Manage your subscription

A Subscription Administrator manages billing and additional Workspaces. A Workspace Administrator needs separate Subscription Administrator authority to do these tasks.

Open Administration > Users & Billing and select the Billing tab to see the subscription status for your current Workspace. All Workspace members can view the status; payment controls are shown to Subscription Administrators.

The cost summary uses the product names shown in Stripe. The connections line shows how many connections you retain, with your included allowance and the price of each extra connection beneath it. Its amount is what you pay after the allowance.

Start the MCP trial

During first-Workspace setup, enter a Workspace name and select Create Workspace. The trial begins immediately and setup continues to Connect Xero. You do not need a payment method to start it.

The trial includes MCP access and supports one Workspace. Check the trial offer shown during setup for its duration and terms.

You can add as many Xero connections as you need during the trial. The Billing panel shows how many days remain and what your connections will cost when the trial ends. Adding a connection does not end the trial or charge you early.

If setup says your trial is being activated, wait a moment and select Start free trial again. This continues the existing trial without creating another Workspace or subscription.

If the trial ends without payment details, access and syncing pause. Your data is retained for 30 days from the end of the trial. Add payment details before the displayed recovery deadline to restore access. Billing then starts when you activate, with no charge for the paused days and no new trial.

Connection charges

The plan normally includes one Xero connection across all Workspaces on the subscription. The Billing panel shows your subscription’s included allowance.

Each Xero organisation selected for syncing in a Workspace counts as one connection. The same organisation in two Workspaces counts twice. Authorising an organisation in Xero does not count until you select it for syncing.

A connection still counts if it is disconnected, its authorisation expires, or its import fails. Its data and place in the Workspace are retained. A Workspace Administrator can use Delete data to stop retaining that connection. The charge decreases only after deletion succeeds.

Prices exclude tax. Changes during a paid billing period are prorated from the change date and appear on the next invoice. For example, three retained connections with an allowance of one cost AUD 95 per month before tax.

Only Workspace Administrators can add, reconnect, disconnect or delete Xero connections. Their authority includes the resulting subscription charge changes. Workspace members can run individual syncs and Sync all.

Apply a promotion code

Promotion codes are optional. On the Billing tab, choose AUD, USD, GBP or NZD, enter the code in Promotion code and select Apply. xpnAI checks the code for the selected currency and subscription state, then shows the discount in the estimate before tax.

If a code fails validation or has not been checked, correct it and select Apply again, or remove it. You cannot continue to card setup with an unresolved code. Changing currency keeps the code text but clears the applied discount, so apply the code again for the new currency.

When keeping the current billing currency, codes with a minimum spend cannot be added to an existing trial or used to resume a paused subscription. First-time-customer codes are unavailable after a trial has started. The message explains why the code cannot be used. Remove it or choose a code that applies to this activation.

Customer-specific codes require the current billing currency. Some existing discounts prevent xpnAI from quoting an additional promotion. Remove the new code first. If billing still cannot be reviewed, contact support before changing the existing discount.

Add payment details

1. Open Administration > Users & Billing.
2. Select the Billing tab, choose a currency and apply an optional promotion code. Check the estimate before tax, including the discount.
3. Select Add payment details.
4. Enter your payment details and billing address on Stripe’s page.
5. Return to xpnAI and review the saved card’s brand and last four digits, billing country, code, offer duration, discount, estimated automatic tax, total including tax and billing start date.
6. Edit or remove the code if needed, wait for the revised estimate, then select Confirm billing.

The code and its applied discount stay with the payment setup while Stripe’s card page is open. If you cancel or leave that page, xpnAI keeps the code when you return so you can review it again. Saving your card does not activate billing until you explicitly confirm in xpnAI.

Select Change card to replace the saved card through Stripe. If you cancel the replacement checkout, return to xpnAI and select Add payment details to resume card setup. xpnAI keeps the code and applied discount while you replace the card, and you cannot confirm billing until the replacement setup completes. After Stripe saves the replacement, review the new card, country, promotion, tax and total before selecting Confirm billing.

If the amount changes while you confirm, xpnAI stops activation and shows a new review. Check the new discount, tax and total, then select Confirm billing again. A failed validation or an unchecked code must be applied successfully or removed before confirmation.

If your card is declined, follow the message shown in the Billing tab. Add payment details lets you try another card and review the total again. If the message directs you to Stripe, use Open billing in Stripe to update your card and pay the outstanding invoice.

When you update only the card for an existing paid subscription, xpnAI keeps the subscription’s current promotion and discount. The card update does not apply a new code or remove the existing one.

Adding payment details during a trial keeps its original end date. Billing starts at that date using the connections you retain then. Connection changes can change the first invoice. If your trial has already ended, billing starts when you reactivate, with no charge for the paused period.

If you reactivated from the Continue your subscription screen, select Continue to Home once billing confirms that Workspace access is available.

Changing the currency selection or leaving the payment page without completing activation does not change your subscription. If you leave Stripe before saving a card, the Billing tab shows No payment details added and the same currency choice and estimate as before. Select Add payment details again to continue. After paid billing begins, contact support to change currency.

The MCP offer covers MCP access for Workspaces on the subscription. It does not include a subscription to your AI assistant; the assistant provider’s charges and usage limits apply separately.

Manage payment and billing

Select Open billing in Stripe. You can change your payment method, view invoices or cancel renewal. Review the cancellation date before confirming it.

The Billing tab shows your upcoming payment from Stripe, including applicable discounts and estimated tax. This includes discounts applied directly in Stripe. Connection prorations and other invoice adjustments can make that payment differ from the monthly plan and connection prices. Balance adjustments show any difference between the invoice total and the amount due.

If an upcoming payment is unavailable, the panel labels the monthly subtotal as before discounts and tax. Open Stripe to check your billing details.

Return to xpnAI afterwards. Changes can take a little time to appear. Refresh the page to check the latest status.

Cancellation takes effect at the end of the paid period. Access continues until that date, and the subscription does not renew. You can undo cancellation in Stripe before the period ends.

The Billing tab shows Cancellation scheduled and the date access will end. Undoing cancellation removes that notice after the status updates.

After access ends, your data is retained for 30 days. Reactivating within that window restores access and starts a new paid period immediately. You are not charged for the inactive gap. xpnAI warns Subscription Administrators seven days before the deletion deadline. Data is deleted after the deadline and cannot be recovered through billing activation.

If a connection adjustment from an earlier paid period is still outstanding when you restore billing, it appears on a separate adjustment invoice.

If billing interrupts access

If you are not a Subscription Administrator, ask one to check payment. If you are, use the billing button shown to open Stripe or add payment details. The recovery screen shows the date your retained data will be deleted unless billing is restored. Select Check payment status after resolving payment to check whether access is restored.

Add another Workspace

Additional Workspaces require a paid subscription. The trial allows one Workspace.

1. Open Administration > Users & Billing in a Workspace on the intended subscription.
2. On the Users tab, select Add Workspace.
3. Enter the new Workspace’s name and select Create Workspace.
4. Complete its Xero connection and data preparation.

The new Workspace uses the same subscription. You become a Workspace Administrator there, and the current browser tab switches to it. Other tabs stay in their existing Workspaces.

If creation succeeds but the tab does not switch, select Open Workspace to retry opening it. Do not create it again.

Invite people separately to the new Workspace. Subscription Administrator authority does not automatically grant membership of every Workspace on the subscription.

Manage Subscription Administrators

A Subscription Administrator can use Make subscription admin or Remove subscription admin on a person’s row in the Users tab, then confirm the change.

The Subscription Administrator list can include people marked Not in this Workspace. Their billing authority does not give them access to this Workspace’s finance data.

You cannot change your own Subscription Administrator authority or remove the final Subscription Administrator. Ask another Subscription Administrator when your own authority needs to change.

To grant Workspace access or change a Workspace role, follow Add and manage users.