A Billing Admin in Kinabase is a user type focused solely on financial oversight - managing your organisation's invoices, subscriptions, and payment details.

They do not have broader system privileges like configuring collections

Collection

A list of records in Kinabase, similar to a table in a spreadsheet or database.

or assigning roles

Role

A grouping of permissions you assign to Colleagues to control their access in Kinabase.

This guide will help you understand exactly what you can do as a Billing Admin, how to access Billing & Invoices, and how to keep your account up to date.

There's a seperate guide on Understanding User Types that covers the differences between Billing Admins, System Admins, and Regular Users.

This guide is specifically for Billing Admins.

1. What does a Billing Admin do?

Billing admins can...

View and Download Invoices
Keep a record of monthly or annual payments for bookkeeping, audits, or internal reviews.
Manage Subscription Plans
See your current plan, how many active users you have, and any upcoming charges.
Update Payment Methods
Edit billing details, such as credit card information or billing addresses, to ensure timely and accurate payments.
Coordinate with Account Management
If you need to make significant plan changes (e.g., upgrading or downgrading), you can reach out to our Account Management Team directly from within Kinabase.

Because Billing Admins are restricted to billing-related tasks

Task

Something that needs to be done. Create and assign tasks to yourself or others, often linked to a specific Record.

, they won't see high-level system admin settings like creating collections or editing roles. 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, you must be assigned this user type by a System Admin.
If you need billing access:

Ask a System Admin to open Settings → Users.
Right-click your name (or click the options menu ⋯)
and select Make <User Name> a Billing Admin.
Once assigned, log out and log back in to see your new Billing & Invoices tab in the Settings menu.

3. Accessing Billing & Invoices

Go to Settings: From your Kinabase sidebar, click Settings at the bottom.
Select 'Billing & Invoices': Under System, look for Billing & Invoices.
View Current Plan: At the top, you'll see your plan name, plus the number of active users.
Download Invoices: In many cases, you'll see a list of recent invoices. Click an invoice to view or download it for record-keeping.

If you need to change or upgrade your plan, a link may direct you to contact our Account Management Team or your subscription provider.

Depending on your setup, you might see an option to edit billing details - like updating your organisation's address, payment method, or purchase order references. If you don't see these options or can't change them, contact our Account Management Team for assistance.

Open Billing & Invoices in Settings.
Contact the Account Management Team to make changes.

5. Reviewing Usage

In addition to viewing invoices and payment info, Billing Admins can also keep tabs on their plan's Usage. Within the same Settings menu, you'll find a Usage tab that shows how many active users you have, how much data or file storage

File Storage
Where Kinabase stores files and attachments you upload to Records, such as images or documents.

you're using, and whether you're nearing any plan limits.

This overview helps you:

Spot Trends: See which teams or collections generate the most data.
Avoid Surprises: Get a heads-up if you're close to storage or user-count caps.
Plan Ahead: Contact our team if you need to upgrade or otherwise adjust your plan before hitting a hard limit.

All Billing Admins can access this section to monitor resources proactively.

6. FAQs

Staying compliant & informed

Making sure invoices are paid on time keeps your organisation's Kinabase access uninterrupted.
Download and file invoices regularly to maintain clear financial records.
Work with System Admins if additional billing admins are needed (e.g., for a backup person or finance team expansion).

Can I change user licenses?

You can view the number of active users, but only System Admins can handle changes to user licenses.

How do I upgrade or downgrade our plan?

Only System Admins can alter your Kinabase plan.

Navigate to Settings → Billing & Invoices.
Click Change plan, from here you can choose which plan you need.

For major changes reach out to our Account Management Team to ensure a smooth transition.

What if I need to see system logs?

Billing Admins do not automatically have access to system-wide logs. If you need that information, coordinate with your System Admin, who does have access.

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

If you need further assistance - like changing your company’s plan or resolving billing issues - reach out to our Account Management Team via the link in your Billing & Invoices section.

Thank you for managing Kinabase’s financial side so your team can focus on day-to-day productivity. If you have questions or encounter any challenges, our Cambridge-based support team is here to help.

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