> ## Documentation Index > Fetch the complete documentation index at: https://docs.saphion.co.uk/llms.txt > Use this file to discover all available pages before exploring further. # Usage and billing > See your plan, the seats and products your Organisation holds, what it has used each month, and how to allow extra AI capacity. **Settings > Organisation > Usage & billing** is where an Admin sees what the Organisation has bought and what it has used: its plan, its seats, its products, its monthly AI budgets and its storage. The **Products** page beside it shows each Saphion product and whether your Organisation holds it. > [!NOTE] > > Organisation Admins only. ## Open Usage and billing Choose **Settings** in the sidebar, then **Usage & billing** under **Organisation**. If you are not an Admin, Saphion tells you "Only Admins can open Usage & billing. Ask an Admin." ## See your seats At the top, a badge names your plan and a line explains that Saphion sets your capacity from your contract and that personal AI levels and specialist product seats are independent. * **Saphion Platform** is a bar of **Seats given**, for example "18 of 25 seats". Platform seats follow membership. The bar turns to a caution tone when the seats are all used. If your plan holds none, the card says "No seats in your Plan yet. Saphion sets them from your contract." * **Saphion Pro** and **Saphion Max** are personal AI upgrades for named people. Their cards list **People who have it**, or "Nobody yet". Saphion manages them, so contact Saphion to change who holds one. * **Products** lists each specialist product in your plan, such as CRM, with the seats given, for example "7 of 9", or "None in your Plan". Choose **Manage seats** to open [Members](https://docs.saphion.co.uk/admin/members-and-roles.md), where seats are given and taken back. If your plan holds no products beyond the Platform, the list says so. Seats are separate for each product. A product's seat decides who may use it, and a specialist seat follows who the product is shared with. ## Request more seats **1. Choose Request more seats** The button is at the top right of Usage & billing. **2. Raise the request** **Help & Support** opens. Choose **Support & feedback**, say which seats you need and why, and send it. **3. Follow it** Track the reply under **My requests**. See [Contact Support](https://docs.saphion.co.uk/help/contact-support.md). ## Read the Organisation's usage **Organisation usage** counts everything the Organisation spends, with each person's own budget kept separate. Additional company capacity is counted once in the totals. | Reading | What it shows | | - | - | | **Measured AI subtotal** | What has been used, reserved and is awaiting confirmation, in pounds (GBP). Reserved is work in progress. | | **Incomplete historical total** | Appears when older usage cannot be attributed. Missing amounts are not zero. | | **Organisation monthly budgets** | A bar for each pool the Organisation draws from, such as **Beacon**, **Additional company-funded AI** and **Product-funded AI**. Usage includes work in progress and work awaiting confirmation. | | **Product AI budgets** | A bar for each product. Each product has its own Organisation pool, and its specialist work does not also reduce anyone's personal Beacon allowance. | | **Shared capacity** | **Organisation storage**: what is left, what is stored, what is reserved and your capacity. Storage does not reset monthly. | Calendar-month allowances reset on the first of the month at 00:00 UTC. The page shows the next reset in UTC and in Organisation time. > [!NOTE] > > A reading marked unavailable means Saphion could not measure it. It does not mean zero. ## Allow extra AI capacity Each person has a monthly AI allowance. Extra capacity lets people carry on after theirs runs out, paid for by the Organisation, up to caps you choose. **1. Turn on Allow extra AI capacity** It is off by default. It is used only after a person's own monthly allowance runs out. **2. Set the Organisation monthly cap** The most extra capacity the whole Organisation can use in a month, in pounds. **3. Set the Per person monthly cap** The most one person can use in a month, in pounds. It cannot be above the Organisation cap. **4. Choose Save** Enter each cap as an amount of zero or more. Saphion shows any refusal beside **Save** and changes nothing until it is accepted. The usage figures above refresh after a save. Nothing is ever used beyond the Organisation cap or the per-person cap. ## Open the Products page Admins also see an **Administration** list in the Settings menu. Choose **All products** to open the Products page. Each Saphion product has a tile with its name, a short description and one of three states. | Tile says | It means | | - | - | | **Open workspace** | Your Organisation holds the product and you have a seat. Choose the tile to open it. | | **Ask an Admin for a seat** | Your Organisation holds the product, but you have no seat. | | **Not available to your Organisation** | Your Organisation does not hold the product. It is shown so you can tell it from a product that does not exist. | For example, **CRM** is described as "Win and manage customers, contacts, opportunities and sales". See [CRM overview](https://docs.saphion.co.uk/crm/overview.md). Anyone who has a seat can also open a product from the app switcher at the top of the sidebar. ## How it works * **Saphion sets capacity; Admins set the extras.** Saphion sets your commercial capacity from your contract, so seats and budgets are read here and changed by asking Saphion. An Admin can switch extra AI capacity on and set its caps. A person's own usage is under **Settings > Usage & plan**. * **Platform seats** follow membership. A waiting invitation holds one until it is accepted, cancelled or expires. * **Specialist product seats** are given through the product's Share dialog. A seat has a level, **Member** or **Manager**. * **Pro and Max** are named personal upgrades that Saphion assigns. * **Budgets** are monthly, in pounds, and reset on the first of the month. Personal budgets stay individual. * **Capacity changes** go through Saphion. Only the extra capacity switch and its caps are yours to set. Admins' changes to seats are recorded in [Audit](https://docs.saphion.co.uk/admin/audit.md) under **Seats and products**. ## FAQ > **Why can't I give someone a seat?** > > The product's seats are all used or held by invitations that have not been accepted. Free one by taking it back from someone, cancelling an invitation, or ask Saphion for more with **Request more seats**. > **What is the difference between this page and Usage & plan?** > > **Usage & plan** is yours alone: your own monthly AI use and when it resets. **Usage & billing** is the whole Organisation's, and only Admins see it. > **Why does a product tile say Not available to your Organisation?** > > Your Organisation has not taken that product. Saphion adds products to your plan, so ask through Support. > **Does extra capacity cost anything?** > > It is capacity the Organisation pays for, which is why it is off until an Admin turns it on and sets caps. Nothing goes beyond the caps. ## Related * [Invite and manage people](https://docs.saphion.co.uk/admin/members-and-roles.md): Give and take back product seats. * [Contact Support](https://docs.saphion.co.uk/help/contact-support.md): Ask for more seats or a product. * [Beacon usage](https://docs.saphion.co.uk/beacon/usage.md): How a person's own allowance works. This documentation is built and hosted on [Mintlify](https://mintlify.com), a developer documentation platform.