How does credit charging work in Willow360

Licensing and Credits

1. Credits as Currency:
   • Willow360 operates on a credit system. Customers purchase credits, which are then used to pay for the processing of files through workflows.
   • Credits do not expire, so they can be used at any time without a deadline.
2. Trial Period:
   • New organizations start with a trial mode, which includes trial credits.
   • The trial period lasts for 1 month. If credits are purchased during this period, the organization transitions out of trial mode, and the purchased credits are added to any remaining trial credits.
   • If the trial expires without purchasing credits, the organization’s status changes to “Licence expired,” restricting access until credits are bought.
3. Purchasing Credits:
   • Credits can be purchased online through the Credits panel in the Organisation Settings.
   • Only administrators can buy credits.
   • Payments are processed via Stripe, and users can choose their preferred currency during the first purchase.
   • Users can save their credit card details for future purchases and manage their payment details through Stripe’s Customer Portal.

Workflow Costs

1. Base Cost:
   • Each workflow has a base cost of 1 credit.
2. Action Costs:
   • The total cost of a workflow is the base cost plus the sum of the costs of all actions within the workflow.
   • Most actions cost 0 credits, but some premium actions, like WillowSign, cost more (e.g., WillowSign costs 3 credits).
3. Calculating Costs:
   • When files are added to a workflow, the total cost is calculated as the number of files multiplied by the workflow cost.
   • If there are not enough credits, the entire batch of files is rejected.
4. Credit Reservation and Spending:
   • Credits are reserved as soon as files enter a workflow to ensure that all files can be processed successfully.
   • Credits are only spent after an action is completed. If a file is deleted before completing an action, only the credits for the completed actions are spent, and the reserved credits for future actions are returned.
5. Handling Failures and Restarts:
   • If a file fails without a retry option, the spent credits are returned, and reserved credits are released.
   • If a workflow is edited and files are restarted, they are treated as new files, and credits are deducted accordingly.

Notifications and Warnings

1. Low Credit Warnings:
   • When less than 10% of the total credits remain, a warning email is sent to the dealer and all administrators.
   • This warning is repeated every 7 days if more files are added without replenishing credits.
2. Zero Credits:
   • When credits reach zero, a notification email is sent to all administrators.
   • A “Zero credit” bell notification appears for all administrators, leading to the Edit Organisation Settings Screen.
   • A “No credits left” pop-up is shown after every login to all administrators and workflow creators.

This system ensures that organizations can manage their workflows efficiently while keeping track of their credit usage and replenishment needs.