Managing Billing
Billing Page Layout
The billing page at Settings > Billing (page title: "Plans and Billing") contains three panels:
- Invoice Management — View and pay invoices
- Payment Methods — Add, remove, and set default payment methods
- Plans and Billing — Current plan details, usage settings, and available plans
Invoices
Viewing Invoices
The Invoice Management panel shows all organization invoices in a collapsible table:
| Column | Description |
|---|---|
| Invoice | Invoice identifier |
| Billing Period | Date range the invoice covers |
| Amount | Total amount due |
| Status | Paid, Unpaid, Failed, or Written off |
| Issued Date | When the invoice was generated |
| Actions | Download PDF, view on Stripe, pay |
Select invoices with checkboxes in the leftmost column for bulk actions.
Invoice Statuses
| Status | Meaning |
|---|---|
| Paid | Payment completed |
| Unpaid | Invoice generated, awaiting payment |
| Failed | Payment attempt failed |
| Written off | Nothing is owed. The invoice is closed — it has no Pay action and doesn't count toward your outstanding balance |
A charge attempt that was never completed — a checkout you abandoned, a card that didn't go through on a plan change, or a plan-change invoice that ran past its window — ends up Written off, because nothing was delivered and so nothing is owed.
Plan-Change Invoices Expire After 72 Hours
An unpaid invoice raised for a plan change — an upgrade, your first paid plan, or a switch to annual billing — is good for 72 hours from the moment it's raised. It's priced at that moment, so it isn't left open indefinitely.
After 72 hours it can no longer be paid. The invoice closes as Written off, and an attempt to pay it is refused with:
This invoice has expired and can no longer be paid. Please start the plan change again to see current pricing.
Nothing was charged and nothing is owed. Start the plan change again from Settings > Billing and a fresh invoice is raised at current pricing.
This applies only to plan-change invoices. Your regular subscription invoices don't expire.
Paying Invoices
- Single invoice: Click Pay on the invoice row
- Multiple invoices: Select invoices with checkboxes, then click Pay Selected
- All outstanding: Use the outstanding invoices banner to pay all at once
Downloading Invoices
- PDF download: Click the download icon to open the Stripe-hosted PDF
- View on Stripe: Click the document icon to open the full Stripe invoice page
Payment Methods
The Payment Methods panel lets you manage cards on file:
- View stored cards (brand, last 4 digits, expiration)
- Add new payment methods via Stripe's secure form
- Remove payment methods
- Set a default payment method
TrailSpark never stores card details directly. All payment processing goes through Stripe (PCI DSS compliant).
Usage Overages
Available on paid plans only. Find the Usage Settings section on the billing page.
Allow Usage Overages Toggle
- Enabled: Your organization can exceed its included evaluated-account count. Additional accounts scored beyond the plan limit are billed at the per-account overage rate on the next invoice.
- Disabled (default): Once the included account count is reached, new accounts wait instead of being scored — accounts already scored this period keep updating, nothing errors, and the waiting accounts are picked up as soon as capacity frees up (an upgrade, enabling overages, or the next billing period). No additional charges.
Click View Overage Costs to see the per-unit overage rates configured for your plan. Only rates above zero are listed, under these labels: Per Evaluated Account, Per Signal Ingested, Per Lead Evaluated, Per Evaluation, and Per Model Refinement. On a paid plan you'll normally see at least the first two — evaluated accounts and ingested signals are the dimensions with real limits on current tiers. The message "No overage costs are configured for your current plan." appears only when every rate on your plan is zero.
A rate can be listed for a dimension your plan doesn't actually limit. Overage is only ever charged for going past a limit, so a dimension set to unlimited is never billed, whatever rate appears beside it.
To see your per-account overage estimate for the period, go to Settings > Usage — the Evaluated Accounts meter shows your current count against the plan limit and, when overages are enabled, an inline estimate of the charges.
How Overage Charges Are Calculated
Overage charges are based on the evaluated-account count at invoice time. When an invoice is generated:
- TrailSpark counts the distinct business-domain accounts scored during the billing period
- That count is frozen on the invoice — it does not change after billing
- Any accounts beyond your plan's included count are charged at the per-account overage rate
Personal-domain contacts (Gmail, Yahoo, Outlook, and similar) are excluded from the count and never contribute to overage charges.
Evaluated accounts are the largest line, but not the only one: if you went past your plan's monthly ingested-signal allowance with overages enabled, those signals are billed at the per-signal rate and appear as their own line on the invoice.
Canceling Your Subscription
- Go to Settings > Billing
- Click Downgrade on the Free plan (or any lower plan)
- Confirm with Schedule Downgrade
Your current plan remains active until the end of the term you've already paid for — the end of the current billing period on a monthly plan, the end of the prepaid year on an annual one — and then converts to the target plan (or Free). The confirmation dialog names the actual date it lands, so you're confirming against the date that gets stored.
To reverse a scheduled cancellation, click Keep Current Plan on the scheduled change banner.
Failed Payments
If a payment fails:
- The invoice shows a Failed status
- Click Pay to retry with the card on file
- Add or update your payment method if needed
The 15-Day Grace Period
Your service keeps running for 15 days from the date the unpaid invoice was issued. Nothing is switched off during that window.
Once 7 or fewer days remain, a Payment Overdue banner appears across the app showing the days left and your outstanding balance, with a Pay Now button. The countdown in the payment-failed email is the same deadline that's actually enforced, so the two never disagree.
If the balance is still unpaid when the grace period ends, your workspace moves to the Free plan within the hour. Your data is kept and your account stays usable — what changes is your limits. Any scheduled plan change is cancelled and overages are switched off.
Paying Afterward Restores Your Plan
You don't need to re-select your plan. Paying the outstanding invoice restores it automatically, however you pay it.
- If you pay within the same term you were in when the payment lapsed — the same month on a monthly plan, the same year on an annual one — your previous plan comes back with its original billing date and your previous overage setting.
- If that term had already rolled over before you paid, your plan comes back on a fresh billing period starting that day.
Either way you are not charged twice for a term you already paid for.
Restoration is triggered by payment. If an outstanding balance is cleared some other way — written off rather than paid — the plan isn't restored automatically.
Temporarily Expanded Limits
If your workspace has been given more capacity than your plan normally includes, an Expanded limits active — until <date> badge appears beside your plan name on this page and at the top of Settings > Usage. If the extra capacity has no end date, the badge reads simply Expanded limits active.
Three days before the expanded limits end, one reminder email goes out. When they end, your workspace returns to your plan's included limits — nothing already evaluated is affected, only how much new work can be processed each period.
Emails About Your Billing
TrailSpark emails your organization automatically about billing events. There's nothing to configure.
| Subject | When it's sent |
|---|---|
| Your TrailSpark receipt — lt;amount> for <workspace> | Every successful payment. Shows the amount paid, the plan, the period covered, the invoice number, the date, and a line for each thing the payment covered |
| You're on the <plan> plan — <workspace> | Once, the first time your workspace pays for a plan |
| Payment Failed - Action Required for <workspace> | A payment attempt failed. States how many days remain before your plan changes |
| Your Plan Has Been Downgraded - <workspace> | The grace period ended with a balance still outstanding |
| Your expanded limits end on <date> — <workspace> | Three days before temporarily expanded limits end |
There are further emails about going over your included ingested signals, and about paused signals due to be deleted — see Usage Tracking.
If anything on a receipt looks wrong, or you have a question about any of these, email support@trailspark.ai.
Permissions
Only Owner or Admin roles can access billing settings.
Next Steps
- Plans Overview — Compare plan tiers and the evaluated-account model
- Upgrading Plans — Change your subscription
- Usage Tracking — Monitor your evaluated-account count this period