Overview
The Tenant Settings page is the central place for managing a tenant's subscription plan, monitoring their usage KPIs, and reviewing billing history and invoices. It is accessible from the profile side bar under the option "My Tenant".
The page is organized into two tabs:
- Subscription — Active plan details, quota KPIs, and plan management actions
- Billing History — Historical billing periods, usage over time, and downloadable invoices
Tab 1: Subscription
Active Subscription Card
When a tenant has an active subscription, this section displays the following details:
Plan Name -The active plan name (e.g. Basic, Advanced, Ultimate, or a custom plan label)
Status - Active or inactive badge
Billing Period - Monthly or Yearly
Transaction Volume - Number of transactions included per billing period (e.g. 10K/year)
Amount - Total billing amount per cycle (monthly price × 12 for annual plans)
Next Billing Date - The date of the next automatic charge
Current Period - Start and end date of the ongoing billing period
> If the subscription is scheduled to cancel at the end of the current period, a warning banner is shown: "Subscription will cancel at period end."
No Active Subscription
If no subscription is configured, the tenant sees a prompt to 'Select a Plan', which opens the pricing plan selection modal.
Current Period Usage — KPI Cards
Below the subscription card, four KPI cards display the tenant's usage for the current billing period (Green < 80%, Orange 80–99%, Red ≥ 100% ):
Entities - Number of companies used vs. quota allowed
Users - Number of user accounts used vs. quota allowed
Expenses - Number of expense documents processed vs. quota allowed
AI Credits - AI tokens consumed vs. total AI credits included in the plan
Under the AI Credits card, there is an estimated count of how many more invoices can be processed with the remaining AI credits. This is based on an average cost per invoice. Hovering over the info icon provides a tooltip with a 'Purchase AI Credits' button.
Note: Usage values are updated once per day. Real-time figures may differ slightly.
Subscription Actions
The following actions are available in the subscription header for tenants with an active subscription:
Download Signed Terms - Downloads a `.zip` file containing the signed terms and conditions for the account
Change Plan - Opens the pricing plan selection modal (upgrade only — see rules below)
Cancel Subscription - Cancels the subscription at the end of the current billing period. The tenant retains access until period end
Important: The 'Change Plan' and 'Cancel Subscription' buttons are only visible for Stripe-billed tenants. Tenants on VAT4U Billing manage their plan internally — only 'Download Signed Terms' is shown.
Plan Change Rules
Upgrades
Tenants can upgrade their plan directly from the Subscription tab. An upgrade is defined as:
Moving to a higher plan tier (Basic → Advanced → Ultimate)
Keeping the same plan tier but increasing the transaction volume
Switching from Monthly to Annual billing (same or higher plan)
When upgrading, a Plan Change Preview modal is shown with:
Current plan vs. new plan side by side
Prorated credit for unused time on the current plan
Prorated charge for the new plan for the remainder of the period
Total amount due immediately upon confirmation
Downgrades
Unlike upgrades, downgrades take place at the end of the current billing period, meaning that when you initiate the downgrade request, it will start when the current subscription plan ends.
The following are always treated as downgrades:
Switching from a higher plan tier to a lower one
Reducing transaction volume
Switching from Annual to Monthly billing (regardless of plan tier)
When a tenant attempts a downgrade, they see a modal confirming the actual downgrade values. You can cancel the downgrade anytime before the end of the current billing period.
Tab 2: Billing History
Billing History Table
This table shows all billing periods the tenant has been through. Columns include:
Plan - Plan name for that period, color-coded by tier (Basic = cyan, Advanced = blue, Ultimate = purple, Trial = orange)
Billing Cycle - Monthly or Yearly
Period - Start date → Next billing/end date
Status - Active (green), Expired (orange), or Canceled (red with date and canceling agent name)
Companies - Progress bar + count used / quota for that period
Users - Progress bar + count used / quota for that period
Expenses - Progress bar + count used / quota for that period
> Usage progress bars follow the same color logic as the KPI cards: green → orange → red at 80% and 100% thresholds.
Invoices Section
Below the billing history, all invoices for the account are listed.
Invoice Number - Unique invoice reference
Date - Invoice issue date
Period - Billing period covered by the invoice
Amount - Total amount formatted in the invoice currency
Status - Paid (green), Open (processing), or other
Actions - Download PDF / View (hosted invoice link)
Billing Type Differences
VAT4U Billing - Invoices generated internally by VAT4U - Download PDF only (no hosted Stripe link)
Stripe Billing - Invoices from Stripe - Download PDF + View hosted invoice on Stripe
A blue "VAT4U Billing" tag is shown above the invoices table when the tenant is on internal billing.