Billing belongs to the practice, not to each clinician. The practice has one plan, everyone in it works on that plan, and only owners and admins can change it.
Plans
| Plan | Price | Recording hours |
|---|---|---|
| Free | No charge | 10 h per clinician / month |
| Pro | $20 per seat / month | 60 h per clinician / month |
| Unlimited | $50 per seat / month | No limit |
| Practice | $75 per seat / month | No limit |
Every plan includes the signed BAA, every capture mode and every built-in template. Compare plans on the pricing page.
Recording hours are the only limit a plan applies, and only once paid plans are live. The extras listed for paid plans, such as audio retention, the shared workspace, practice-wide templates and audit-log export, currently work on every plan. Every plan lets you invite as many colleagues as you need, as members or admins.
Seats
- Paid plans are billed monthly, per seat.
- Everyone in the practice uses a seat: owners (a practice can have several), admins and members alike, including an admin who only manages the account. A practice on a paid plan always pays for at least one seat.
- The seat count updates by itself when someone joins or leaves, so you never adjust seats by hand; changing someone’s role doesn’t change it. Each change takes effect immediately and is prorated: an added seat is charged pro rata on the next invoice, and a removed seat is credited.
Recording hours
Recording hours are an allowance for each clinician, every calendar month. They aren’t pooled across the practice, and unused hours don’t carry over. Months start on the 1st and are counted in UTC.
On Free, a clinician’s hours are shared across every practice they belong to, so recording in one practice uses the same monthly hours as recording in another. On a paid plan, the practice’s plan gives each of its clinicians their own allowance there.
A recording counts once it has been transcribed, by the length of the audio. Pre-charted visits don’t count. Everyone can see their own recorded time in Settings → Organization → Usage; owners and admins see every clinician’s.
Reaching the limit
- A recording that’s already in progress always finishes, even if it takes you past your allowance.
- Starting a new recording, dictation or upload waits until the next month, or until the practice moves to a plan with more hours. On Free, members see “You've used your 10 recording hours for October across your practices. Ask an owner or admin to upgrade the practice's plan for more.”
- Owners and admins see “You've used your 10 recording hours for October across your practices. Upgrade your plan in Settings → Organization → Billing for more.”
- On Pro, where each practice has its own allowance, the message reads “You've used your 60 recording hours for October. Ask an owner or admin to upgrade the practice's plan for more.”
- Everything else keeps working: pre-charting, editing, signing, copying and exporting notes, and Ask Quillentra.
Unlimited plans and fair use
Unlimited and Practice have no monthly cap on recording hours, under our fair-use policy. Unlimited recording is for each clinician’s own patient visits: every account belongs to one person, and an account records one visit at a time. We review unusually high use, such as one account recording far more than one clinician could, and contact the practice before anything changes. A recording in progress is never stopped. The full clause is in the Terms of Service.
Manage billing
Go to Settings → Organization → Billing. Owners and admins can manage everything there; members can see which plan the practice is on.
- Choose a paid plan. Payment happens on Stripe’s secure checkout page, and the plan starts as soon as the payment goes through.
- Switch plans. The new plan applies straight away and is prorated: an upgrade is charged pro rata on the next invoice, and a downgrade is credited.
- Payment method, billing details and invoices. These live in Stripe’s customer portal, opened from the Billing page. Update the card, change the billing email or address, and download invoices and receipts.
- Cancel. The plan stays active until the end of the current billing period, then the practice moves to Free; your visits and notes stay where they are. You can undo the cancellation until then.
If a payment fails
Stripe retries the payment. The practice keeps its plan in the meantime, and owners and admins see a reminder in Quillentra to update the payment method. If the payment still can’t be collected, the practice moves to Free.
What Stripe receives
Payments are processed by Stripe. Card details are entered on Stripe’s own pages and never reach Quillentra. Stripe receives only the practice name, the billing contact’s email, an account ID, the plan and the number of seats. It never receives patient information.
Deleting a practice
When an owner or admin deletes the practice, its paid plan is canceled immediately, so no further charges are made. If an owner restores the practice within 30 days, it comes back on Free; choose a plan again to resubscribe. See Delete or restore a practice.
When the last account in a practice is deleted, the practice is deleted too, straight away, and its plan is canceled the same way. See Delete your account.