Billing & Payments

Billing & Payments

1. What it is

Billing & Payments is where an admin sees what the organisation pays for, and how it pays. It covers the plan, the trial, the card or bank account on file, invoices, and one balance of platform credits. Texts, voice minutes, AI and other metered usage all draw on that balance.

• Where: General Settings → Billing & Payments in the admin sidebar. Only Administrators and Super Admins can open it. Everyone else is sent back to the admin dashboard.
• Mango Billing: the Mango Billing app was retired on 17 September 2026. Your organisation’s MangoApps bill — invoices, payment reminders, payment methods and plan — is here, and old Mango Billing invoice links open this page. Its commissions, revenue-recognition, GL export and tax reports were removed, not moved.
• What it is not: it is not where you turn apps on or off for people. Use Admin → Apps → All Apps for that (see Apps & Licensing). Billing decides what you are entitled to and what you are charged for.

2. Standing it up

How you start depends on how your organisation signed up.

Self-serve signup (a card at signup). A self-serve trial starts only when a card is saved during signup. The workspace, its billing account, the card and a 14-day trial are all created at that moment. Nothing exists before it, and a refused card leaves nothing behind.

1. Open Billing & Payments → Plan. The Trial Active card shows the days remaining and the date the trial ends.
2. Choose Bill me: Monthly or Annually · save 15% before the trial ends. The choice applies to every line on the trial.
3. Check the Billing Contact card on the Overview tab. Invoices and payment reminders are emailed to the address it names.
4. Do nothing else if you want to continue. At the end of the trial, the plan starts and the first period is charged to the card on file.

A trial opened by our sales team. Some organisations start from a company-pricing request instead. That trial starts at signup with no card. Its next step is a proposal priced per employee, never a card charge.

A managed account. If an account manager set your organisation up, your plan is a contract. The Contract tab shows it, with your account manager’s name. Plan changes go through them, so the Plan tab lists suites and prices without an Add button.

The pairing to watch. A trial with no card on file does not convert. When the clock runs out, its apps switch off and the workspace becomes read-only. Adding a card at any point, before or after, is what keeps the apps running or turns them back on.

3. How it fits together

Lines. Your plan is made of lines. A line is one suite or one app add-on you pay for, with its own seat count and billing period. The Plan tab lists each line with its price and status.

Suites and editions. A suite is a bundle of apps priced per seat. Your edition (Platform Lite and up) is not chosen: it is earned from the suites and apps you subscribe to. The Your edition card on the Plan tab shows what it includes and what would earn the next one. An edition does not come with a monthly credit allowance.

One trial clock. Every line on a trial shares one end date. A suite or app you add during the trial joins that clock, and nothing is charged for it until the trial ends.

What happens when the trial ends. This depends on the state of your account:

Your situation	At the end of the trial
Card on file	The plan starts and the first period is charged
No card on file	Apps switch off and the workspace goes read-only
You chose Don’t continue	Apps switch off; nothing is charged
Trial opened by sales	Extended once while the proposal is prepared, then apps switch off unless it is signed
More than 200 seats	Extended once while a contract is set up, instead of charging a card

A lapsed workspace keeps its data for 90 days. Adding a card during that time turns everything back on.

Trial reminders. Admins get reminder emails before the trial ends:

• Self-serve trials (a card saved at signup) get two reminders, 7 days and 1 day before the charge.
• Trials that started without a card get three reminders, at 7, 3 and 1 days.

Platform credits. There is one credit balance for the whole organisation. One credit is worth $0.01. Usage draws on it at a fixed rate per resource. For example, a text message costs 3 credits and a voice minute costs 12. The What a credit buys card on the Credits tab lists every rate.

• The welcome credit is $75 of platform credits (7,500 credits) that every workspace starts with. It is used first and does not expire.
• Purchased credits come from packs you buy on the Credits tab. They never expire.

Worked example. This month your team sends 200 texts and uses 50 voice minutes:

200 texts         × 3 credits  =   600 credits
 50 voice minutes × 12 credits =   600 credits
                          total = 1,200 credits  (≈ $12.00)

Whatever is left of the welcome credit is used first. The rest comes off your purchased balance.

4. Running it

Decide what happens at the end of the trial

On Plan, with a card on file, the Trial Active card offers two choices:

1. Start now converts the trial today. The first period is charged immediately and your price is locked.
2. Don’t continue lets the trial run out with nothing charged. The apps stay on until the end date.

Either choice can be undone before the trial ends. After Don’t continue, the card shows Continue after all. Without a card, the card offers Add payment method and Not continuing? Let it end.

Add a suite or an app

1. On Plan → Add a suite, set the seat count and click Add. The confirmation shows exactly what will be charged.
2. On Add-ons, add a single app to a suite you already have. An app is never sold on its own.
3. During a trial, the new line joins the trial. Outside one, the first period is charged to your card right away.

Every suite bills at least its minimum number of seats. Above 200 seats, we set up a contract instead. If you add a suite that includes an app you were already paying for, that app line is cancelled. Any unused part of what you paid for it is refunded to your card.

To remove an add-on, click Cancel on the Add-ons tab. If the add-on has already been charged, it stays on until the end of the period you paid for. You can click Keep it to undo the cancellation before then.

A suite has no Cancel button. During a trial, Don’t continue lets every line end with nothing charged. After the trial, contact MangoApps support to end a suite.

Employee suites (Frontline Operations, HR Operations, Communications & Intranet, Performance & Learning, AI Productivity) are not added here: they are priced per employee and quoted. Use Ask for company pricing on the Plan tab, and we send a proposal for this workspace. An employee suite includes Platform Standard, which Ask AI, Report Agent and advanced planning need.

Manage payment methods

On Payment, click Add Credit Card or Add Bank Account (a US bank account). A bank account must be verified before you can make it the default. The default method is what renewals, credit packs and add-ons are charged to. If an invoice is still unpaid, adding a card or changing the default pays it on the spot.

Invoices and payment reminders

On Invoices, search by invoice number, filter by Paid, Open, Overdue or Voided, and choose a date range. Export CSV downloads the filtered list. Opening an invoice shows its amounts, due date and description, with Pay this invoice while it is open and Download PDF when a PDF exists.

On a self-serve plan, an unpaid invoice triggers reminder emails at 7, 14, 30 and 45 days past due, and a subscription invoice still unpaid after the last reminder switches the plan’s apps off. The Plan tab then reads Switched off — unpaid. Paying the invoice turns them back on. If your account is managed by a MangoApps account team, or the invoice is for a signed order form, no automatic reminders are sent: the account team follows it up.

Buy credits

1. On Credits, click Buy credits and choose a pack.
2. Add a billing address if asked. Sales tax is quoted on the page before you pay.
3. Optionally, turn on Automatically buy … when the balance drops below … credits. Auto top-up is saved when you pay.

A pack paid by bank account is added to your balance once the payment clears, usually in 3 to 5 business days. The Ledger on the Credits tab shows every addition and draw, and can be exported to CSV.

Mini app packs

Where mini app packs apply, publishing a mini app built in App Builder takes a slot in a pack. Building and trying apps is free.

1. On Credits, find Mini app packs and click Buy a pack (or Change pack). App Builder’s Your apps links to the same page from an app waiting to be published.
2. Pick a pack. The dialog names the monthly price before anything is bought; the pack is billed monthly to the card on file.
3. Publish the app from Your apps.

A pack is listed on Add-ons as a mini app pack. Cancelling it leaves App Builder on: when the pack ends, mini apps published to everyone that take a slot are unpublished, and nothing is deleted.

Control AI, SMS and Voice AI spending

• AI shows AI usage by provider, model tier, top users and feature. It also holds the AI spend limits (see §5).
• SMS shows texts sent. It also sets the low-balance alert for the whole credit balance.
• Voice is read-only. It shows voice sessions and cloud transcription minutes, which draw on the same credits.

On Credits → This month, by resource, you can give a resource its own Monthly budget (credits). A budget emails your billing contacts at 80%, 90% and 100%. For texts, voice and API calls, it also pauses that resource once the budget is spent. AI’s budget is the Monthly Spend Limit on the AI tab.

5. Settings

Setting	Where	Default	What it changes
Bill me	Plan (during a trial)	Monthly	Whether lines bill monthly or annually once the trial ends
Invoice email	Overview → Billing Contact	Blank	Where invoices and reminders go. Blank uses your billing account email, then your company contact email
Monthly Spend Limit (credits)	AI	No limit	AI pauses for everyone once it is reached. It cannot exceed a platform maximum if one is set
Default Per-User Limit (credits)	AI	Unlimited	Each person’s monthly AI budget, unless they have an override
Override (credits)	AI → Spend by User	Use default	One person’s monthly AI budget
Pay-as-you-go Overage	AI	On	On: AI keeps running past your credits, and the extra is billed monthly at 1¢ per credit. Off: AI pauses when credits run out
Read-only Connector Limit (credits)	AI	No limit	A monthly ceiling on credits spent by read-only actions from connected AI clients
Warn me when platform credits drop to	SMS	500 credits	When the low-balance alert is sent
Auto top-up	Buy credits	Off	Buys the chosen pack automatically when the balance drops below the threshold
Monthly budget (credits)	Credits → This month, by resource	None	A per-resource budget: alerts at 80/90/100%, and pauses texts, voice and API calls once spent

AI limit changes apply as soon as you save. Your MangoApps account team can also set your organisation to stop AI when credits run out. In that case AI pauses at zero credits even with Pay-as-you-go Overage on.

6. More help

• Apps & Licensing — turning on the apps your plan includes
• Settings Hub — finding billing and other admin settings
• Ask AI — the assistant answers billing questions from these articles.