with billing configuration context instead of sending you to Settings.

If project metadata is temporarily unavailable, tenant usage totals can still appear while the per-project usage area shows Project details temporarily unavailable. If per-project usage is unavailable for the billing cycle, the Usage panel shows that state while preserving the available tenant totals.

#Common Issues

• Cannot access billing: Billing is available to Client Admins, Client Managers, and assigned Partner Admins only. Client Staff and Partner Users do not have access.
• Partner Admin billing data does not load: Make sure you selected an assigned client from Partner Billing. Out-of-scope or missing client scope is returned as not found.
• Billing is not configured: Use Contact support on the Billing page to open a Billing support ticket for setup help, or contact help@aidial.com.au if the Support page is temporarily unavailable.
• Billing details could not be loaded: Select Refresh. If the issue persists, see Troubleshooting.
• Invoice PDF unavailable: Use Request from support on the invoice row, or use the Stripe billing portal if your tenant has portal access.
• Invoice download timed out or the PDF is too large: Try again later or use the Stripe billing portal.
• Billing requests are rate-limited: Wait a moment and try again.
• Billing email recipients are syncing: Retry later if the Stripe-sourced recipient row says it is currently syncing.

#Access And Security Notes

• Billing is scoped to your own organisation, or to an explicitly selected assigned client for Partner Admin users.
• The browser uses your signed-in portal session. You do not need to enter or send an API key.
• Billing browser requests go to portal server routes. The portal server forwards the signed-in user's bearer token to aidial_api; the browser must not send X-API-Key.
• Out-of-scope billing resources are shown as not found to protect other organisations' billing data.
• Navigation visibility is not the security boundary. Billing page routes and billing API routes enforce role and tenant scope server-side.
• Invoice PDFs can contain sensitive billing details. Download them only on trusted devices and store them securely.
• The Stripe billing portal opens only after the portal creates an approved billing-session link for your account.

#Related Pages

• Settings Overview - Manage your portal settings
• Role Reference - Understand billing access by role
• Troubleshooting - Common errors and resolution steps