Settings – Billing

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Purpose

The Billing page is the central hub for managing your AthenaHQ subscriptions, credit balances, and payment history. It allows you to monitor exactly how and where your credits are being used, purchase additional capacity, and access your invoice records. Because AthenaHQ supports both organization-wide subscriptions and granular, per-website access, this page adapts to your specific role. Organization administrators see a comprehensive view of all websites, group pools, and aggregated usage. External collaborators or website-specific members see a simplified view focused strictly on the single website they have access to.

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What’s on the page

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Loading & Access States

• Loading state: A centered animated spinner appears while your membership details and billing records are retrieved.
• View-only banner: If you lack billing admin privileges, a floating “View-only · Billing” pill appears. Hovering over it explains that you need to ask an org admin for write access to make changes.

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Website Billing View (For Website-Only Members)

If you are an external collaborator invited only to a specific website, you see a focused, single-website view:

• Subscription & Credits card: Displays your current plan name, status badges (e.g., Trial, Past due), current billing cycle dates, and a progress bar showing remaining credits. Also includes an Add credits or Manage credits button.
• Subscription management card: Includes options to open the Billing portal, Renew plan (if canceled), Cancel downgrade (if a downgrade is scheduled), and View plans or Plans & add-ons.
• Plan selection (if no active plan): If the website has no subscription yet, this replaces the top cards, showing the full Free, Starter, and Enterprise plan comparison so you can pick a plan.
• Invoices section: Shows a month-filterable table of the current website’s recent paid invoices.

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Organization Billing View (For Org Admins & Members)

If you are a member of the broader organization, you see an aggregated view:

• Billing hero card: A combined overview at the top of the page. The left side summarizes the organization’s subscription (Plan name, status, View plans, Billing portal). The right side shows the shared organization credit pool (balance, progress bar, Buy add-on or Add credits, and sometimes Lock credits).
• Tabs navigation: Switches the lower half of the page between Usage, Websites & groups, and Invoices.

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Usage Tab

• Credits used bar chart: A day-by-day visual breakdown of organization-wide credit consumption over the selected time range.
• By website table: Breaks down total credits used in the selected range by specific website or group pool.
• Credit log table: An event-level log of individual actions that consumed credits, filterable by website.

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Websites & groups Tab

• Search and Filters: Lets you search by name/URL or toggle the view between All, Websites, and Groups.
• Entities table: Lists every organization website and billing-enabled group. Pinned at the top is your “Current website” and any groups it belongs to. Shows the entity’s name, plan, and credit balance.

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Invoices Tab (Organization)

• Monthly accordions: Paid invoices are grouped by month. Clicking a month expands it to show the full list of invoices and a running total for that period.

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Tables

• Recent invoices table (Website view):
  • Date: Invoice creation date.
  • Amount: Total invoice amount in its currency.
  • Plan: Product(s) billed on the invoice.
  • Status: Payment status (e.g., Paid, Pending).
  • Invoice: A link button to open the hosted Stripe invoice in a new tab.
• Organization invoices table (Org view):
  • Date: Invoice creation date.
  • Amount: Total invoice amount in its currency.
  • Status: Payment status (e.g., Paid, Pending).
  • Invoice: A link button to open the hosted Stripe invoice in a new tab.
• Websites & groups table:
  • Website or group: The name and URL (for websites) or a “Group” badge (for groups), along with their logo or icon.
  • Plan: The current subscription plan badge and any status warnings (like Trial, Past due, Expired, or Scheduled).
  • Credits: Remaining versus total credits, visualized with a progress bar and next-reset date, or an “Unlimited” badge.
  • (Actions): An unlabeled column containing a kebab menu (⋯) for websites, or a quick-link arrow for groups.
• By website table (Usage tab):
  • Website/Group name: The name of the entity. Features a “Group pool” badge if it’s a group, or “Deleted website or group” if the entity was removed.
  • Credits Used: The total credits consumed by that entity during the selected range.
• Credit log table (Usage tab):
  • Time (UTC): Timestamp of the credit event.
  • Website: The originating website name, “Deleted website”, or “Not recorded”.
  • Action: What consumed the credit (e.g., a specific workflow action).
  • Credits: The number of credits charged for that specific event.

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Data shown

• Subscription data: Your current plan name, status, billing cycle dates, and price, synced directly from Stripe or your partner billing provider.
• Credit balances and usage: Real-time remaining balances and historical usage logs sourced from AthenaHQ’s internal credit ledger.
• Invoices: Your official paid invoice history from Stripe.
• Websites & Groups: The list of all properties and billing groups you have access to within the organization.

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Common workflows

Purchase additional credits

1. Locate the credits progress bar and click Add credits (or Manage credits).
2. Select whether you want a Monthly recurring package or a One-time purchase.
3. Choose whether to apply the credits to This website or the Whole organization.
4. Use the + and - buttons to adjust the quantity of credit packages, reviewing the total cost preview.
5. Click Buy [N] credits or Add [N] credits/month.
6. Complete the Stripe checkout process in the new window (or wait for the success message if your account supports direct charging).

Export organization credit usage

1. Ensure you are on the Organization Billing view, and click the Usage tab.
2. Use the dropdown in the top right to select your desired date range (e.g., Last 30 days).
3. Click the Export CSV button next to the date range.
4. A CSV file will download containing the daily totals, per-website breakdown, and the full itemized event log.

Delete a website

1. In the Organization Billing view, click the Websites & groups tab.
2. Find the website you want to remove and click the three-dot (⋯) menu on the far right of its row.
3. Select Delete website (it will be red).
4. Confirm the deletion in the pop-up dialog.

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Empty, loading, and error states

• Loading: When you first visit, a centered spinner appears while membership details load. Skeletons (grey pulsing boxes) act as placeholders for the subscription summary, credit balances, invoices, and charts while their specific data is fetched.
• Empty states:
  • If you have no plan: “This website is not currently on a plan.”
  • If you have no invoices: “No invoices yet. Invoices will appear here after your first payment.”
  • In the usage tab: “No credit usage found for this range.” or “No credit events in this range.”
  • In the entities table: “No websites or groups match your search” or “No websites or groups found.”
• Errors:
  • If the credit dialog fails to load: “Billing details could not be loaded. Close the dialog and try again.”
  • If the usage log fails: “Failed to load the credit log. Refresh to try again.”
  • General data fetching failures will display in red text (e.g., “Failed to load credit usage data”).

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Common support questions

Why is the “Delete website” button greyed out? You cannot delete a website if it is the only website remaining in your organization. Additionally, if the website carries its own active or trialing subscription, you must cancel that subscription first before the system will allow you to delete it. A tooltip will appear explaining exactly why the button is locked. What does “Not recorded” mean in my credit log? Older credit events from before our system tracked granular, per-action attribution will show up as “Not recorded” under the Website or Action columns. These events still legitimately count toward your total usage. Why can’t I see the ‘Lock credits’ button? The “Lock credits” feature is only available if your organization uses a shared credit pool. If your organization already distributes credits individually (or if you are managed by a partner), this option is hidden.