Admin & Billing Guide

Audience

This guide is for workspace administrators, finance leads, and operations owners.

Admin responsibilities in Kraal

Admins typically own:

• User access and role alignment.
• Client/workspace access boundaries.
• Operational readiness for onboarding and recurring workflows.
• Billing visibility and service continuity.

User management fundamentals

For the full breakdown of who can invite teammates, what each role can do, and how client-scoped access works, see Team, Roles & Permissions.

Recommended policies:

• Grant least-privilege access by default.
• Use invitation-based onboarding where possible.
• Remove or disable access promptly for offboarded users.
• Review permissions regularly.

Workspace governance checklist

• [ ] Correct users have correct client access.
• [ ] Sensitive workflows are role-gated.
• [ ] Review/approval expectations are documented.
• [ ] Critical tasks have clear ownership.

How Kraal billing works

Kraal bills your firm per client, with your whole team included at no per-user charge.

• Pricing bands. Each client sits on one of three monthly bands chosen when you create the client: Small Client Books ($49) for low-volume books, Standard ($149) for active books with a full monthly close, and Complex ($399) for multi-entity or high-volume clients. The setup step recommends a band from what you tell Kraal about the client, and you can move a client between bands as their needs change.
• Unlimited team members. Invite everyone who works the books. Seats are free on every plan.
• Payment method. Your firm adds a card through Stripe's secure hosted checkout, prompted the first time you activate a billable client. Card details are entered only on Stripe's page and never inside Kraal. One monthly subscription covers all your clients, with one line per client, billed on the 1st.
• Who can add spend. Org admins can add billable services directly. Other team members' additions wait in a pending approval queue unless the admin has given them an explicit spending allowance, so nobody can grow the bill unnoticed.
• Failed payments. Stripe retries failed payments automatically. While a payment is unresolved your billing status shows past due; a successful retry clears it on its own. Access is never cut off abruptly: full access continues through a grace period (see Account lifecycle below).
• Cancelling. Removing a client's service stops its charge at the next cycle. Plan changes and cancellations apply at the end of the current billing period.

Account lifecycle

Your books are never held hostage. Whatever your billing state, your data stays yours: viewable, exportable, and intact.

• Early access. Kraal is currently in early access — request access at kraal.ai and we'll set up your workspace. New organizations start with full access while onboarding gets everything connected.
• Active. An active plan or a saved payment method keeps full access.
• Payment issue. If a payment fails, Stripe retries automatically and your billing status shows the issue. Full access continues through a 14-day grace period while it is resolved; a successful retry or an updated card clears it without any further action.
• Cancelled billing. If billing is cancelled, access continues for 7 days so you can wrap up or export.
• Read-only. If a grace period ends without the issue being resolved, the workspace becomes read-only. All of your data remains fully viewable and exportable, and nothing is deleted. Posting and editing resume the moment billing is resolved.

During Kraal's pilot phase these limits are applied leniently, so if you hit an edge case, reach out and it will be sorted.

AI usage and credits

Every plan includes AI processing. To keep spend predictable, AI work is governed by a daily AI budget and a prepaid credit balance, both managed by your admins.

• Daily AI budget. Each organization has a daily AI budget, $50 per day by default. An admin can raise or lower it at any time to match how heavily your team uses AI.
• Prepaid credits. Organizations prepay AI credits, and AI work draws down the balance as it runs.
• Automatic top-up (optional). Admins can turn on automatic top-up so the balance recharges from the saved card whenever it falls below a floor the admin sets. The defaults recharge the balance at $50 back up to $100, and a daily limit on automatic charges keeps a busy day from running up the card.
• Managed in one place. Admins manage all of this from the billing area: the daily budget, top-up settings, buying credits, and usage history.
• When a limit is reached. If the daily budget is used up or the credit balance runs out, AI actions pause with a clear message explaining why. Nothing is lost: paused work resumes once the budget resets or the balance is topped up.

Best practices:

• Review billing status on a regular cadence.
• Keep billing contact ownership current.
• Resolve payment failures quickly to avoid service disruption.
• Check AI credit balance and usage history periodically, or turn on automatic top-up so AI work never pauses unexpectedly.

Incident readiness (admin perspective)

Prepare your team with:

• A designated admin-on-call.
• A known issue reporting path.
• A standard triage checklist.
• A communication channel for affected users.

Security & trust posture

When evaluating Kraal for your firm or explaining it to clients, these are the controls that matter:

• Role-based access controls — team members and external client-portal users see only what their role permits, scoped to the clients they are assigned.
• Per-client autonomy — you decide how much Kraal does on its own for each client, from fully hands-on (Approval-first) to guarded auto-posting (Supervised). See Autonomy & Safety.
• Auditability — every AI and human action that touches the books is recorded and reversible. See Audit Center and Audit Trail & Activity Log.
• Human review for high-risk outcomes — high-risk entries always wait for a person, regardless of autonomy settings.

For the full control-by-control description — encryption, access control, auditability, AI autonomy guardrails, and Kraal's current compliance status — see Security & Compliance.

For a client-facing summary of how Kraal handles their data and books, share the Security & Compliance page along with the autonomy and audit pages above.