> ## Documentation Index
> Fetch the complete documentation index at: https://documents.xobito.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Billing & Subscription

> View your current plan, upgrade or downgrade, apply coupons, download invoices, and manage cancellations.

All billing for Xobito — plans, payment method, invoices, coupons — lives under **Settings → Billing**.

<Note>
  This page covers your **Xobito subscription**. WhatsApp conversation fees are charged separately by **Meta** and appear on your Meta Business Manager invoice, not on your Xobito invoice. See [Billing Issues](/troubleshooting/billing-issues) for details.
</Note>

## Opening billing

Sidebar → **Settings → Billing**.

You'll see three tabs:

* **Overview** — current plan, usage meters, next renewal date.
* **Invoices** — all past invoices, each downloadable as PDF.
* **Payment method** — add or update your card.

## Current plan

The Overview tab shows:

| Field                               | Meaning                               |
| ----------------------------------- | ------------------------------------- |
| **Plan name**                       | e.g. "Starter", "Growth", "Scale"     |
| **Billing cycle**                   | Monthly or Yearly                     |
| **Next renewal date**               | When your card will be charged next   |
| **Status**                          | Active, Trial, Past Due, or Cancelled |
| **Staff seats used / included**     | e.g. "3 of 10"                        |
| **Contacts stored / included**      | e.g. "4,512 of 25,000"                |
| **Campaigns this month / included** | e.g. "12 of 50"                       |

Usage bars turn amber at 80% and red at 95%, giving you time to upgrade before a limit is hit.

## Feature limits & enforcement

Every Xobito plan includes a set of **feature limits** — the number of contacts you can store, the number of campaigns you can run per month, the number of staff seats you can invite, and so on. The Billing overview shows your current usage against each limit.

### How limits are expressed

Each feature on a plan has a numeric value:

| Value                | Meaning                                                               |
| -------------------- | --------------------------------------------------------------------- |
| **`-1`**             | Unlimited — the feature has no cap on this plan.                      |
| **`0`**              | Disabled — the feature is not available on this plan.                 |
| **Positive integer** | The quota — for example, `1000` contacts or `50` campaigns per month. |

Some limits are **resettable** — for example, campaigns and conversations are counted per month and reset at the start of the next billing period. Others (contacts, staff seats) are lifetime caps that only drop when you delete records.

### Limits you'll encounter

The features that count against a plan limit include:

| Feature            | What it counts                                   |
| ------------------ | ------------------------------------------------ |
| **Contacts**       | Total contacts stored in your workspace          |
| **Campaigns**      | Campaigns created in the current billing period  |
| **Conversations**  | Chat conversations in the current billing period |
| **Bot flows**      | Bot flows created                                |
| **Message bots**   | Message-trigger bots                             |
| **Template bots**  | Template-trigger bots                            |
| **Staff**          | Staff users invited to the workspace             |
| **AI prompts**     | AI prompts saved                                 |
| **Canned replies** | Canned reply snippets saved                      |

### What happens when you hit a limit

Xobito enforces limits as a **hard block** at 100% usage — there is no grace period, no soft pause.

<Steps>
  <Step title="At 80% usage">
    Xobito logs a warning internally so support can see approaching limits. Usage bars in the Billing overview turn amber.
  </Step>

  <Step title="At 100% usage">
    The feature is blocked. Attempting to add another contact, create another campaign, or invite another staff member returns an error like:

    > "Contact limit exceeded for your current plan. Upgrade to add more contacts."

    The API responds with HTTP 403 and the same message; the UI shows a similar error dialog.
  </Step>

  <Step title="To unblock">
    Upgrade to a plan with a higher limit (see [Upgrading your plan](#upgrading-your-plan) below), or delete records until you're back under the cap. If the limit is resettable (e.g. monthly campaigns), wait until the next billing period.
  </Step>
</Steps>

<Warning>
  There is **no soft-enforcement mode** — an action that would exceed a limit is rejected outright, not queued or flagged for review. Plan your upgrades with the 80% amber warning in mind.
</Warning>

<Note>
  Error messages are generic — they tell you the limit was hit but do not recommend a specific higher plan. Open **Settings → Billing → Change Plan** to compare tiers.
</Note>

## Upgrading your plan

<Steps>
  <Step title="Click 'Change Plan'">
    On the Overview tab.
  </Step>

  <Step title="Pick a plan">
    All available plans appear side-by-side with features and pricing.
  </Step>

  <Step title="Pick a billing cycle">
    Yearly plans save 15–20% compared to monthly.
  </Step>

  <Step title="Apply a coupon (optional)">
    Enter a coupon code if you have one — see [Coupon codes](#coupon-codes) below.
  </Step>

  <Step title="Confirm payment">
    Review the total, then click **Upgrade**. Your card is charged immediately and the new limits apply right away.
  </Step>
</Steps>

<Check>
  Upgrades take effect **immediately**. Any unused time on your previous plan is credited pro-rata.
</Check>

## Downgrading your plan

<Steps>
  <Step title="Click 'Change Plan'">
    Pick a lower plan.
  </Step>

  <Step title="Confirm">
    Downgrades take effect at the **end of your current billing period** — you keep your higher tier until then.
  </Step>
</Steps>

<Warning>
  If your current usage exceeds the new plan's limits (e.g. you have 8 staff but the new plan only allows 5), you must reduce usage before the downgrade can complete. Xobito shows a checklist of what to remove.
</Warning>

## Coupon codes

Xobito supports percentage-off and fixed-amount coupons.

### Applying a coupon

<Steps>
  <Step title="Go to Billing → Change Plan">
    Or Billing → Apply Coupon (if you don't want to change plan).
  </Step>

  <Step title="Enter the code">
    Type or paste the coupon code exactly as given to you.
  </Step>

  <Step title="Click 'Validate'">
    Xobito checks the code. If valid, the discount appears in the total.
  </Step>

  <Step title="Confirm">
    Click **Apply**. The discount is saved on your account.
  </Step>
</Steps>

### Coupon rules

* A coupon can be **percentage** (e.g. 20% off) or **fixed amount** (e.g. \$50 off).
* Coupons may apply to the first month only, or all recurring months — the validation screen tells you which.
* Some coupons are **single-use**, others can be used by multiple customers.
* You can apply only **one** coupon at a time.

<Tip>
  Looking for a coupon? Follow [@xobito](https://twitter.com/) on social media or ask [sales@xobito.com](mailto:sales@xobito.com) about annual plan discounts.
</Tip>

### "Coupon code invalid"

<AccordionGroup>
  <Accordion title="Check for typos">
    Coupons are case-sensitive. `WELCOME20` is different from `welcome20`.
  </Accordion>

  <Accordion title="Check expiry">
    Most coupons expire after a set date. If it's past that date, the code won't apply.
  </Accordion>

  <Accordion title="Check plan eligibility">
    Some coupons only work on specific plans (e.g. annual only, or Growth and above).
  </Accordion>

  <Accordion title="Already used">
    Single-use coupons only work once per account.
  </Accordion>
</AccordionGroup>

## Invoices

Every successful payment generates an invoice.

<Steps>
  <Step title="Open the Invoices tab">
    You'll see a list with date, amount, and status.
  </Step>

  <Step title="Download the PDF">
    Click **Download** next to any invoice.
  </Step>

  <Step title="Email a copy">
    Click the three-dot menu → **Email invoice** to send it to your accountant.
  </Step>
</Steps>

Invoices include:

* Your workspace name and billing address (editable under **Billing → Billing Info**).
* Tax details (VAT / GST / sales tax) if you've entered a tax ID.
* Payment method last 4 digits.
* Invoice number and date.

### Adding a tax ID or business address

<Steps>
  <Step title="Click 'Billing Info'">
    Top-right of the Billing page.
  </Step>

  <Step title="Enter company details">
    Company name, address, country, and tax ID (VAT, GST, etc.).
  </Step>

  <Step title="Save">
    Future invoices include this information. You can also re-download past invoices with the updated details.
  </Step>
</Steps>

## Payment method

### Adding or updating your card

<Steps>
  <Step title="Open the Payment Method tab" />

  <Step title="Click 'Update card'">
    Enter your new card number, expiry, CVC, and billing postal code.
  </Step>

  <Step title="Save">
    Your card is stored securely with our payment processor. We never see full card numbers.
  </Step>
</Steps>

### Supported payment methods

* Credit and debit cards — Visa, Mastercard, Amex, Discover.
* In some regions — bank transfer (SEPA, ACH), local cards (UPI, Alipay).
* Enterprise customers — invoice billing by arrangement.

### Failed payments

If your card declines at renewal, Xobito retries automatically three times over five days. Each attempt sends an email. After three failures, your workspace is downgraded to a **read-only** state until billing is resolved.

See [Billing Issues](/troubleshooting/billing-issues) for step-by-step fixes.

## Cancelling your subscription

We're sorry to see you go. If you want to cancel:

<Steps>
  <Step title="Click 'Change Plan'" />

  <Step title="Scroll to the bottom">
    Click **Cancel subscription**.
  </Step>

  <Step title="Tell us why (optional)">
    A short form helps us improve Xobito.
  </Step>

  <Step title="Confirm">
    Your workspace stays active until the end of your paid period, then switches to read-only.
  </Step>
</Steps>

<Note>
  Cancelling **does not delete your data**. You have 90 days of read-only access to export. After 90 days, the workspace is scheduled for deletion.
</Note>

### Reactivating a cancelled subscription

If you change your mind:

<Steps>
  <Step title="Open Billing">
    You'll see a banner "Subscription cancelled — Reactivate".
  </Step>

  <Step title="Click 'Reactivate'">
    Pick a plan and enter a payment method. Your workspace becomes fully active again instantly.
  </Step>
</Steps>

## Free trials

* New accounts get a free trial (length varies by promotion — shown on signup).
* During trial you have access to the full feature set of the Starter plan.
* No card required to start the trial.
* 3 days before trial ends, Xobito emails you a reminder.
* When trial ends, your workspace becomes read-only until you pick a plan.

## Related

<CardGroup cols={2}>
  <Card title="Billing Issues" icon="credit-card" href="/troubleshooting/billing-issues">
    Payment failed, coupon not working, unexpected charges.
  </Card>

  <Card title="FAQ" icon="circle-question" href="/troubleshooting/faq">
    Frequently asked billing questions.
  </Card>
</CardGroup>