> ## Documentation Index > Fetch the complete documentation index at: https://conveo.ai/docs/llms.txt > Use this file to discover all available pages before exploring further. # Billing > Understand billing account permissions, spend balances, approval, allocations, and statements. Open **Settings → Organization → Billing** to review the billing accounts available to you, their balances, and their statements. Your organization's billing arrangement determines the available payment methods and which usage is covered by a contract. ## Billing Accounts Billing accounts separate budgets and spending access. A study's billing account determines where eligible study spending is recorded. Review that account before launching recruitment or analysis. An organization admin can rename an account through its account controls. Contact Conveo to create or remove a billing account; these operations are currently managed by Conveo. An Approver or Manager can approve spending on an account. A Requester must request approval where required; approval is not implied by having Editor or Full access to the study. Someone who can approve the account can launch directly when the remaining launch requirements are satisfied. ### Access Levels | Access level | View transactions | Request spend | Approve spend | Manage account access | | ------------ | ----------------- | ------------- | ------------- | --------------------- | | Manager | Yes | Yes | Yes | Yes | | Approver | Yes | Yes | Yes | No | | Requester | Yes | Yes | No | No | Organization admins automatically have Manager access on the organization's billing accounts. Individual or team account grants are separate from organization and study roles. The Stripe **Manage invoices & billing details** portal requires organization-admin access, rather than only account Manager access. **Purchase-order requirements:** the organization can require a PO number by default. An organization admin can configure an account to inherit that default or require or waive the PO number for studies billed to that account. When required, supply the study's PO reference before requesting approval or launching the relevant paid work. ## Spend balance Balances and spending are expressed in USD. The applicable billing mode controls whether study usage deducts balance or is covered by contract. Launch checks can also take existing allocations into account, so the account's available balance matters as well as its top-up history. ### How to Top Up Your Balance The **Top up credits** section shows the payment method supported by your organization: * **Online payment:** select the available amount or package and choose **Top up** to proceed through Stripe. Review the checkout before confirming payment. * **Assisted top-up:** use **Chat with us** to arrange a credit purchase with Conveo when online payment is unavailable. Confirm the invoice and crediting arrangements with the team. After payment processing, check the account statement for the top-up. If a payment appears missing, contact support with its reference rather than paying again solely because the page has not refreshed. ## Credit expiry A billing account can have its own credit expiry date. Credits remain valid through that date in UTC. An account without an expiry date does not inherit one automatically from the organization’s subscription. Contact Conveo about the dates and terms applying to your account. Conveo can show an upcoming-expiry notice for an account you can access within 90 days of expiry. If you use several accounts, the notice can concern an account other than the one currently selected. Check the relevant account before planning spend. After expiry, a daily process removes the positive available balance and records a **Credit expiry** transaction. The calculation excludes pending and reserved recruitment allocations; expiry is not a second charge for that allocated recruitment. A submitted partner-panel final amount still awaiting approval delays the process. Unbilled analysis does not protect unused credits from expiry, so later analysis can encounter insufficient balance. Pay-and-go balances do not expire through this account-expiry process; access under those plans follows subscription status. ## Feature-based pricing Study analysis can include a base per-minute rate and additional multipliers for enabled analysis capabilities. The effective rates depend on the account's pricing configuration; a suggested or historical rate is not a universal current price. Changing to updated pricing can also enable feature-based charges and metered Talk to Your Data usage. Review the applicable allowance, rates, and account balance when your arrangement changes. Configured feature uplifts add together. For example, two hypothetical uplifts of 10% and 20% produce a 30% uplift on the applicable base amount. Advanced video-analysis tracks, event detection, and Video Resonance are capabilities that can participate in this pricing. Video Resonance uses a study-level setting, while some other capabilities are configured through questions. The billable feature set is captured when an interview is created; changing study feature settings later does not rewrite that interview's captured feature set. Review the applicable price information and enabled features before launching analysis. [Talk to Your Data usage](/docs/settings-and-management/talk-to-your-data-usage) follows its own allowance and overage rules. ## Estimate a study before launch Open **Settings → Organization → Pricing calculator**, where available. Select a billing account you can read, enter the participant count and estimated interview length, and select the intended capabilities. The calculator applies the selected account's pricing version and negotiated AI discount, with applicable feature uplifts. Availability can be disabled for an organization; a missing calculator does not mean your account has no billing arrangement. Turn on **Include recruitment** to add recruitment assumptions. Integrated-panel estimates use the entered incentive per minute, provider fees, and commission; third-party estimates use the entered per-participant price and flat fee with the applicable commission. **Custom / self-recruited** adds the amount you enter, while **Bring your own** contributes no Conveo recruitment charge to this estimate. Costs paid outside Conveo still need their own budget. Treat the result as a planning estimate, not a final quote, funding approval, or reservation of participants. Actual interview durations, recruitment configuration, provider quotes, and billable features can change the final amount. Review the launch breakdown and account requirements before committing spend. **Export estimate as PDF** saves the current estimate for discussion. If you can create studies, **Create study from this estimate** creates a draft with the target participant count and selected capabilities, and associates the accessible billing account. It does not launch recruitment or build a finished questionnaire. Complete the guide, check feature availability and settings, set up recruitment, and test the study before launch. ## Allocations Allocations show expected recruitment spending that has not yet become a settled charge. The statement distinguishes: * **Pending:** completed, eligible participants whose payment or charge is not yet resolved. * **Reserved:** remaining expected recruitment against the panel target. For supported provider panels, active-panel calculations use the larger of the original target and completed eligible participants, less resolved participants. Paused or completed panels use completed eligible participants rather than reserving the unfilled target. Self-recruited panels paying incentives through Conveo also produce allocations for their configured incentives. Payments that settle or are released stop contributing to the unresolved amount. Quote-priced partner panels use their quote and transaction flow instead of this per-participant allocation calculation. Allocations are recalculated from recruitment and payment state. They are not an extra charge on top of the corresponding settled transaction. Review pending amounts if a panel is finished but its account still shows allocated spend. ## Transaction History Review the account statement to reconcile top-ups, usage, corrections, and recruitment costs. Expand available details to understand the associated study or activity. Use **Export CSV** for an offline copy of the account's transaction data when available. The statement can also show allocations alongside transactions. Distinguish actual charges from pending and reserved amounts when comparing the statement with invoices. ### Quick References * Confirm the study's billing account and PO reference before requesting approval. * A sufficient prepaid balance may be required; contract-covered arrangements follow their configured rules. * Billing permissions do not automatically grant editing access to every study. * [Talk to Your Data limits](/docs/settings-and-management/talk-to-your-data-usage) apply across the organization, even when several billing accounts exist. Contact [support@conveo.ai](mailto:support@conveo.ai) for billing arrangements or a statement entry you cannot reconcile. For partner recruitment using quotes, see [quote commitments and final-cost approval](/docs/setup-to-launch/partner-panel-quotes).