# Billing, licenses and auto-upgrade explained > Canonical page: https://briefcase.so/articles/billing-licenses-and-auto-upgrade-explained > Briefcase content index: https://briefcase.so/llms.txt Billing, licenses and auto-upgrade explained. This guide explains how Briefcase billing works end-to-end - the tier-based pricing model, how billable documents. This guide explains how Briefcase billing works end-to-end - the tier-based pricing model, how billable documents are counted, what billing quarters mean, how to assign licenses to connections, and how **auto-upgrade** keeps your accounts accessible without surprise per-document fees. * * * ## Pricing model at a glance Briefcase uses a tier-based license model. Every connection (client/entity) needs a license assigned to it. Each tier has the same full feature access and unlimited users - the only difference is the quarterly billable-document allowance. - **Low** - up to 75 billable documents per quarter - **Medium** - up to 250 billable documents per quarter - **High** - up to 750 billable documents per quarter - **Ultra** - up to 1,500 billable documents per quarter See current pricing on the [pricing page](https://briefcase.so/pricing?for=accountants). ![image.png](https://kb-assets.briefcase.so/support-kb/1235396734/0-1778598409396-image.png "image.png") * * * ## What counts as a billable document? Only documents that have been actioned in your ledger count. Items still in review, duplicates and archived items do not count. - **Published invoices, receipts and credit notes** - 1 billable document each - **Exported bank statements** - 2 billable documents each - **Reconciled supplier statements** - 2 billable documents each **Usage vs billable documents.** The usage figures shown on the dashboard won't always match the billable-document count on the billing page. Usage counts every document uploaded; the billing page counts only documents that have been published, exported or reconciled. Time periods may also differ (e.g. last 90 days vs your specific billing quarter). * * * ## Billing quarters Quarterly limits are measured against **your subscription's own quarter**, not the calendar quarter. - Your quarters run from your **subscription start date** (e.g. if you started on 1 November 2025, your quarters are Nov-Jan / Feb-Apr / May-Jul / Aug-Oct). - The billing page shows up to 4 quarters of historical document data so you can see trends. ![Screenshot 2026-05-12 at 16.08.25.png](https://kb-assets.briefcase.so/support-kb/1235396734/1-1778598573927-Screenshot2026-05-12at16.08.25.png "Screenshot 2026-05-12 at 16.08.25.png") * * * ## Assigning licenses to connections Every connection needs a license to be accessed. You can manage assignments from **Settings > Billing**. 1. Go to the [billing page](https://app.briefcase.so/settings?tab=billing). 2. Find the connection you want to assign in the licenses table. 3. Pick a tier (Low / Medium / High / Ultra). If you don't have an unassigned license at that tier, Briefcase will flag it as a **pending change** to your license counts and prompt you to confirm the subscription update. 4. Confirm to apply - prorated charges (if any) hit your subscription that day. **Connections without a license** lose product access until you assign one. They also won't be auto-upgraded. * * * ## Auto-upgrade Auto-upgrade keeps connections inside their license limit without you having to monitor usage manually. When a connection goes **10% over** its quarterly limit, Briefcase will automatically upgrade it to the next tier that fits its volume. ### How it works 1. A connection's billable documents tick past 110% of its tier limit (e.g. 83+ documents on a Low license). 2. Briefcase tries to use an **unassigned license** already on your subscription at the right tier and reassigns it to that connection. 3. If you don't have a spare, Briefcase **upgrades your license** to the next tier. You're charged a prorated amount the same day. 4. Billable actions on the connection resume immediately - no interruption. ### Turning auto-upgrade on or off Toggle auto-upgrade any time from the [billing page](https://app.briefcase.so/settings?tab=billing). Only admins can change this setting. ### What happens if I opt out? If auto-upgrade is off and a connection hits its quarterly limit, the following **billable actions are blocked** until you manually upgrade the connection's license: - Publishing invoices, receipts or credit notes - Exporting bank statements - Reconciling supplier statements You also lose the 10% buffer that auto-upgrade applies - actions are blocked at 100% of the limit rather than 110%. * * * ## Downgrades You can reduce subscription license counts at any time, subject to your plan's minimums. - Per-connection downgrades are **blocked if the connection has already exceeded the lower tier's quarterly limit**. For example, a connection on Medium that has published 100 documents this quarter cannot be downgraded to Low (which has a 75-doc limit). - If you want to downgrade a connection that's over its target tier's limit, wait until the next billing quarter. * * * ## Who can manage billing Only **admins** can: - View the billing page - Buy, upgrade or downgrade licenses - Assign or unassign licenses to connections - Toggle auto-upgrade on or off - View past invoices and update payment details You can change who has admin access on the [organisation settings page](https://app.briefcase.so/settings?tab=organization). * * * ## FAQs ### How are auto-upgrades billed? Prorated charges are applied to your Stripe subscription the same day the upgrade happens. You can see the breakdown on your next invoice. ### What if a connection is only a few documents over the limit? Auto-upgrade only triggers at **10% over** the quarterly limit, so small overages don't cause a tier change. For example, a Low connection won't auto-upgrade until it crosses 83 billable documents (110% of 75). ### Can I turn auto-upgrade off later? Yes. You can toggle auto-upgrade on or off any time from the [billing page](https://app.briefcase.so/settings?tab=billing). If you turn it off, connections that hit their quarterly limit will have billable actions blocked until you manually upgrade them. ### What counts as a "billable document"? Published invoices, receipts and credit notes count as 1 each. Exported bank statements and reconciled supplier statements count as 2 each. Items in review, duplicates and archived items don't count. ### Why doesn't my usage match my billable document count? Usage on the dashboard counts every document **uploaded**, while billable documents on the billing page count only documents that have been **published, exported or reconciled**. The time period may also differ - usage often shows the last 90 days, while billing uses your specific subscription quarter. ### When does my billing quarter reset? Your quarters run from your subscription start date, not the calendar quarter. You can see your current quarter's dates on the billing page. ### What happens if a connection has no license assigned? The connection loses product access until you assign a license, and it won't be auto-upgraded. Assign one from the [billing page](https://app.briefcase.so/settings?tab=billing). ### What is a "pending change" when I assign a license? If you assign a tier where you don't currently have an unassigned license available, Briefcase flags it as a pending change. You'll be prompted to confirm the subscription update before the new license is purchased and assigned. ### Why can't I downgrade a connection? You can't downgrade a connection if it has already exceeded the lower tier's quarterly limit. For example, a Medium connection that has published 100 documents this quarter can't be downgraded to Low (75-doc limit). Wait until the next quarter to make the change. ### Who can manage billing in my organisation? Only admins can view the billing page, buy or change licenses, and toggle auto-upgrade. Change admin access on the [organisation settings page](https://app.briefcase.so/settings?tab=organization). * * * Got a question we haven't covered? Email [support@briefcase.so](mailto:support@briefcase.so).