Manage your subscription

Overview

The Subscription tab shows your MyApprentice plan, billing, and AI usage panel. As a Sole Trader you manage the lot yourself — choose your plan, update card or bank details, view billing history, and watch your monthly AI usage.

Who This Workflow Is For

The Sole Trader role.

Before You Start

MFA must be set up — Manage Plan and Manage Billing both require MFA. Have your billing card or bank-account details ready if you plan to change payment details.

Step-by-Step Process

1. In the left sidebar under ADMIN, select Business Settings.
2. Select the Subscription tab.
3. Review your plan details:
   • Plan type — the tier you are subscribed to.
   • Billing interval — monthly or annual.
   • Next renewal date — when the next payment is due.
   • Active seats — how many users are active (typically 1 as a Sole Trader).
   • Seat cap — the maximum users allowed under your current plan.
4. To change plan, select Manage Plan:
   • Complete the MFA prompt.
   • Use + or – to adjust seats.
   • Choose the plan and confirm.
   • Select Update plan.
5. To update payment details or cancel, select Manage Billing:
   • Complete the MFA prompt. The Stripe billing portal opens.
   • Edit card or bank-account details and save.
   • Download past receipts from the billing history.
   • To cancel, select Cancel subscription and confirm — access continues until the end of the current period.
6. Scroll to the AI usage this month panel:
   • Used calls, Included calls, Remaining calls.
   • AI calls cover Job To-Do’s, Shift To-Do’s, AI email drafts, and supplier invoice uploads (each supplier-invoice upload consumes AI calls).

What Happens Next

Plan changes apply immediately. Card/bank changes apply to the next billing cycle. Cancellations keep access until the end of the current period. The AI usage panel resets monthly.

Common Issues

• Over-seat overlay. If active users exceed the seat cap (unusual for a Sole Trader), MyApprentice shows a non-dismissible overlay. Open Manage Plan and upgrade.
• MFA prompt blocks the action. Set MFA up first.
• Past receipts. Receipts live in the Stripe billing portal opened through Manage Billing.
• Trial expiry. When your trial ends, MyApprentice puts your account into read-only mode — you can view everything but cannot create, edit, or send. Open Manage Plan, select a paid plan, complete the MFA prompt, and the read-only state is removed once the plan is active.

Related Guides

• Set up MFA (if you have not already)
• Set up your business