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, each new hire and exit, and the pay-as-you-use apps draw on that balance. Things you have a count of (screens, bookable spaces, front desks, boards, Power Tables rows, Asset Pro assets, and live mini apps where mini app packs apply) are billed as packs on your monthly bill instead.

• Where: 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: the card is charged for the days from the trial’s end to the 1st; from then on the plan is on your bill of the 1st.

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.

One bill a month, on the 1st. Every line is billed in advance on one bill on the 1st of the month: a monthly line for the month ahead, an annual line for the year ahead on the 1st it renews. A line added on another day owes its days to the 1st, priced by the day, on the next bill. More seats or a bigger pack are owed from the day they happen, on the next bill. Fewer seats, and a line you remove, last to the end of the period already paid for — the next 1st on a monthly line, the renewal day on an annual one — and a line not yet charged ends at once. Nothing is refunded mid-period, except the unused part of an app a suite you add takes over.

Packs for counts. Screens, bookable spaces, front desks, boards, Power Tables rows, Asset Pro assets, and live mini apps where mini app packs apply, are billed as a pack that follows your count. Each night the pack moves to the size that covers the count: up at once, with the rest of the month on your next bill, and down on the 1st. A pack never stops work.

Suites and editions. A suite is a bundle of apps priced per seat. Your edition follows what you buy: before your first purchase you are on Platform Free, any paid app or suite includes Platform Standard, and Platform Enterprise is bought on a quote from your account team. The Your edition card on the Plan tab shows what it includes and what the next edition adds. 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: the card is charged for the days from the trial’s end to the 1st; from then on the plan is on your bill of the 1st
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, and the card is charged at once for the days to the 1st.

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.

Hires and exits. Each new hire in Onboarding Hub draws 3,000 credits and each exit in Offboarding 1,500. Each is recorded once, the first time its plan is started (a draft that is never started is not counted), and never asks first.

At zero credits. Texts (sign-in and verification codes still go), voice calls, voice mode and API calls stop (API calls keep going on an edition that includes them unlimited) — they are refused, never run up as overage — and AI too if your organisation stops it there (see Pay-as-you-go Overage in §5). So does anything that checks your balance before it starts: going live in Town Halls, a live transcription in AI Notepad, and any action over 1,000 credits (it asks you to confirm its cost first). Everything else keeps running. What your balance can’t cover is taken from the next credits you buy, and anything still short on the 1st goes on that bill at 1¢ a credit. During a trial with no paid line on your plan, AI pauses when the welcome credit runs out, and anything that keeps running past it is forgiven, never billed.

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 days from today to the 1st are charged to your card now, and your price is locked; from then on the plan is on your bill of the 1st.
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 what goes on your next bill.
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, nothing is charged when you add it: its days to the 1st, priced by the day, and its first full month (or year) go on your bill of the 1st.

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 ends. If its period was already paid, the unused part is refunded to your card; if not, your next bill charges only the days it was on.

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. If it has not been charged yet, it ends at once, and your next bill charges only the days it was on.

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 the bill of the 1st and credit packs 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.

An unpaid bill of the 1st triggers reminder emails at 7, 14, 30 and 45 days past due, whoever manages your account. Still unpaid after the last reminder, the lines it billed switch off, and the Plan tab reads Switched off — unpaid. Paying the invoice turns them back on. On a self-serve plan, every other invoice gets the same reminders. An invoice for a signed order form, and any invoice your MangoApps account team sends, gets no automatic reminders: 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, a mini app built in App Builder is counted in your mini app pack once it is published and working. Building and trying apps is free, and a mini app’s records and boards are included in the pack.

The pack follows your live mini apps on its own, so there is nothing to buy: each night it moves to the pack that covers them — up at once, with the rest of the month on your next bill, and down on the 1st. It never stops you publishing an app.

On Credits, Mini app packs shows the pack you are billed for, and See your mini app pack opens its price table. The pack is listed on Add-ons as a mini app pack, with nothing to cancel: it ends when no mini app is live.

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. A spent budget for Town Halls (or its viewers) refuses going live, one for transcription minutes refuses a new live transcription in AI Notepad, and one for E-Signature refuses a bulk send over 1,000 credits. 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 goes on your bill of the 1st 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%; once spent, pauses texts, voice and API calls, and refuses going live, a new live transcription or a bulk send over 1,000 credits

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.