Seats and billing
Seats and billing is where the purchased seat quantity, the subscription and the invoices live. Stripe is the source of truth for money; this page is the safe front door to it.
What it does
Six figures across the top: purchased seats, assigned, available, reserved by invitations, the next invoice amount and the renewal date.
Change seat quantity. Type a number and click Update seats. Roadmap Flow checks the change against your own people before Stripe is called:
- Increasing is straightforward. The new quantity goes to Stripe with normal proration.
- Reducing below the number of people currently holding a licensed seat is refused, with how many seats must be released and the most recently added licensed people as the likely candidates. Nobody silently loses access at renewal.
- The minimum quantity on a Team subscription is five seats.
When a reduction is refused you can schedule it for the next renewal instead. Read that button carefully: it records your intent in the audit log and tells you the date to act on. It does not queue a change in Stripe. Release the seats before that date and apply the reduction yourself.
Subscription shows status, plan, billing period and whether it is set to cancel at period end, plus a button that opens the Stripe billing portal. Payment method, billing address, tax details and cancellation are handled there, not here.
Invoices lists your invoices with amount, status and a PDF link.
If Stripe cannot be reached, the page says so and keeps showing your seat numbers, which come from Roadmap Flow's own records and are still accurate.
When to use it
- You are growing and need more seats.
- Renewal is coming and you want to pay for what you use.
- Finance needs an invoice PDF.
- The card on file expired.
- You want to know exactly when the subscription renews.
When not to use it
- To free up a seat. Seats are released on People by suspending, unlicensing or removing somebody. This page changes what you buy, not what you use.
- To cancel. Cancellation is in the Stripe portal.
- To check whether a specific person has access. That is People.
3-minute flow
- Open Seats and billing and read Assigned against Purchased.
- If you need more, type the new number and click Update seats. It takes effect immediately and Stripe prorates it.
- If you need fewer, first go to People and release the seats — suspend, unlicense or remove.
- Come back, type the lower number and click Update seats.
- Confirm the new Purchased figure and the next invoice amount.
Best use cases
- A ten-minute pass a week before renewal: release leavers, then reduce.
- Adding five seats the day a new squad starts, rather than discovering the eleventh person cannot join.
- Handing finance a PDF without giving them access to anything else — that is what the billing admin role is for.
Common mistakes
- Trying to reduce first and release people afterwards. The reduction is refused by design. Release first.
- Reading "Schedule for next renewal" as an automatic change. It is a recorded reminder with a date on it.
- Reducing below five. A Team subscription has a five-seat minimum.
- Assuming a suspended person is still costing you a seat. Suspension releases the seat straight away; the purchased quantity is what is still costing you.
Related guide pages
Availability
Team. Reachable by the company owner and billing administrators only. A company admin cannot open this page — managing people and managing spend are separate jobs in Roadmap Flow.