Subscription and billing

Website subscriptions are available only to direct Beone customers, excluding resellers and their customers. Existing organisations retain their current billing unless explicitly assigned a plan.

Each bot includes a BeAI number, AI consumption, recording and automatic improvement. Allowed voice models share the organisation’s minutes. The first minute of a started AI call is indivisible, followed by per-second billing. Minutes reset on the monthly anniversary without rollover. Outgoing and transferred telephone legs, SMS and text retain their separate wallet billing.

Onboarding and payment

Beone administrators use Inscrire un client du site to supply billing details, an owner account, the initial bot and an existing Mollie customer and mandate. BeAI verifies the mandate using Beone’s account. A network failure is not an invalid mandate. The first payment is requested immediately; activation and number preparation start only after confirmation.

The progress page distinguishes payment pending, number preparation and ready to receive calls. Replaying the signup does not create another customer or charge. Number preparation and invoice failures are retried independently of payment. A provider operation with an uncertain result requires reconciliation in number administration.

Platform administrators manage public and private plans. A customer can always see the conditions assigned to them. Editing a plan creates a new commercial revision without changing existing contracts.

Minutes and prepaid credit

Abonnement et facturation displays remaining minutes, active-call reservations, the period and extra credit. Concurrent calls cannot reserve the same minutes. Calls spanning a monthly boundary are split across periods. Zero wallet credit is allowed when included minutes fund admission.

Once minutes run out, calls consume prepaid credit at the plan’s common overage rate. Automatic recharge for AI overage starts only when included minutes are exhausted, using wallet settings. Funds become available after payment confirmation; interruptions remain possible. Consolidated alerts are sent once at 80%, 90% and 100%, indicating remaining minutes, credit and actual automatic-recharge availability.

Bot creation, duplication, import and organisation changes respect the quota. Detached but reserved numbers still count toward included numbers. To top up, use the saved payment method in Crédits. Replace the method through the Mollie flow in billing settings when needed.

Unpaid bills, invoices and upgrades

A confirmed failed monthly payment immediately suspends service while preserving dues and commitment. Pending payments are distinct from refusals. Failed dues are not automatically retried: explicitly regularise each one after updating the payment method. Service resumes after all dues are paid. Failed top-ups do not cancel the subscription; failed upgrades keep the previous plan.

After payment confirmation, Beone posts the invoice in Odoo, records payment and sends it. PDFs are available on the subscription page. This includes monthly charges, upgrade proratas and top-ups. An Odoo outage never causes another charge. The initial DEV release uses Mollie test, isolated Odoo and test email recipients only.

Upgrades require a quote and explicit confirmation. Both price and extra minutes are prorated over the remaining period. After payment, the new quota and overage rate apply; the next month receives the full allowance. Anniversary, commitment and cancellation dates remain unchanged. Downgrades, including private-plan assignments, are forbidden. If payment is confirmed after the quoted period ends, the previous plan remains and the net prorata is credited to the wallet.

Cancellation

Cancellation during the first month ends service at that month’s anniversary, without prorata refund or a second monthly charge. Later cancellations preserve monthly payments until the end of the twelve-month commitment.

After commitment, service ends at the first monthly anniversary at least one calendar month after the request. A subscription starting on 17 September 2026 and cancelled on 20 November 2027 is last billed on 17 December 2027 and ends on 17 January 2028. The original anniversary day is restored after short months.

At the effective end, calls stop and included numbers are released. History, invoices and unused wallet credit remain, without automatic refund.

API

The connected OpenAPI documentation provides the same permissions, validation and examples for /api/v1/subscription-plans, /api/v1/website-signups, /api/v1/organisations/{id}/payment-method/import and /api/v1/organisations/{id}/subscription. Subscription subroutes include upgrade-quote, upgrade, cancel, undo-cancellation, retry-payment and invoices/{invoiceId}/pdf. /api/v1/credits also exposes minutes and invoices.

Supply a stable Idempotency-Key for signup, upgrade, manual retry and subscriber top-ups. Reuse the same key and payload after an uncertain response. Do not create another request while a payment is still being reconciled.

Beone and resellers configure prices for future customers through Tarifs des futurs clients or GET/PUT /api/v1/organisations/{id}/model-pricing/defaults. These prices are copied only when no explicit model grid is supplied on creation. Existing customers are unchanged. A model without an explicit price is unavailable. Website subscribers retain this allowed-model selection but use their plan’s common voice rate.

Existing BeAI customers

Administrators of direct Beone customer organisations can choose a subscription from the Admin menu or wallet, without using the external website. Public plan terms and a consent checkbox precede submission. Private plans remain platform-admin assignments. The organisation, users, bots, model access/prices and remaining credit are retained. Existing reserved BeAI numbers become included after activation, without a retrospective rental refund; no extra bot or number is automatically created. Bot and reserved-number counts must fit the selected plan. Beone must close a previous credit subscription before this subscription can start.

Complete billing details, then select and confirm a plan. The saved Mollie mandate is verified. A missing or unsuitable mandate leaves the first charge in awaiting_method: configure the payment method in BeAI, complete Mollie validation, and the first collection resumes automatically. DEV only uses Mollie test credentials. Prepaid call service continues at existing prices until the initial payment is confirmed; that confirmation starts included minutes and the commitment.

API: POST /api/v1/organisations/{id}/subscription, an Idempotency-Key header and {"plan_id":1,"plan_revision":1,"confirmed":true}. Read the current revision from the catalogue and replay the same key/body after an uncertain response. Payment method setup uses the existing billing API. No existing organisation is migrated automatically.

A payment request explicitly rejected by Mollie is shown as failed, including its API error code. Contact Beone to fix payment configuration before using the manual payment retry. An uncertain network response remains under reconciliation and must not be replaced by a new command.

Manage the subscription in one place

The unified page shows your plan and remaining minutes in Mon offre. The Recharges et alertes and Paiement et factures tabs open the other settings without leaving the page. The three views are described below.

During the first month, a prominent notice shows the exact cancellation deadline in Belgian time. Cancellation incurs no extra fee, but the paid month is not free or refundable. The cancellation button opens a summary of the service end date, future charges and what happens to numbers, credit and history. Only the final confirmation records the request. A stale page cannot silently accept a later service end date after the first-month deadline. Once recorded, the notice shows the scheduled cancellation.

Each upgrade card shows its monthly price, minutes, bot limit and overage rate. The “Passer à ce forfait” button opens a prorated quote without charging anything. A separate confirmation shows the immediate tax-inclusive amount, additional minutes and next monthly price. Contract dates do not change.

Payment settings

Authorised administrators can add or replace the payment method from this page. The payment panel shows actual usability, expiry where available, and pending validation. Bank details are entered at Mollie using the existing EUR 0.00 card verification flow; the browser then returns to the subscription page. The existing mandate remains available during replacement. Only a provider-confirmed result validates the new mandate. Pending validation can be resumed or cancelled. Incomplete billing details must be completed first using the provided link.

Removing a payment method requires confirmation and disables automatic top-ups. It does not cancel the subscription or remove amounts due. An unpaid instalment may suspend service. Users without organisation management rights cannot access payment configuration data or actions. Payments and invoice PDFs appear in one table, with failed, pending and paid states distinguished.

Equivalent API data

The subscription response includes first_month_ends_at and cancellation_phase (pending, first_month, commitment, monthly, scheduled, ended). Cancellation accepts expected_effective_at containing the exact cancellation_effective_at value previously read. A changed date returns 409 without cancellation; empty request bodies remain supported.

Existing payment-method API operations share the same services and permissions: GET /api/v1/organisations/{id}/payment-method includes usable, expires_at, payments_available, billing_complete and setup.checkout_url; DELETE removes the mandate. POST and DELETE on /payment-method/setup start and cancel validation. No secret mandate references or card details are returned.

One billing portal

/credits/ is now the single Abonnement et facturation page. Previous /subscriptions/{id} links redirect to it with the same organisation explicitly selected. Buttons, links, tabs and notices inherit the active branding in both light and dark mode. Payment statuses use the application’s shared success, warning and error colours. Three views keep the workflow focused:

• Mon offre: current plan, consumption, commitment and comparable offers for eligible direct Beone customers. Resellers and their clients are not offered these subscriptions.
• Recharges et alertes: manual top-ups with the tax-inclusive amount and a separate payment confirmation, automatic top-up threshold/amount, low-credit email alerts and searchable credit history.
• Paiement et factures: payment method validation/replacement, billing details, payments and invoices, including earlier credit orders.

The organisation profile links to this portal instead of duplicating billing settings. Saving identity details preserves all billing preferences. Automatic top-up activation requires a positive threshold and amount. Missing payment readiness remains visible; saving preferences never initiates a payment. Minute alerts remain independent from low-credit alerts. DEV subscription notifications remain restricted to the configured test recipient.

GET/PATCH /api/v1/organisations/{id}/billing-preferences reads or partially updates billing, auto_recharge and low_credit_alert, for authorised administrators only. Omitted sections are preserved. The existing organisation update API shares the same validation.

Change your mind after cancellation

Until the effective end date and time, My offer displays Cancel my cancellation in the scheduled cancellation notice. An authorised administrator can review the conditions and confirm that the subscription should continue. The plan, minutes, bots, numbers, renewal date and commitment remain unchanged. No immediate payment is triggered. Any suspension for overdue payments remains in place until those payments are settled. After the effective end, a new subscription is required; released numbers may no longer be available.

A branded email confirms the cancellation date and any remaining monthly payments. Its Keep my subscription button opens an authenticated confirmation in BeAI. Viewing a link never changes the contract, and an old link cannot reverse a newer cancellation. Another email confirms successful withdrawal. Subscription and number notices use the organisation’s product name, colours and support contact, with a plain-text alternative. Odoo invoice emails use the issuing Beone company’s branding. DEV subscriber emails go only to the configured test recipient. Sending failures leave a durable notification awaiting retry without reversing the contractual decision.

The API exposes can_undo_cancellation and cancellation_revision. Send POST /api/v1/organisations/{id}/subscription/undo-cancellation with {"expected_cancellation_revision":1} using the current revision. Replays after success have no effect. A stale revision or an effective end already reached returns 409; missing or invalid revisions return 422. /cancel also accepts expected_cancellation_revision alongside expected_effective_at to guard against stale decisions. GUI and API require the same organisation administration permissions.