Understand plans, usage and limits

What the plan sets

A plan defines capacity - products, passports, documents, categories, suppliers, workspaces, seats, custom extensions and custom rules - plus per-hour API read and write budgets and the AI calls per hour. Plan & billing shows the plan, the usage against each limit and the available plans.

Where limits surface

Limits are enforced at the moment of the action rather than by a nightly check, so creating the item past the cap is refused with a message naming the plan and the limit. Rate-limited responses also carry headers naming the limit, what remains and when it resets, so an integration can back off politely instead of retrying blindly.

A refusal is an actionable message, not a silent failure: if you see a plan limit message, nothing was created and you can retry after freeing capacity or changing plan.

Budgets are per organization

Read, write and AI budgets are counted per organization over a sliding window, after authorization has resolved the tenant. That means one integration cannot spend another organization's budget, and a burst from a script is throttled rather than absorbed.

Bulk operations and imports consume a batch budget as well, and report per-item outcomes so a partial failure is visible rather than rolled back in silence.

Changing plan

Checkout and the customer portal are handled by the payment provider from the billing page. Raising a plan increases capacity immediately; moving to a smaller plan does not delete anything that already exists, so you can keep working while you reduce usage.

Payment and invoice history lives with the provider, and plan changes are recorded so an auditor can see when capacity changed.

What happens to published passports if payment is overdue?

Already published passports remain publicly readable, including their GS1 links and eligible search listings, while a subscription is past due or canceled. Drafts remain private and the usual plan limits still apply. A payment problem never changes the saved published version or a recall notice.

The platform warns active organization owners and administrators, plus the configured notification address, when a payment fails. An hourly worker catches missed warnings, sends a reminder before expiry for eligible subscriptions and sends a further warning after the three-day payment reminder deadline. Warnings are recorded only after email delivery; production requires a configured SMTP relay. Resolve the balance in Plan & billing.

Screen-by-screen reference

These pages were checked in the organization console on 8 October 2026 using an isolated sample organization. Controls can differ by role, plan, record state and configured providers. Each page below explains its purpose, a practical workflow, the visible controls and what to verify afterward.

Plan and billing (/settings/billing)

Billing shows the current plan, subscription status, metered usage and available upgrades.

Compare current usage with plan capacity before a seat increase, large import, or upgrade. Open the provider portal for payment and subscription changes when it is configured, or follow the contact route for plans without self-service checkout. Billing status and public availability are separate: review the displayed continuity note before assuming a past-due invoice hides a published passport.

Published passport continuity is shown separately from the ability to create new records when payment is overdue.

Controls and options

• Compare Usage counters with plan limits before starting a large import or adding seats.
• Manage subscription opens the billing provider portal when configured.
• Review Starter, Pro, Growth and Enterprise cards for capacities and checkout availability.
• Contact sales appears where self-service checkout is not offered.