Subscription and billing

Direct customers of Beone or an authorised reseller may choose a subscription. A reseller itself cannot take a customer plan. Existing organisations retain their current billing unless explicitly assigned a plan.

Each plan belongs to a seller. Customers see only their direct supplier’s active public offers. Assignment and upgrades cannot use another seller’s plan. The seller and commercial terms remain fixed in the contract.

The table illustrates Beone’s catalogue; the offers actually displayed and the terms confirmed at subscription are authoritative. Authorised resellers have their own catalogue.

Each bot includes a BeAI number, AI consumption, recording and automatic improvement. All voice calls share the organisation’s minutes and the same contractual rate. 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.

Create an organisation with credit or a plan

An administrator with organisation-creation permissions opens Organisations → Create: a platform administrator, or an administrator of a reseller organisation within their scope. The regular form defaults to Prepaid credit. Enter the organisation and its direct supplier; billing details can also be completed here. Beone’s technical website signup account keeps its dedicated API and gains no additional creation permissions.

If the supplier is authorised to sell subscriptions, choose Monthly subscription, select that seller’s offer, review the terms and tick the confirmation before Save. No additional administrator account, bot or existing mandate is required. Create users and bots separately when needed.

The first charge waits for a payment method (awaiting_method). Open Subscription and billing to set it up. Only the first confirmed payment activates included minutes and starts the commitment. Saving the organisation does not collect payment or reserve a number. A plan changed since it was displayed requires reviewing the updated terms.

Former Inscrire un client du site links now open this standard form.

Enable a reseller

Only a platform administrator may enable Enable online subscriptions for this reseller on a reseller organisation’s form. Beone implicitly has this capability. The seller must remain authorised and unarchived; technical Picapp organisations cannot sell subscriptions. Eligible customers are its direct, unarchived children that are not resellers.

Disabling the capability blocks new subscriptions. Existing signed contracts and their management remain available: upgrades may still use that same seller’s catalogue. The seller administrator retains access to their offers. Each seller keeps separate payment, invoicing and notification settings. Missing reseller settings never fall back to Beone credentials.

Signup from an external website

The historical POST /api/v1/website-signups workflow remains available to authorised integrations. It explicitly creates the organisation, its administrator, the initial bot and the subscription using the Mollie references required by that contract. Its validation and order tracking remain intact; it is separate from simple organisation creation.

BeAI verifies the mandate with the seller’s account. A network failure is not an invalid mandate. Activation and number preparation start only after the initial payment is confirmed.

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.

Authorised seller administrators manage their public and private plans. A customer can see their assigned contract’s conditions. 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, the seller’s invoicing flow 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. DEV uses Mollie test, isolated Odoo and test email recipients only.

Platform administrators configure Beone’s payments under Subscription settings → Payments and invoicing, or PATCH /api/v1/platform/subscriptions/settings. Authorised reseller administrators configure their own payments from their catalogue, or GET/PATCH /api/v1/organisations/{id}/subscription-settings. Mollie and Odoo keys, companies, journals and sender addresses belong to that seller. mode is test or live; live mode requires environment authorisation and remains unavailable on DEV. Keys and Odoo must match the mode. A seller’s first subscription prevents later mode changes. Stored secrets are never displayed, and saving settings never collects payment.

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 POST /api/v1/organisations, /api/v1/subscription-plans, /api/v1/website-signups, /api/v1/organisations/{id}/payment-method/import and /api/v1/organisations/{id}/subscription. seller_id selects a seller’s plan catalogue within the account’s permissions. Subscription subroutes include upgrade-quote, upgrade, cancel, undo-cancellation, retry-payment and invoices/{invoiceId}/pdf. /api/v1/credits also exposes minutes and invoices.

To create an organisation with a plan, send Idempotency-Key and the usual organisation fields, together with:

{"name":"Example client","parent_id":1,"subscription":{"plan_id":1,"plan_revision":1,"confirmed":true}}

Use the selected seller’s catalogue IDs and revision. Omitting subscription keeps creation prepaid. Another seller’s plan is refused. A reseller’s website_subscriptions_enabled flag is managed through the organisation API with the same platform-administrator permissions as in the GUI.

Supply a stable Idempotency-Key for creation with a plan, website 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 future-client prices in the organisation edit form’s Future-client prices section or GET/PUT /api/v1/organisations/{id}/voice-pricing/defaults. These prices are copied only when no explicit voice tariff is supplied at creation. Existing customers keep their prices. Missing voice prices prevent new calls without an implicit fallback. Website subscribers retain their plan’s included minutes and contractual voice rate.

Existing BeAI customers

Administrators of eligible direct customers of Beone or an authorised reseller 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 require an authorised seller administrator. The organisation, users, bots, technical configuration, existing rates 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 that seller’s comparable active public offers for eligible customers. Resellers cannot take customer plans themselves; eligible reseller customers see only their own seller’s catalogue.
• 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 seller 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.