A Billing admin in Kinabase is a user type focused solely on financial oversight - your organisation's invoices, subscription and payment details. Billing admins don't have broader system privileges, such as configuring collections or assigning roles.

See Understand User Types for how Billing admin compares to the other user types. This guide is specifically for Billing admins.

1. What can a Billing admin do?

Billing admins can...

View and download invoices
Keep a record of payments for bookkeeping, audits or internal review.
Manage the subscription plan
See your current plan, how many active users you have, and change plan.
Update payment methods
Edit billing details, such as card information or a billing address, through the Stripe billing portal.
Review usage
Check how close you are to your plan's user, storage or automation limits.

Because Billing admins are restricted to billing-related tasks, they won't see collections, roles, or other system settings. This keeps the platform secure, and makes sure each user only accesses what they need.

2. Becoming a Billing admin

To become a Billing admin, a System admin needs to assign you this user type:

A System admin opens Settings → Organisation → Users.
They select the options menu (⋯) next to your name and select Change User Type, then select Billing admin.
Sign out and sign back in to see the new Billing & Invoices section in Settings.

System admins automatically have billing access too, so you don't need to hold both user types to manage billing.

3. Accessing Billing & Invoices

Click your name in the bottom-left corner and select Settings.
Go to Settings → System → Billing & Invoices.
Your current plan and number of active users are shown at the top.
Recent invoices are listed below - click one to view or download it as a PDF.

4. Plans

Kinabase's self-service plans are Starter, Pro and Max, each with progressively more records, automations, storage and features. Some organisations are on plans that aren't sold self-service - Charity, Infinite, or Partner: Client - contact our support team if you're unsure which plan you're on.

To change plan:

Go to Settings → System → Billing & Invoices.
Click Change plan.
Select Upgrade to {Plan} or Downgrade to {Plan}, and confirm.

Upgrades take effect immediately. Downgrades and billing-frequency changes take effect at your next renewal. You can also switch to annual billing to save 10%.

Payment details and invoices are managed through the Stripe billing portal - click Add payment method or Manage payments to open it. There's no separate Kinabase-hosted checkout; everything runs through Stripe.

5. Reviewing usage

Go to Settings → System → Usage to see how many active users you have, how much file storage you're using against your plan's allowance, and whether you're approaching any limits.

This helps you:

Spot trends - see which areas of your workspace generate the most data.
Avoid surprises - get advance notice before you hit a storage or user-count limit.
Plan ahead - upgrade before a hard limit affects your team.

6. FAQs

Can I change how many user licences we have?

Licences scale automatically as you invite or deactivate active internal users - see Invite Users & Licences. There's no separate licence count to manage in Billing & Invoices.

Who can change our plan?

Both System admins and Billing admins can change plan, from Settings → System → Billing & Invoices → Change plan.

What if I need to see system logs?

Billing admins don't have access to the Event Log by default. If you need that information, ask your System admin.

Now that you're set up as a Billing admin, you can confidently handle subscription queries, download invoices, and keep payments up to date.

Need more help? Ask your System admin, or contact our support team via Help & Support.

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Billing Admin Guide