Subscriptions

Each workspace has its own subscription plan. The plan sets how much AI the workspace can use and how many transactions it can process, and it’s shared by everyone in the workspace. This page explains what the plans limit, where to check your usage and how to change plan.

Open the plans from Subscriptions at the bottom of the sidebar.

Before you start

• To see plans and usage, your role needs permission to view billing.
• Choosing a plan, managing cards, and cancelling or resuming a subscription need permission to manage billing. A workspace’s super admin has both.

The plans

There are four plans: Free, Basic, Standard and Premium. Current prices are shown on the Subscriptions page in the app, in US dollars.

Plans differ mainly in two allowances:

Plan	AI tokens	Transactions per month
Free	1 million	500
Basic	10 million	5,000
Standard	50 million	15,000
Premium	Unlimited	Unlimited

• AI tokens measure how much AI work your workspace does. Smart Chat questions, the AI user guide, budget suggestions and the automatic classification of your bank statements all use them. Longer questions and answers use more.
• Transactions are the statements (rows of money) your workspace brings in from bank files and bank feeds each month.

The AI tax assistant has its own monthly allowance, separate from the AI tokens above. It isn’t included on Free, has 250,000 tokens a month on Basic and Standard, and is unlimited on Premium. Tax itself works on every plan; only its AI assistant needs a paid plan. Bokapsys can raise this allowance for your workspace on request.

Team invitations are free on every plan, so you never pay extra for adding colleagues. The plan cards on the page also list the support level and other benefits of each plan.

Note

Allowances belong to the workspace, not to individual members. If one person uses 10,000 tokens, everyone else in the workspace sees the same reduced balance. Admins can also give each role its own monthly limit from the AI Gateway tab in Team Management. See Team and roles.

Check your usage

The Subscription & Usage card shows your current plan, its status, and two bars:

• Tokens used against your AI allowance.
• Transactions processed against your monthly limit.

You’ll find the card on the Subscriptions page and in Company Settings under Subscription & Usage. A bar turns amber and then red as you approach the limit.

When you reach a limit

If the workspace uses up an allowance, Bokapsys shows Workspace limit reached and tells you when the allowance resets. You can wait for the reset or select Upgrade plan.

If a feature isn’t part of your plan at all, the window is titled Not included in your plan instead.

If you’ve reached a limit set for your role rather than the workspace’s own allowance, you see Your assigned limit is reached instead. Ask a workspace admin to raise it, or wait for it to reset.

Upgrade your plan

1. Open Subscriptions from the bottom of the sidebar.
2. Find the plan you want and select Select followed by the plan’s name, for example Select Standard.
3. If the workspace is on the Free plan, complete payment on the secure checkout page you’re taken to. The card you pay with is saved as the workspace’s default card.
4. When you return to Bokapsys, the new plan shows as Current Plan and its allowances apply to the whole workspace.

Payments are handled by Stripe. Bokapsys doesn’t see or store your full card number.

Switch between paid plans

If the workspace already pays for a plan, choosing another one doesn’t open a second checkout. A window titled Switch to followed by the plan’s name opens instead.

1. Select Select followed by the plan’s name.
2. Read the window: your plan changes straight away, and the price difference for the rest of this period is added to your next bill.
3. Select Switch to followed by the plan’s name to confirm, or Keep current plan to leave it.

Manage the cards that pay for your plan

The Payment method card on the Subscriptions page lists the cards saved for this workspace. It shows each card’s brand, last four digits and expiry date, marks the one in use with Default, and tells you when the next charge is due, how much it is and which card it goes to. Your plan renews automatically every month and is charged to the default card.

The card appears once the workspace has a paid plan, or has paid by card before. It isn’t shown for a plan Bokapsys set up for you.

Add a card

1. Open Subscriptions and find the Payment method card.
2. Select Add card.
3. Enter the card on the secure Stripe page you’re taken to, then confirm.
4. You’re brought back to Subscriptions, where the new card is in the list.

Make a card the default

Next to any card that isn’t the default, select Make default. Your next renewal is charged to that card. An expired card can’t be made the default.

Remove a card

Select the red bin icon next to a card, then Remove card to confirm. You can’t remove the default card; make another card the default first.

When a payment fails

If a monthly renewal can’t be charged, the workspace keeps its paid plan on record but is limited to the Free plan’s allowances until the payment goes through.

• A red banner appears at the top of every page for people who can see billing: “Your plan plan payment did not go through. This workspace is limited to the Free plan until it is paid.” People who can manage billing also see Pay now, which opens Subscriptions.
• On Subscriptions, the alert Your last payment did not go through offers Update card, and the Payment method card explains that the last renewal could not be charged.
• If the workspace reaches a Free-plan limit while the payment is outstanding, the message says the payment didn’t go through rather than asking you to upgrade.

To fix it, add a new card, or make another saved card the default. Bokapsys retries the overdue payment straight away and tells you whether it was charged. As soon as it goes through, your paid plan’s allowances come back. Nothing in your books is removed while the payment is outstanding.

Cancel or resume

1. Open Subscriptions. The Current subscription card shows your plan and when it renews.
2. Select Cancel subscription, then confirm.

You keep full access until the end of the period you’ve paid for. Until then, a banner titled Subscription canceling at period end offers Resume subscription, which turns auto-renewal back on so you stay on the plan.

If Bokapsys set your plan up for you, the Current subscription card says so and there’s no Cancel subscription button. Use Contact us to change it.

Plans and multiple workspaces

Every workspace has its own plan, its own saved cards and its own billing. Upgrading one workspace doesn’t change any other workspace you belong to, and AI and transaction limits always follow the workspace you’re in, not you as a person. A new workspace you create starts on the Free plan. See Workspaces.

For a plan that doesn’t fit any of these, select Contact us under Need a custom enterprise solution? at the bottom of the page. See Contact.

Related

Team and rolesSet AI limits for each role.

Smart ChatThe biggest user of AI tokens.

Company settingsWhere the usage card also lives.