In this lesson you
- Read Documents available, and what your balance is reserved for
- Found where your documents went, by project and on the ledger
- Knew how to buy more, and that prepaid documents never expire
Transcript
Know what you've used
Plan, usage and balance. Two questions come up in every budget conversation. How many documents can we still certify, and where did the ones we bought go? In Proof, you buy documents ahead of time, and they wait in your balance. A document is taken from the balance only when it's certified. Plan and usage, in Admin, gives the quick answer. Billing, in your account menu, has the detail behind it.
Your balance at a glance
Let's start with Plan and usage. The Current plan card says how your organization pays. Without a subscription, as here, it says you're running on prepaid documents. That's how document packs work. If your organization does have a plan, its workspace features, such as single sign-on, are listed under its name. Documents available is the number to watch. It's how many more documents you can take on and certify. Prepaid documents, below it, is what you've bought and not yet used. Here, that's 10. Held by work in progress is subtracted. When Proof starts fixing a document, it sets one aside, so you never start more work than you've paid for. If that document is certified, the held one is used. If it never certifies, it goes back to your balance. Members counts the people in your workspace, against the seats your plan includes.
Where your documents went
For the detail, choose Go to Billing. The overview repeats your balance, with one addition. Select Held by work in progress, and it lists each document holding one from your balance, and for how long. That's how you spot unfinished work that's tying up your budget. Spend by project shows how many documents each project certified, this month and all time. Your balance is shared across the whole organization. This table shows where it went.
Every change, on record
When finance asks you to account for every document, open Activity in the Billing menu. Each row is one change to your balance. A purchase adds documents. Each certification takes one away, and names the document. The buttons at the top narrow the list. Consumption means documents used by certification, and Adjustments are documents our team added for you. Export CSV downloads the same rows, for your finance team.
Buying more
When the balance runs low, Proof emails your admins, and again if it reaches zero. To add documents, go back to the overview. Under Buy documents, each pack shows its price, and what that comes to per document. Bigger packs cost less per document, and prepaid documents never expire. Only an organization admin can buy. The lesson on pricing explains the packs, and Assured. For your records, Receipts lists every purchase, with its amount and a link to the receipt itself. Documents you haven't started work on can be refunded within thirty days of purchase. Each receipt shows how much you'd get back, next to Request a refund. To change the card you pay with, choose Manage payment methods. Now you can tell how many documents you have left, what's holding them, where the rest went, and how to buy more.
Recap
That's the end of this lesson.
Maple Ridge Community Health, its documents and its people are fictional, made for these lessons.