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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.
The Usage page is where you keep track of what your organization is spending on Decoda each month. It shows a day-by-day breakdown of metered services — things like AI assistant call time, text messages sent to patients, and phone minutes — so you can spot trends, catch unexpected spikes, and stay on top of costs before the bill arrives.

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.

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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.

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What’s metered

You’re charged based on how much you use. Common metered services include:
ServiceWhat it measures
AI Assistant MinutesTime your AI assistant spends handling phone calls on your behalf (answering, scheduling, taking messages, etc.)
SMS MessagesText messages sent to patients — appointment reminders, form links, two-way conversations
Phone MinutesVoice call time through Decoda’s built-in phone system
Each service has a per-unit price (for example, a cost per minute or per message). Your monthly total is the sum of all units used multiplied by their per-unit rates.

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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. To see what’s included in your plan, hover over the included monthly usage text beneath the usage table on the Usage page.
The chart and table on the 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.

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Reading the Usage Chart

When you open the 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.

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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.

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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.

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Reading the Summary Table

Below the chart, a table totals up all usage for the selected month. Each row represents one metered service.
ColumnWhat it tells you
DescriptionThe service name (e.g., “AI Assistant Minutes” or “SMS Messages”)
QuantityHow many units you used — minutes, messages, etc.
Unit PriceThe cost per unit
TotalQuantity multiplied by unit price — what that service cost for the month
The Grand Total row at the bottom is the combined cost across all services.
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.

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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:
  • Description — usually the billing period (e.g., “January 2026 Usage”)
  • Date — when the statement was created
  • Amount — the final billed total
  • Status — either Paid or Outstanding

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View statement details

Click any statement row to expand it. You’ll see a full line-item breakdown showing the same columns as the usage table: item name, 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 a reason and the amount deducted.
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.

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Managing Payment Methods

Click the Manage Payments button in the top-right corner of the Usage page. A window opens showing your saved cards and a form to add new ones.
1

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.
2

Add a new card

Scroll to the bottom of the window and enter your new card details in the secure form. Click Save to add it. The new card automatically becomes your default payment method.
3

Change your default card

If you have more than one card on file, select the card you want to use going forward, then click Set as Default at the top of the window.
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.

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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.
1

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).
2

Click Settle

Click Settle with Default Payment Method. The system charges your default card for the outstanding balance right away.
3

Verify the status

After a successful payment, the statement’s status changes from Outstanding to Paid.

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Tips

Check usage monthly. Get in the habit of reviewing the 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.

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Common Questions

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.
Open the Usage page, select the month in question, and compare the summary table to the previous month. Look at the Quantity column to see which service increased.
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.
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.
Decoda does not currently offer automatic budget alerts or usage caps. We recommend checking the 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.
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.

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Advanced Configuration

The Usage page is gated by the following permission:
  • Usage Read — Required to access the Usage page. Without this permission, the Usage link does not appear in your profile menu.
Admin users have this permission by default.