Mays bills your organization in one of two ways: one subscription and card for the whole organization, or a separate subscription and card for each location.
Centralized (the default) | Per location | |
|---|---|---|
Who pays | The organization, with one card | Each location, with its own card |
Where you manage it | Settings → Billing | Each location's Billing & Credits tab |
Your plan level (for example Basic or Pro) | You choose it under Settings → Billing | Mays sets it for you, and can give each location its own |
Buying AI credits | For all locations at once, or for one location | For one location at a time |
Mays sets up the billing model. You can't switch it yourself. If you'd like each location to pay on its own, or you want to move back to one bill, write to Mays support.
Centralized billing
Everything happens under Settings → Billing (admins):
- Pick or change your plan on the plan cards. See Plans, the free trial and locked modules.
- Manage Subscription at the top of the page appears once you're subscribed. It opens your billing account on Stripe, our payment provider. There you can update the card on file and see past invoices.
- Buy Credits (All Locations) buys an AI credit pack that's split across your locations. See AI credits.
You can also buy credits for a single location from its Billing & Credits tab. The organization's card pays, and the credits go to that location.
Per-location billing
With per-location billing, the credit packs disappear from Settings → Billing. The page says so:
Each location subscribes and pays from its own tab:
- Go to Locations & Users → Locations and open the location.
- Open the Billing & Credits tab.
- Use the buttons under the credit balance:
- Buy Credits buys an AI credit pack for this location.
- Subscribe to … starts this location's monthly subscription in Stripe's checkout. The button names this location's package and its price, for example Subscribe to Pro · $99/mo. Companies with custom pricing see their own package names and prices instead. If your organization's plan level can't be bought, the button isn't shown: write to Mays support.
- Active replaces Subscribe to … once the location pays, with the package it's billed for, for example Active · Pro · $99/mo. If Mays has assigned it a package it hasn't moved to yet, you also see Change to … (see below).
- Manage Card opens this location's billing account on Stripe. There you can update its card and see its invoices.
If this location already has a card on file, Mays asks you to confirm the payment with that card instead. Choose Use a different card to enter another one. Have a promotion code? Choose Use a different card — you can enter it on the next page.
Have a promotion code from Mays? Enter it with Add promotion code on Stripe's checkout page, before you confirm. Each location's subscription uses the code on its own.
After paying, you come back to the tab with Payment received — your subscription is now active. The location gets its plan's monthly AI credits straight away.
Which plan does a location pay for? Each location can have its own package. Mays sets it. The package also decides which features the location has: see Features per location. The location's Billing & Credits tab shows its package and price, for example Package: Pro · $99/mo. A location pays for its own package if Mays set one, otherwise your organization's package (plan level). Mays sets your packages and prices for custom pricing. When the location already pays, its tab shows Active with the package and price it's billed for, for example Active · Pro · $99/mo, and never a Subscribe button. If a monthly payment failed, it also says Payment failed — update the card: use Manage Card. When Mays changes the package of a location that already pays, its subscription moves to the new package straight away, with no second subscription, and Stripe prorates the difference on its next invoice. A Change to … button appears only when Mays has assigned a package that the location hasn't moved to yet. Then Active still shows what it's billed today, the new package reads Assigned package: Downtown Pro · $99/mo (applies when you change), and the button reads Change to Downtown Pro · $99/mo. Change to moves the subscription the same way: straight away, prorated on the next invoice. If your organization's package differs from what a paying location is billed for and Mays hasn't assigned it to that location, the tab shows it as Organization package: … for information only; the location keeps its current package until Mays assigns another.
Changing the plan level: with per-location billing, Settings → Billing has no Upgrade buttons. Ask Mays support to move your organization to another plan. A location that already pays keeps its current package (its price and its monthly AI credits): a new plan level never changes a live subscription. Locations that subscribe after the change get the new package. To move a location that already pays, ask Mays to give it the new package: its subscription moves to that package straight away, and Stripe prorates the difference on its next invoice.
Each location's free trial
When per-location billing is switched on, every location that isn't subscribed yet gets its own 30-day AI trial. Mays then emails the location's billing contact and your admins:
When | |
|---|---|
AI trial ends in 3 days for {location} | About three days before that location's trial ends. |
AI paused for {location} (Trial ended) | The trial ended without a subscription. AI features stop at that location until it subscribes. |
Payment failed for {location} | A monthly payment didn't go through. AI pauses at that location until it's paid, so update the card with Manage Card. |
AI paused for {location} (Subscription canceled) | The subscription was canceled. Subscribe again to turn AI back on. |
Each email has a link to the location's Billing & Credits tab.
Receipts and invoices
- After every payment, whether for a plan or for credits, Mays emails a Payment received — … receipt. For a location's payment, it goes to the location's billing contact and to every admin. For an organization payment, it goes to the admins.
- A location's billing contact is its Billing email, set on the location's Basic Info tab. If that's empty, Mays uses the location's Email. See Add and manage locations.
- Invoices are on Stripe: open them with Manage Subscription (centralized) or Manage Card (per location).
- Recent Purchases at the bottom of Settings → Billing lists your latest credit purchases.
Good to know
- Settings → Billing is for admins. Managers can open the Billing & Credits tab of the locations they're assigned to.
- A location's managers pay for their own locations. Buy Credits, Subscribe to … and Manage Card on a location's tab need the Pay for and buy AI credits for their own locations permission, which managers have by default, and work only for the locations they're assigned to. Admins can pay for every location.
- Organization billing is for admins. Manage Subscription, the plan buttons and Buy Credits (All Locations) under Settings → Billing need Edit organization settings, which only admins have by default.
- Anyone without the right permission sees the balance and usage with an Ask an admin note instead of the buttons. Employees can't pay for anything. See Roles and permissions.
- With per-location billing, each location keeps one card on file. It's used for every purchase at that location: plan, AI credits, AI receptionist and signage. Change it with Manage Card. With centralized billing, the organization's one card on file pays for every purchase, add-ons included. Change it with Manage Subscription.
- On the Enterprise annual plan? A location your agreement covers shows Enterprise annual plan on its Billing & Credits tab instead of Subscribe to … and Manage Card. You can still buy AI credits for it. See Paying for the Enterprise annual plan by ACH, wire or Zelle.
- Mays never stores your card. Stripe handles card details, both at checkout and when you update your card.
- Changing your receipt's look or wording: the Payment confirmation email can be branded under Settings → Email Templates. See Branding customer emails.