Where to find Usage: Click your profile icon in the bottom-left corner of the sidebar, then select Usage from the menu.
Admin only: The Usage page requires the Usage Read permission. Only account owners and administrators can access it.
Understand Your Bill
Learn how the monthly billing cycle works and what you’re charged for.
Read the Usage Chart
Understand the daily breakdown chart and spot cost trends.
Review Past Statements
Find a specific month’s invoice and understand each line item.
Manage Payment Methods
Add a card, change your default, or update expired card details.
How Billing Works
Decoda bills on a monthly cycle. At the end of each month, the system totals up everything your organization used and generates a statement. Your default payment method is automatically charged on the first of the following month.Some organizations may have automatic billing turned off. In that case, statements are still generated each month, but you will need to pay manually using the Settle with Default Payment Method button instead of being charged automatically.
What’s metered
You’re charged based on how much you use. Metered services include:| Service | What it measures |
|---|---|
| Call minutes used | Time your AI assistant spends handling phone calls on your behalf (answering, scheduling, taking messages, etc.). Shown in the daily chart and summary table. |
| Calls facilitated | A flat per-call fee charged each time a call is placed or received through Decoda. Shown in the daily chart and summary table. |
| Texts sent | Text messages sent to patients — appointment reminders, form links, two-way conversations. Appears as a line item on your monthly statement. |
| Mails sent | Physical mail pieces sent on your behalf (letters, statements, etc.). Shown in the daily chart and summary table. |
| Monthly Flat Fee | Your base subscription fee, charged every month regardless of usage. Appears as a line item on your monthly statement. |
| One-Time Service Fee | Any one-time setup or service charges. Appears as a line item on your monthly statement. |
| Monthly Per Location Fee | A recurring fee for each active location in your organization. Appears as a line item on your monthly statement. |
| E-Prescription Users | The number of providers set up to send electronic prescriptions. Appears as a line item on your monthly statement. |
| Collections Fee | A percentage-based fee applied to patient accounts that have been sent to collections. Appears as a line item on your monthly statement. |
Daily chart vs. monthly statement: The daily usage chart and summary table only show services tracked in real time (call minutes, calls facilitated, and mails sent). Other services like texts, flat fees, per-location fees, e-prescription users, and collections fees appear only as line items on your finalized monthly statement.
What’s included free
Your Decoda plan may include a set amount of usage each month at no extra charge — for example, a certain number of AI minutes or SMS messages. Only usage above that included amount is billed.If your plan includes free usage, a hoverable included monthly usage link appears beneath the usage table on the Your Usage page. Hover over it to see exactly what’s included. If your plan does not include any free usage, the text still appears but is not hoverable.
The chart and table on the Your Usage page show estimates based on raw usage. They don’t account for your free included usage, taxes, or rounding adjustments, so your final statement may be slightly different.
Reading the Usage Chart
When you open the Your Usage page, the first thing you see is the Daily Usage Breakdown chart. This is a stacked bar chart where each day of the month gets its own bar, and each service (AI minutes, SMS, etc.) is shown as a colored section within that bar.What to look for
- Consistent bars across the month mean your usage is steady — no surprises coming.
- A sudden tall bar on a particular day means something drove up usage. Check if you sent a large batch of text messages, had an unusually busy call day, or if the AI assistant handled more calls than normal.
- A gradual upward trend over weeks could mean your practice is growing (great!) or that a new workflow is generating more messages or calls than expected.
Change the time period
Use the month selector in the top-right corner to switch between billing periods. The list includes the current month plus every month that has a past statement. The chart and summary table both update when you pick a different month.Reading the Summary Table
Below the chart, a table totals up all usage for the selected month. Each row represents one metered service.| Column | What it tells you |
|---|---|
| Description | The service name (e.g., “AI Assistant Minutes” or “SMS Messages”) |
| Quantity | How many units you used — minutes, messages, etc. |
| Unit Price | The cost per unit |
| Total | Quantity multiplied by unit price — what that service cost for the month |
If a service isn’t listed, it means you didn’t use it during the selected period. Only services with usage greater than zero appear in the table.
Reviewing Past Statements
Scroll below the usage chart and table to find the Statements section. This is your billing history — every finalized invoice Decoda has generated for your organization. Each statement row shows:- Left side — the description (usually the billing period, e.g., “January 2026 Usage”) and the date the statement was created
- Right side — the total amount and a status badge
Statement statuses
Most statements will show one of these statuses:- Paid — the statement has been fully paid
- Outstanding — payment has not been collected yet
- Payment Plan — the balance is being paid in installments
- Refunded — the payment was returned
- External Settlement — the balance was settled outside of Decoda
- Chargeback — the payment was disputed and reversed
- Collections — the balance has been sent to a collections agency
View statement details
Click any statement row to expand it. You’ll see a full line-item breakdown with the following columns: Item, Quantity, Unit Price, and Total. This is your finalized invoice — it reflects your actual charges after applying the free included usage, taxes, and any adjustments. If credits or discounts were applied to a statement, they appear in a separate Adjustments section below the line items. Each adjustment shows the following columns: Reason, Quantity (always 1), Unit Price, and Total.When you expand a statement, the usage chart and table above automatically update to show that statement’s billing period. This lets you cross-reference the daily breakdown with the finalized invoice.
Managing Payment Methods
Click the Manage Payments button in the top-right corner of the Your Usage page. A window opens showing your saved cards and a form to add new ones.View your saved cards
The top of the window lists all payment methods on file. The card marked as default is the one that gets charged automatically each month.
Add a new card
Below your saved cards, you’ll see a heading that says Add a new default payment method with a secure embedded payment form powered by Rainforest. Enter your card details in this form and follow its submission steps to save the card. The new card automatically becomes your default payment method.
Your default payment method is automatically charged on the first of each month for the previous month’s usage. Make sure the card on file is current to avoid failed payments.
Settling an Outstanding Balance
If a statement shows an Outstanding status, it means the automatic charge didn’t go through — usually because the card on file expired or was declined. When you have an outstanding balance, a Settle with Default Payment Method button appears at the top of the Statements section. Click it to charge the outstanding amount to your current default card immediately.Check your default card
Before settling, make sure your default payment method is up to date. If the card that originally failed is still set as default, add a new card first (see Managing Payment Methods above).
Click Settle
Click Settle with Default Payment Method. The system charges your default card for the outstanding balance right away.
Tips
Check usage monthly. Get in the habit of reviewing the Your Usage page at least once a month. Catching a spike early — before the statement is finalized — gives you time to investigate and adjust.
Investigate AI minute spikes. If you see a sudden jump in AI Assistant Minutes, check your AI assistant call logs. A misconfigured call flow or an unusually high call volume could be the cause.
Keep a backup payment method on file. If your primary card expires or gets declined, having a second card means you can quickly switch your default and settle the balance without any service interruption.
Common Questions
Why is my bill higher than last month?
Why is my bill higher than last month?
The most common reasons are:
- Higher call volume — More patient calls handled by the AI assistant means more AI minutes billed.
- More text messages — Sending appointment reminders, form links, or running a recall campaign increases SMS usage.
- New services activated — If you recently enabled a new feature like two-way texting or AI call handling, those services will appear on your next bill.
What counts as an AI minute?
What counts as an AI minute?
An AI minute is one minute of time that your AI assistant spends on an active phone call. This includes the full duration of the call — greeting the patient, looking up information, scheduling appointments, and wrapping up. If the AI handles a 3-minute call, that’s 3 AI minutes billed.
What happens if my payment fails?
What happens if my payment fails?
If the automatic charge on the first of the month fails (usually due to an expired or declined card), the statement is marked as Outstanding. Your Decoda account continues to work, but you should resolve the balance promptly. Update your payment method, then use the Settle with Default Payment Method button to pay the outstanding amount.
Can I set a usage limit or budget alert?
Can I set a usage limit or budget alert?
Decoda does not currently offer automatic budget alerts or usage caps. We recommend checking the Your Usage page regularly — at least once a month — to monitor your costs. If you notice unexpected usage, contact your Decoda account representative for help investigating.
What are adjustments on my statement?
What are adjustments on my statement?
Adjustments are credits or discounts applied to your bill after it was calculated. Common reasons include promotional credits, billing corrections, or negotiated discounts. Each adjustment shows a reason and the amount deducted from your total.
Advanced Configuration
Permissions
Permissions
The Your Usage page is gated by the following permission:
- Usage Read — Required to access the Your Usage page. Without this permission, the Usage link does not appear in your profile menu.