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Managing billing

How to upgrade or cancel a subscription, where invoices and payment methods live, and what happens if an organization is suspended.

Billing lives on Settings > Billing. Only the Owner and Admin roles can open it or change anything on it.

Upgrading

On the Free plan, the page shows two buttons: Upgrade to Pro - €29/user/mo and Upgrade to Business - €49/user/mo. On Pro, only the Business upgrade button remains. Either button opens the upgrade dialog, with the plan you clicked already picked.

  1. Choose a plan. Pro is €29 per seat a month plus VAT, with 1,000 minutes per seat each month, pooled across the team. Business is €49 per seat a month plus VAT, with no minute limit.
  2. Who keeps recording? Everyone who records today is listed with what they recorded on Free. Each of them is a paid seat unless you switch a Member to Viewer, and the monthly total updates as you switch. See Seats and roles.
  3. Under Send invoices to, check where invoices and receipts should go. It starts with your own email (or the address already on file, if the organization paid before). A shared inbox such as accounting@ works well if someone else pays the bills. Then click Continue to payment. VoiceCap saves the role changes, then opens Stripe Checkout, which charges exactly the seats from step 2. Checkout also collects a VAT/PVM ID if you're purchasing as a business and accepts a promotion code.

After you pay, VoiceCap shows "You're on Pro." (or "You're on Business."). Invite your team opens the invite dialog, so you can bring in the people who were in your meetings. Later closes it.

If you leave Stripe Checkout without paying, your plan doesn't change, but anyone you switched to Viewer stays a Viewer. Change them back on Settings > Members if you need to.

If the organization already pays for Pro, picking Business skips the seat review and opens a Stripe page with Business already chosen. It shows what you'll pay for the rest of the current billing period. Confirm there, and you're back in VoiceCap with "You're on Business." If a payment is overdue, Stripe's billing portal opens instead, so you can settle it first.

The same dialog opens outside this page too. When the organization runs out of minutes, the next attempt to capture a meeting opens it with Pro picked and what the notetaker has captured so far above the plans. The Upgrade to Pro link in the 80% banner and See plans in the halfway note on the home page open it here. See Plans.

Calendar meetings that were paused because the organization ran out of minutes get their bot back once you upgrade. On Pro they also come back when a new billing period starts.

Business has no minute limit. Its meter on the billing page reads "Unlimited recording and transcription" and still shows the minutes the organization used in the current billing period.

Downgrading and canceling

There's no downgrade button inside VoiceCap. Once an organization has paid at least once, a Manage Subscription card appears with an Open Billing Portal button that hands off to Stripe's own billing portal. Plan changes and cancellations happen there; VoiceCap picks up the change automatically and updates your plan and seat count within the app.

Canceling drops the organization back to Free: the plan resets, everyone keeps the role they had, and usage is measured against the Free plan's one-time 300 minute allowance from then on. That allowance counts every meeting the organization has ever completed, on any plan, so canceling does not hand back a fresh 300 minutes. An organization that has already transcribed more than 300 minutes lands on Free with none left and has to upgrade again to record. See Plans.

Invoices and payment methods

Once your organization has billing set up, a Send invoices to card appears on Settings > Billing. Invoices and receipts go to the address shown there. Enter a different one and click Save to change it.

Cards and past invoices live in the Stripe billing portal, not in VoiceCap itself. Open it from Manage Subscription > Open Billing Portal to update a card or download a past invoice.

Suspended organizations

VoiceCap can suspend an organization. While suspended:

  • Every member, including the Owner, is redirected to a standalone Organization Suspended page instead of the dashboard. It shows the suspension reason when one is set, and a support@voicecap.ai contact link.
  • Nobody, including someone accepting a fresh invite, can join a suspended organization.
  • Meetings become inaccessible to everyone in the organization until the suspension is lifted.
  • If the organization has a connected meeting bot calendar, the suspended page lists it with a disconnect button, since the bot would otherwise keep recording meetings while nobody can review them.

Signing out is still available from the suspended page; nothing else in the dashboard is reachable until VoiceCap lifts the suspension.

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