Plan Availability | All plan types |
Permissions | Administrators: Can manage billing and payment settings |
Related Reading |
SmartSuite provides both free and paid plans, each offering different usage levels and features. This guide explains how billing works, how to manage your plan, and where to find essential billing information.
How SmartSuite Billing Works
Workspace-Based Billing:
Billing is applied per Workspace. Upgrading a Workspace from the Free plan or trial will activate charges for all members with roles other than Guest (e.g., Administrator, Creator, or General).Guests Are Free:
Members with the Guest role, shared form submissions, and shared views do not incur charges.Multiple Workspaces:
Members belonging to multiple Workspaces count as active users in each Workspace.
Notes:
Only Administrators can view and modify billing-related settings in the Workspace Administration section.
You are billed for invited users when they accept the invitation.
Accessing the Plans & Billing Page
To access billing information:
Log in as an Administrator.
Open the Workspace Administration section by clicking your profile icon in the upper-right corner.
Navigate to the Plans & Billing tab.
Key Information on the Plans & Billing Page
Here’s what you’ll find on the Plans & Billing tab:
Section | Description |
Current Plan | Displays your subscription type (Free, Team, Professional, or Enterprise). |
Licensed Members | Shows the total number of active and licensed members. |
Billing Cycle | Indicates your payment frequency (monthly or annually). |
Member Since | Shows the month and year you joined SmartSuite. |
Next Bill Date/Amount | Lists the upcoming billing date and charge amount. |
Cancel Workspace | Allows you to cancel the Workspace, reverting it to the Free plan. |
Payment Total on Date | Displays the amount owed and the due date. |
User History Chart | Shows a line chart of monthly active users since account activation. |
Checking Your Workspace's Plan
You can view your Workspace’s plan in two locations:
Home Page:
The current plan name is displayed next to the "My Workspace" section.
Clicking the plan name links to the SmartSuite Pricing page.
Plans & Billing Page:
The plan is shown under "Current Plan" in the Plan Profile section.
Managing Billing Contacts
Adding or Removing Contacts
Default Contact:
The Account Owner (the Administrator who created the Workspace) is automatically the default billing contact.Additional Contacts:
You can add up to 5 contacts, even if they are not SmartSuite members.
To manage contacts:
Click Manage Billing Contacts.
Add or remove contacts as needed.
Ensure at least one billing contact remains active.
Updating Payment Information
To manage payment details:
Go to the Payment Information section.
Click Edit to update:
Credit card information.
Billing address.
Additional invoice details (e.g., VAT number).
Save your changes to ensure accurate billing.
Note: Static text added to "Additional Invoice Details" will appear on all future invoices.
Viewing Billing History
The Billing History section provides a list of all generated invoices.
Scroll to view older invoices.
Click an invoice number to download a PDF copy.
Practical Scenarios and Use Cases
1. Tracking Usage and Charges
Scenario: A Workspace grows rapidly, and the Administrator needs to ensure member counts don’t exceed the licensed limit.
Solution: Regularly review the Licensed Members section in the Plans & Billing tab and adjust your plan as needed.
2. Updating Payment Information
Scenario: Your company updates its corporate credit card.
Solution: Navigate to the Payment Information section and update the card details to prevent disruptions in service.
3. Managing Invoices
Scenario: Finance needs to reconcile SmartSuite charges with internal records.
Solution: Download PDF copies of invoices directly from the Billing History section.
For more details, visit SmartSuite Pricing.