Operations
Payments and Billing
Understand school payment verification and AI subscription billing flows.
Two payment flows
EduVerse separates school finance payments from EduVerse AI subscription billing. They look related because both involve payment status, but they are handled by different workflows.
| Flow | Used for | How it works |
|---|---|---|
| School finance payments | Student fees, staff payroll, and organization finance records. | Users submit payment claims or staff record verified payments. Finance staff review proof, confirm or reject claims, and maintain transactions and audit logs. |
| AI subscription billing | Premium EduVerse Copilot packages for an organization or individual user. | The user opens the AI subscription page, chooses a package, completes the hosted checkout, and EduVerse updates access after the subscription is confirmed. |
School payment process
Manual verification flow
Finance entry is created
Student or assigned user submits a payment claim
Finance staff review receipt, reference, amount, and payer
Payment is confirmed or rejected
Balance, transaction history, and audit logs update
- A payment claim is not paid until an allowed staff member verifies it.
- A user cannot confirm their own claim.
- Partial confirmation is used when only part of the balance was verified.
- Transactions show confirmed money records; audit logs show the action history behind finance changes.
AI subscription process
AI subscription flow
Open AI Usage
Choose View or change subscription
Select an organization or personal package
Complete secure checkout
Return to EduVerse
Copilot unlocks after subscription confirmation and role access checks
| Subscription type | Who manages it | Who receives access |
|---|---|---|
| Organization AI subscription | Org Admin only. | Selected roles in the organization, according to Org Admin role access settings and monthly credit caps. |
| Personal AI subscription | The individual user. | Only the purchasing user. It does not change organization permissions or reveal extra records. |
Hosted checkout
AI subscription checkout and subscription management use a secure hosted billing flow. EduVerse uses the checkout result to update Copilot access, credits, and billing-period status.
Billing management
- Org Admins manage organization AI packages from the AI subscription page.
- Users manage personal AI packages from the AI subscription page.
- After a subscription exists, the billing portal can be used to view or change the package where available.
- Monthly AI Credits reset with the active subscription billing period.
- If checkout or billing confirmation is delayed, Copilot access may update after the billing provider sends the subscription event.