Echo Labs provides comprehensive billing tools for groups of every size: from individuals to large scale institutions. Whether you're on a prepaid credit system or pay as you go, you can track spending, manage payment details, and configure how charges are organized.
There are two places to manage billing: the new Billing tab in Profile (for quick overview and settings changes) and the dedicated Invoicing page under Organization (for detailed invoice management).
The Billing Tab
Access billing configuration from your user menu: Profile > Billing.
Your Balance and Rates
At the top, you'll see your organization's key financial information:
Billing start date —When your account began (used for calculating averages and historical reports)
Caption rate —Your price per minute for captioning
Bundle rate —Your price per minute for captions + audio description
If you're on a prepaid credit system, your current balance displays prominently with a visual indicator showing how much remains.
Live Credit Counter
For prepaid organizations, your remaining credit balance appears in the sidebar as you navigate the platform.
The counter updates in real-time as you upload and process videos. Click Manage to jump directly to billing settings.
When your balance runs low, the indicator changes color to warn you. If your balance can't cover upcoming invoices, you'll see exactly how much to add.
Adding Funds
Click Add Funds to top up your prepaid balance via Stripe. You can also contact support@el.ai for different payment methods.
Enter the amount you want to add. After completing payment, your balance updates immediately and you'll receive a confirmation.
Billing Configuration
Billing Contact
You can change the email address that receives invoices and payment reminders. Simply click the billing contact card to update the email. This connects directly to your Stripe customer record, so invoice delivery updates automatically.
You can change this anytime. Only admins have permission to modify the billing contact.
Purchase Order Number
If you'd like, you may also add a reference PO number that appears on all your invoices. This will be automatically pre-filled for you if you joined the platform with a PO at the start.
Simply enter your organization's relevant purchase order number and click Save. This number syncs to Stripe and appears on every invoice going forward.
Useful for organizations that require PO numbers for procurement tracking or departmental accounting. Only admins can update this field.
Invoice Grouping
Configure how your charges are organized into invoices. This affects invoice structure and is especially useful for departmental chargebacks or cost allocation.
Organization — One consolidated invoice for all activity. Every video your organization processes appears on a single monthly invoice. Simplest option for centralized billing departments.
Per Folder — Separate invoices for each folder's content. If your Biology department and Engineering department each have folders, you'll receive separate invoices for each at the same billing email. Perfect for chargebacks or when different departments pay from different budgets.
Per User — Invoices grouped by who uploaded the videos. Each person's uploads generate a separate invoice. Useful for tracking individual spending or when multiple departments share an organization account.
Select your preferred grouping and click Save Changes. This affects future invoices—past invoices remain unchanged.
Only admins can modify invoice grouping.
Transaction History
If your organization uses a prepaid ledger, the transaction history appears in the Billing tab.
The ledger shows every financial event:
Deposit — Funds you've added to your balance
Usage — Charges for video processing as they occur
Adjustment — Manual corrections (refunds, credits, billing corrections)
Refund — Credits returned to your balance
Each entry shows the date, type, description, and amount. Positive amounts increase your balance (deposits, refunds). Negative amounts decrease it (usage, adjustments).
This gives you a complete audit trail of all financial activity on your account.
The Invoicing Page
For detailed invoice management, navigate to Invoicing from the Organization section in your sidebar.
Invoice Overview
At the top of the invoicing page, you'll see summary metrics:
Outstanding — Total amount due on unpaid invoices
Paid (all time) — Everything you've paid since your billing start date
Upcoming — Estimated charges for unbilled videos in the current period
Monthly average — Your average monthly spend, calculated from billing start date to present
These metrics update automatically as you process videos and pay invoices.
Invoice List
Below the metrics, all your invoices appear in chronological order (most recent first).
Each row shows:
Invoice number and subtitle (folder/user grouping if applicable)
Created date
Due date
Total amount
Status badge (Paid, Open, or Overdue)
Action buttons
Invoice Details
Click any invoice to see its line items and included videos.
The detail modal shows:
Complete breakdown of charges
Which videos are included
Duration and cost per video
PO number (if set)
Payment status and history
From here, you can download the invoice PDF or pay if it's outstanding.
Generating Invoices
For prepaid organizations, you may click Generate Invoice to create an invoice for unbilled videos in advance of your regular timeline.
The system shows you exactly what will be invoiced: video count, total duration, and estimated cost. Confirm to generate the invoice, which then appears in your invoice list and syncs to Stripe.
Most organizations don't need to manually generate invoices — they're created automatically at the end of each billing period.
Paying Invoices
For open invoices, click Pay to open the Stripe payment page. Complete payment there.
If your balance is sufficient, the invoice may be automatically covered by your prepaid credits. These invoices show a "Covered by balance" indicator.
After payment, the invoice status updates to Paid and you'll receive a receipt via email.