#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 follows the chargeability returned by the billing server. Allowance or rate metadata alone never activates usage charging.

For fixed (flat) billing, the panel shows the plan name, fixed monthly fee, billing period, invoice status, next invoice date, last invoice total, and a Fixed monthly billing basis card. It does not show an included allowance, remaining allowance, overage rate or estimate, metered lines, project usage thresholds, or project charges. When the billing server has not confirmed chargeability, the basis card reads Billing verification pending or Billing verification unavailable, and no usage-based charge is shown in either case.

For hybrid billing, the panel adds:

• The pooled tenant allowance, used and remaining minutes, and authoritative tenant overage amount, plus an overage notice with a support action once you are over the limit
• A tenant-level metered minutes card (minutes used, per-minute rate, estimated charges) and a tenant-level SMS segments card (messages sent, billable segments, amount, per-segment rate), each with the time the usage figures were last updated. The SMS card also notes messages that were not billed because delivery failed or was suppressed
• A tenant scope strip and one card per project showing that project's gross minutes for the billing period, with project identity and lifecycle context only

Project rows never divide the tenant allowance or show a project percentage, threshold, rate, SMS quantity, or charge. A project archived after contributing during the period can retain its historical gross-minute row, but that row remains informational.

Active discount and adjustment notices appear above the plan cards for both fixed and hybrid billing when billing returns them, and Discount history and Adjustment history are collapsible sections at the bottom of the panel that load when you expand them. If billing cannot confirm discounts or adjustments, the panel says so rather than implying there are none.

A project gross-minute value of 0 min means the complete authoritative project attribution confirmed zero minutes. Unavailable means the quantity could not be confirmed and is not zero. If the billing server marks a hybrid payload stale, the portal rejects it rather than presenting it as current and shows Billing source unavailable with a retry action. An empty project breakdown is not evidence of an inactive plan or a zero charge.

#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 no invoices match the selected filter, the panel says so and offers Try a different filter to clear it. If the most recent invoice is overdue, the page shows an overdue banner with payment and support actions; in the Partner Admin client detail view that banner shows the support action only.

#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. A category with no configured recipient shows Not configured and a Set up in Tenant Settings link instead of an address.
• 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 the Invoices panel.
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 list 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.

For hybrid billing, if project metadata is temporarily unavailable, tenant usage totals can still appear while the per-project area shows Project details temporarily unavailable. If per-project minute attribution is unavailable, project quantities show as unavailable while authoritative tenant totals remain visible. Fixed billing does not render a project usage area.

#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 Retry. 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.
• The PDF is too large to download: Use the Stripe billing portal instead.
• The billing portal did not open: The portal opens Stripe in a new tab, so allow pop-ups for the portal and try again.
• 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.
• Tenant scope is exact and case-sensitive. AiDial and lowercase aidial are different tenants and are never interchangeable.
• 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.
• Invoice PDF links work only from inside the portal. A copied PDF link opened from another site or app is returned as not found.
• The Stripe billing portal opens only after the portal creates an approved billing-session link for your account, and only links on Stripe's own billing domain are accepted.

#Related Pages

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