Billing, Plan Limits, and Account Recovery

Billing is the least interesting part of running a restaurant until it stops something. A manager tries to invite a new waiter on a Friday afternoon and gets an upgrade prompt. An owner's card expires while they are travelling and the renewal fails. Neither is hard to fix, but both take longer when nobody knows who is supposed to fix them.

This guide explains how plans and limits work in Wox, what happens at each stage of a failed payment, and the exact steps to restore access. Treat it as an incident playbook: short, owned, and checked afterwards.

How plans and limits work

Wox has four plans: Free, Starter, Growth and Enterprise. Paid plans start from 99 ₾ a month, and the QR menu is included on every plan, Free as well. Each plan sets two kinds of limits.

• Capacity limits cap how much you can set up, such as locations, storage areas, items, vendors and team seats.
• Monthly usage limits cap how much you can do in a month, such as AI requests, menu scans and invoices. They reset with each new month.

Some features are tied to a plan rather than a number. Wox Analyst, the AI assistant, is not part of the Free plan, and several deeper reports need Growth or above. The pricing page lists every limit by plan.

You can see where you stand at any time under Settings, then Subscription, in the Plan Usage section. It shows your team seats, locations, storage areas, items, vendors and monthly invoices against the plan's limits.

Name a billing owner and a backup

Only the workspace owner and admins can change the plan, update the card or restart a subscription. Everyone else sees a message asking them to contact the owner. That is correct for security, but it means the restaurant depends on one or two people being reachable.

• The billing owner handles plan changes, card updates and recovery. Receipts are emailed to the workspace owner after every payment.
• A backup admin can act when the owner is away, on holiday or simply asleep.
• Location managers write down what was blocked and when, so nothing is forgotten once access returns.
• Shift leads know to pass any billing message straight to the owner instead of retrying or logging out.

wox.ge

Wox

Team

5 members · 3 locations

+ Invite

AK

Alex K.

Owner

alex@downtown.com

All locations

JR

James R.

Manager

james@midtown.com

Midtown

MS

Maria S.

Chef

maria@downtown.com

Downtown

SP

Sam P.

Line Cook

sam@downtown.com

Downtown

NT

Nina T.

Sous Chef

nina@midtown.com

Midtown

Check usage before the busy weeks

Limits rarely bite on a quiet Tuesday. They bite in the week before New Year, during the summer season in Batumi, or when a second location opens and twelve new staff need accounts on the same day. A five-minute check in the weekly operations meeting avoids most surprises.

1. 1Open Settings, then Subscription, and look at Plan Usage.
2. 2Note any limit above roughly 80 percent, especially team seats, locations and monthly invoices.
3. 3Revoke invitations that will never be accepted and remove staff who have left, which frees their seats.
4. 4If you still expect to run out during the busy period, change plan in advance rather than in the middle of service.

First, find out what kind of block it is

Before anyone pays for anything, confirm what is actually wrong. Three different situations look similar to staff, and each has a different fix.

• A plan limit shows as an upgrade prompt on the action you tried, such as adding a location or scanning a menu. The rest of the app keeps working.
• A billing problem shows as a payment banner at the top of the app or as the Billing access blocked screen.
• A role problem shows as a missing button or a permission message, and other people can still do the same action. That is fixed in team roles and permissions, not in billing.

When a payment fails

Paid plans renew automatically from the card saved on the bank's secure payment page. If a renewal is declined, the subscription becomes past due. Nothing is switched off at that point: paid features stay on, and a banner explains that the last payment failed and when the next attempt will be.

Wox retries the charge one, three and seven days after the failure. If all retries fail, the workspace moves to the Free plan. Your data is kept, but features and limits fall back to what Free includes, so it is much better to fix the card while the banner is still showing.

1. 1When the payment-failed banner appears, the owner or an admin selects Update card from the banner or from Settings, then Subscription.
2. 2Enter the new card on the bank's secure payment page and confirm.
3. 3Read the confirmation carefully: updating the card charges the monthly fee straight away, and the billing period either extends or restarts from today.
4. 4Check that the banner has gone and the subscription status shows as active.

A failed payment is not an outage, as long as someone acts on the banner before the last retry.

Recovering a blocked workspace

If billing is inactive, Wox sends protected pages to the Billing access blocked screen. Profile, security settings and support stay open, so staff can still reach help. The screen shows the current status and what the owner can do next.

1. 1Sign in as the workspace owner or an admin and open the Billing access blocked screen.
2. 2Check the status shown, such as past due, canceled or a trial that has ended.
3. 3Choose a plan and select Start subscription, or select Activate Free plan if you want to continue without a paid plan for now.
4. 4Complete the card payment on the bank's secure page and wait to be returned to Wox.
5. 5If the screen still shows the old status, select Refresh status. Only the owner or an admin can do this.
6. 6If access is still blocked after a refresh, contact support with the workspace name and the time of the payment.

After access returns

Recovery is not finished when the screen clears. Anything that was interrupted may not have been saved, and the team will assume it was.

1. 1Open each workflow that was blocked, such as inventory counts, menu edits or reports, and confirm it loads and saves.
2. 2Re-run actions that were interrupted, for example an invitation that failed or a count that was not submitted.
3. 3Tell location managers that access is back and ask them to check their own lists of interrupted work.
4. 4Write a two-line note of what happened and what will prevent it next time, such as a backup card or a second admin.

Changing plan or canceling

You can switch plans or cancel under Settings, then Subscription. After canceling, paid features stay on until the end of the period you paid for, then the workspace moves to the Free plan, and you can resume at any time before that date. If the subscription is already past due when you cancel, the move to Free happens immediately. Your data stays in place either way.

If the plan price changes, Wox will ask you to update your card to confirm the new monthly amount rather than charging it silently.

Common mistakes and how to fix them

An unclear billing owner is the most common cause of a slow recovery; name one person and a backup today. Checking limits only when something is blocked is the second; put Plan Usage on the weekly agenda. The third is assuming everything is fine once the screen clears; check the interrupted workflows straight away. For other access problems, see troubleshooting.