Billing & Subscription Management

Manage your Verk subscription, track usage, update payment methods, and understand plan features. Control billing for your organization and optimize costs.

Overview

Billing management includes:

• Subscription plan selection and upgrades
• Payment method management
• Usage tracking and limits
• Invoice history and downloads
• Team seat management
• Billing contacts and notifications

Organization admins manage billing for the entire team.

Prerequisites

Required role: Organization Admin or Owner Access: Settings → Billing Plans: Free, Pro ($12/user/month), Enterprise (custom pricing)

Subscription Plans

Plan Comparison

Free Plan:

• 5 team members
• 100 tasks
• 1 GB storage
• 3 AI agents
• 100 agent interactions/month
• 7-day activity history
• Basic integrations
• Community support

Pro Plan ($12/user/month):

• Unlimited team members
• Unlimited tasks
• 100 GB storage per user
• Unlimited AI agents
• 10,000 agent interactions/month
• 1-year activity history
• All integrations
• Priority email support
• Advanced analytics
• Custom fields
• Automation workflows
• Scheduled reports

Enterprise Plan (Custom):

• Everything in Pro
• Unlimited storage
• Unlimited agent interactions
• Unlimited history
• SSO (SAML, LDAP)
• Advanced security (IP whitelist, audit logs)
• 99.99% uptime SLA
• Dedicated account manager
• Custom integration development
• On-premises deployment option
• 24/7 phone support

Upgrading Your Plan

Move to a higher tier:

1. Navigate to Settings → Billing → Plans
2. Click "Upgrade" on desired plan
3. Review changes:

• New features unlocked
• Pricing per user
• Billing cycle (monthly or annual)
• Total cost

4. Choose billing frequency:

• Monthly: Pay month-to-month, cancel anytime
• Annual: Save 20%, billed yearly

5. Confirm upgrade

What happens immediately:

• New features activate instantly
• Existing data remains intact
• Pro-rated charge for current billing period
• Next invoice reflects new plan

Annual discount:

Monthly Pro: $12/user/month
Annual Pro: $115.20/user/year ($9.60/month, 20% savings)

Downgrading Your Plan

Move to a lower tier:

1. Navigate to Settings → Billing → Plans
2. Click "Change Plan"
3. Select lower tier
4. Review impact:

• Features that will be disabled
• Data that may be affected
• User count limits

5. Confirm downgrade

Downgrade timing:

• Takes effect at end of current billing period
• You keep Pro features until then
• No partial refunds for unused time
• Data export recommended before downgrade

Free plan limits: If you have more than allowed on Free:

• Extra team members become "inactive"
• Tasks beyond limit become read-only
• Excess storage must be deleted
• AI agents beyond limit are paused

Payment Management

Adding Payment Methods

Set up billing:

Accepted payment methods:

• Credit cards (Visa, Mastercard, Amex, Discover)
• Debit cards
• ACH bank transfer (Enterprise, annual only)
• Wire transfer (Enterprise, annual only)

Add credit card:

1. Settings → Billing → Payment Methods
2. Click "Add Payment Method"
3. Enter card details:

• Card number
• Expiration date
• CVV
• Billing ZIP code

4. Save card

Security:

• Card details encrypted in transit and at rest
• PCI DSS Level 1 compliant
• Verk doesn't store full card numbers
• Stripe processes all payments

Updating Payment Methods

Change your card:

1. Settings → Billing → Payment Methods
2. Click "Add Payment Method" to add new card
3. Set new card as default
4. Remove old card (optional)

Automatic updates: Some card issuers automatically update expired cards. Check your payment methods periodically.

Failed Payments

When payment doesn't process:

What happens:

1. Email notification sent to billing contact
2. Retry automatically after 3 days
3. Second retry after 7 days
4. Third retry after 10 days
5. If all fail: Account suspended after 14 days

Account suspended:

• Organization becomes read-only
• Cannot create new tasks or projects
• Can export data
• Can update payment method to reactivate

Reactivating:

1. Update payment method
2. Click "Retry Payment"
3. Outstanding balance charged
4. Account immediately reactivated

Usage and Limits

Monitoring Usage

Track your consumption:

Dashboard view: Settings → Billing → Usage shows:

• Team members (X of Y seats used)
• Storage (X GB of Y GB used)
• AI agent interactions (X of Y used this month)
• API calls (X of Y limit)

Visual indicators:

• Green: Under 70% of limit
• Yellow: 70-90% of limit
• Red: Over 90%, approaching limit

Alerts: Automatic emails when you reach:

• 80% of any limit
• 90% of any limit
• 100% of limit (overage charges may apply)

Adding Team Members

Manage seat count:

On Pro and Enterprise: Seats are charged per user per month.

Adding members:

1. Invite new team member
2. They accept invitation
3. Seat automatically added to next invoice
4. Pro-rated charge for current month

Example:

Pro plan: $12/user/month
15 days into monthly cycle
Add 1 member
Pro-rated charge: $6 (half month)
Next full month: $12

Removing members:

1. Remove member from organization
2. Seat freed immediately
3. Credit applied to next invoice (pro-rated)

Storage Management

Track and manage files:

Current usage: Settings → Billing → Storage shows:

• Total storage used
• Breakdown by project
• Largest files
• Oldest files

Increasing storage:

• Free: Upgrade to Pro (100 GB/user)
• Pro: Add storage packs ($5/100 GB/month)
• Enterprise: Unlimited storage included

Reducing storage:

1. Delete old files
2. Remove duplicate files
3. Archive completed projects
4. Export and remove old data

AI Agent Quotas

Manage agent interaction limits:

What counts as interaction:

• Agent processes one task
• Agent creates/updates task
• Agent responds to trigger
• Agent analyzes document

Quota reset: Resets monthly on your billing anniversary date.

Exceeding quota:

• Free: Agents pause until next month
• Pro: Can purchase additional interactions ($0.01/interaction)
• Enterprise: Unlimited included

Optimizing usage:

• Review agent configurations
• Disable unused agents
• Adjust agent triggers
• Use agent sparingly for low-priority tasks

Invoices and Receipts

Viewing Invoices

Access billing history:

1. Settings → Billing → Invoices
2. See all past invoices
3. Filter by:

• Date range
• Status (paid, pending, failed)
• Amount

Invoice details:

• Invoice number
• Billing period
• Line items (seats, storage, add-ons)
• Subtotal
• Tax
• Total amount
• Payment method used
• Payment date
• Invoice PDF

Downloading Receipts

Get PDF copies:

1. Find invoice in list
2. Click "Download PDF"
3. Save or print

Bulk download:

1. Select multiple invoices
2. Click "Download Selected"
3. Receive ZIP file with all PDFs

Automated receipts: Receipts emailed automatically:

• To billing contact email
• When payment succeeds
• Within 1 hour of charge

Billing Contacts

Manage who receives billing emails:

1. Settings → Billing → Contacts
2. Click "Add Billing Contact"
3. Enter email address
4. Choose notifications:

• Payment receipts
• Failed payment alerts
• Usage warnings
• Plan changes
• Invoice ready

5. Save

Multiple contacts: Add multiple emails (e.g., admin@company.com, accounting@company.com)

Tax Information

Adding Tax Details

For proper invoicing:

Business information:

1. Settings → Billing → Tax Info
2. Enter:

• Business name
• Tax ID / VAT number
• Business address
• Country

3. Save

Tax calculation:

• US customers: Sales tax based on billing address
• EU customers: VAT calculated based on country
• Other regions: As per local regulations

Tax exemption: If tax-exempt:

1. Upload tax exemption certificate
2. Wait for verification (1-2 business days)
3. Future invoices will be tax-free

Invoice Customization

Add company details:

Custom fields:

• Purchase order numbers
• Cost center codes
• Department names
• Custom notes

Configuration:

1. Settings → Billing → Invoice Settings
2. Add custom fields
3. Values appear on all future invoices

Enterprise Billing

Custom Contracts

Enterprise plan features:

Contract terms:

• Annual or multi-year agreements
• Custom pricing based on user count
• Volume discounts for large teams
• Flexible payment terms (NET 30, NET 60)

Setup:

1. Contact sales team
2. Discuss requirements
3. Receive custom quote
4. Sign contract
5. Implementation support

Purchase Orders

For enterprise customers:

PO process:

1. Receive quote from Verk sales
2. Issue purchase order to Verk
3. Email PO to billing@verk.com
4. Receive invoice with PO number
5. Pay according to contract terms

PO requirements:

• Must match quote amount
• Include Verk entity name
• Reference Verk quote number
• Specify payment terms

Multi-Year Agreements

Lock in pricing:

Benefits:

• Discounted rates (10-30% off annual)
• Price protection (no increases during term)
• Priority support
• Dedicated account manager
• Strategic planning sessions

Terms:

• 2-year: 10% discount
• 3-year: 20% discount
• 5-year: 30% discount

Troubleshooting

Payment Failed

Common causes:

• Expired card
• Insufficient funds
• Card declined by issuer
• Incorrect billing address
• International card restrictions

Solutions:

1. Update payment method
2. Contact your bank to authorize charge
3. Try different card
4. Use ACH (if available)
5. Contact support for payment plan

Charged Wrong Amount

Check:

• Pro-rated charges for mid-cycle changes
• Previous unpaid invoices
• Tax calculation
• Currency conversion (if applicable)

Dispute:

1. Review invoice line items
2. Contact support with invoice number
3. Provide expected vs. actual amount
4. Receive investigation within 1 business day

Can't Downgrade

Possible reasons:

• Annual contract not yet expired
• Outstanding balance
• Enterprise custom agreement

Resolution: Contact support to discuss options.

Refund Request

Refund policy:

• 30-day money-back guarantee (first purchase)
• Annual subscriptions: Pro-rated refund if cancelled within 30 days
• Monthly subscriptions: No refunds (cancel to avoid future charges)
• Enterprise: Per contract terms

Request refund:

1. Contact support
2. Provide reason
3. Receive decision within 2 business days

Best Practices

Choose Annual Billing Save 20% with annual billing if you're committed to using Verk long-term.

Monitor Usage Monthly Review usage dashboard to avoid surprises and optimize costs.

Set Up Billing Alerts Add multiple billing contacts to ensure payment issues are addressed quickly.

Update Payment Methods Proactively Update cards before they expire to avoid service interruption.

Review Your Plan Quarterly Ensure your plan matches your team size and feature needs. Upgrade or downgrade as needed.

Use Invoices for Accounting Download monthly invoices for expense tracking and reimbursement.

Take Advantage of Free Trial Test Pro features risk-free for 14 days before committing.

Contact Sales for Large Teams Teams of 50+ users can negotiate custom Enterprise pricing.

Related Documentation

• User Profile - Personal account settings
• Organization Settings - Team configuration
• Admin Controls - Organization management
• Support - Billing assistance

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Billing questions? Contact our billing team for help with your subscription.