This article is intended for administrators.
This article walks you through setting up your billing profile, choosing a license subscription, managing your payment card and ordering the AI assistant, so you can keep using Aptien to the full after your trial ends.
Activating a subscription gives you uninterrupted access to your data and all the features you have come to like during the trial.
How to set up licenses and payments
Go to Administration (the gear icon) and select Manage Billing in the left menu. You will find these tabs:
- Overview – subscription status, next payment date and a summary of your license, additional access and add-on subscriptions (e.g. the AI assistant).
- Billing Details – your billing profile (company details and billing address).
- My Subscription – license, billing period and license payment method.
- AI subscription – ordering and managing the AI assistant subscription.
- Payment Methods – the payment card for your license and add-on subscriptions.
Setting up a license takes two main steps:
- Filling in your billing details (creating a billing profile).
- Choosing and confirming a plan (configuring the subscription).
Step 1: Fill in your billing details
If you are new to Aptien and using the trial version, the Overview tab shows when your trial ends and when your subscription starts.
Steps:
- Go to the Billing Details tab.
- In section 1. Billing Details, fill in the company name, billing email, phone, tax ID, company registration number, country and invoice language. If needed, add a custom order number.
- In section 2. Billing Address, fill in your registered address.
- Click SAVE CHANGES.
Note: You cannot continue to choose a subscription without your billing details. If you try to open the My Subscription tab without them, the system will let you know.
Your payment card is no longer entered in the billing profile – you manage it on the separate Payment Methods tab (see below).
Step 2: Choose and configure your subscription
Once your billing details are saved, go to the My Subscription tab. The order wizard starts.
1. Billing Cycle and currency
In the first step of the wizard, choose:
- The currency you want to pay in (CZK, EUR, GBP, USD).
- The billing period (monthly, quarterly, semi-annually, annually).
Tip: With an annual subscription you get 1 month free.
Click CONTINUE to proceed.
2. Subscription Setup
In this step you define the scope of services:
- User Management: Choose the plan you need (e.g. Company Premium) and set the number of user licenses with the + and - buttons, or type the number.
- Additional Access: If needed, enable portal access for employees or external collaborators (3 users are included in the license for free).
- Storage & Cloud: Add extra space for your files or purchase the Private cloud service.
- Add-ons & Plugins: Enable advanced features (e.g. data boxes). These features may change or be added over time.
The Order Summary panel on the right shows the price excluding VAT in real time. If everything is correct, click CONTINUE TO SUMMARY.
3. Order Summary and confirmation
Check the final overview of ordered services, the selected billing period and the total price excluding VAT.
- If you need to change something, use the BACK button.
- To complete and activate the subscription, confirm it.
The AI assistant is not part of the license – you order it separately on the AI subscription tab (see below).
Active subscription overview
Once confirmed, the My Subscription tab shows a detailed overview of your current plan:
- When the next payment will be made.
- The selected billing period.
- A breakdown of active products and their quantities.
- The total price excluding VAT.
You can change your subscription at any time with the Edit Subscription button.
Licence payment method
On the My Subscription tab, in the Licence Payment Method section, you choose how you will pay for your license:
- Bank Transfer – the invoice is sent by email, due in 14 days.
- Card – the payment is charged automatically when the subscription renews.
Payment methods
On the Payment Methods tab you manage the payment card used for your license and add-on subscriptions (e.g. the AI assistant). For the card you can see its expiry date and what it is used for (Licence, Add-ons).
- Change – enter a new card. A new card replaces the old one everywhere it is used.
- Remove – remove the card.
Tip: You can pay for the license by bank transfer and use the card only for add-on subscriptions such as the AI assistant.
How to order the AI assistant
The AI assistant answers your employees' questions over your company documentation (e.g. policies). It is paid with a separate monthly subscription, independent of your license, and charged to your payment card.
Note: The AI assistant cannot be ordered in the trial version. Activate your license subscription on the My Subscription tab first.
Steps:
- Go to Administration → Manage Billing → AI subscription.
- In the Choice of assistant step, choose the security type Standard (cloud solution). The Private and Local variants are coming soon. Click CONTINUE.
- In the Price plan step, choose a plan based on how intensively you will use the assistant:
- Essential Support – for smaller teams and occasional questions over the documentation,
- Part-Time Work – for regular use across the whole company,
- Full-Time Work – for intensive use and large volumes of documents.
- Check your payment card. To pay with a different card, click Change card.
- Click ORDER AND PAY.
The paid plan shows in the AI assistant overview within 10 minutes of the payment.
How credits work
Each plan includes a monthly credit limit. The subscription renews automatically every month by card payment, and so do the credits for the next period.
Credits are not topped up automatically. If you use up the monthly limit, the assistant stops answering until the next period starts, or until you top up credits manually with the TOP UP CREDITS button in Administration → AI assistant.
In Administration → AI assistant you will also find:
- usage in the current period (how much of the monthly limit is used, alert at 80 %),
- an overview of your AI subscription (plan, renewal date, data protection, payment),
- assistant settings – daily question limit per user, data protection level and conversation history,
- usage by day, by user and by purpose.
Cancelling the AI subscription
On the AI subscription tab, expand More subscription options:
- Cancel Subscription – the subscription is not renewed. The assistant answers until the end of the paid month, then it stops.
- Cancel Immediately – the subscription ends right away.
