Skip to content

Subscription & billing

In one sentence: Decide how many users, how much storage, how many AI tokens and e-signatures an organisation has, and pay for them online or by invoice. Menu: My Organization → organisation → Billing details · unit page → Billing details · Price Config (RiQS Administrator) · Status: Live (billing groups planned)

What it is

Every organisation that uses RIQS has a subscription. It is like a phone contract: you choose a package (here: a number of users), you can add extras (storage, AI tokens, electronic signatures), and you pay for a period, usually one year. Before the period ends, RIQS reminds you to renew.

The subscription belongs to the organisation. The organisation can share its storage and tokens out to its units, or allow units to buy extras themselves.

There are two ways to become a customer: - Online signup: the customer chooses a package on the RIQS pricing page, pays online, and then creates the organisation with its Admin and Deputy Admin. - On invoice: a RiQS Administrator creates the organisation for the customer (see Organisation & units). The customer pays an invoice. These organisations are called "offline".

The RiQS Administrator sets all prices in Price Config. Every subscription screen takes its prices from there.

Key terms

Term Meaning
Full-time users The number of users the organisation pays for. Minimum 5. The price is per user and month.
Authorised users The number of people who may be active at the same time: twice the number of full-time users (for example 5 full-time users = 10 authorised users).
Storage Space for files in RiQS-Pedia (RIQS-Pedia Storage). 0.5 GB per full-time user is included; more can be bought.
AI tokens Credit for AI features. Two kinds: Translation Tokens (for languages) and Manual Tokens (equipment manual AI). Bought in millions.
E-signatures Electronic signatures: Simple (SES), Advanced (AES), Qualified (QES), plus Authentication for QES (AutoIdent or VideoIdent).
Online Payment / By Invoice The two payment methods. By Invoice = "offline".
Business year The organisation's financial year. Renewals can be aligned to it.
Estimated bill The live price summary shown while choosing a package or extras.
Custom package A special price (discount) for a number of users, made in Price Config and shared with a customer as a link.
Additional purchase permission Organisation setting: units may buy extras themselves. Shown as Unit has additional purchase permission.
Allocation Organisation setting: the organisation shares its tokens and capacity out to units. Shown as Organisation allocates tokens and capacity to units.

Who uses it

Role What they typically do here
RiQS Administrator Sets prices and custom packages, creates invoice customers, marks invoices as paid, unpaid or trial, updates offline organisations.
Group Administrator Creates organisations online, views billing, buys user licences, updates and renews subscriptions of the group's organisations, buys and assigns tokens and storage for units.
Administrator Views billing, buys user licences, updates and renews the own organisation's subscription, buys and assigns tokens and storage for units.
Organisation Admin / Deputy Admin The named billing contacts. They can always view billing.
Power User Sees the unit's billing details; buys extras for the unit only if an admin has released this.
Management, Professional Not involved.

How it works

Choose package → Pay (online) or receive invoice → Active → Update (add more) → Reminders → Renew
  1. Choose. Pick the number of full-time users, the period and any extras. The Estimated bill shows the price, VAT and total.
  2. Pay. Online: Make Payment opens the payment page, then RIQS shows "Processing payment" and returns. If payment fails, a Payment Failed page appears. By invoice: RIQS creates an invoice and the RiQS Administrator later marks it paid.
  3. Active. The organisation and its units can use what was bought. The Billing details tab shows the current package, billing period, expiry date, billing contact, payment method and Billing History (invoices).
  4. Update. During the period you can add users, storage, tokens or signatures with Update subscription. You pay only for the rest of the period.
  5. Reminders. For yearly subscriptions RIQS sends reminders 90, 60, 30 and 15 days before expiry. For shorter periods, 14 days before.
  6. Renew. Renew subscription starts the next period. Any credit is applied to the next cycle.

Invoice statuses (by-invoice customers): Not paid → Paid, or Trial Period. Only the RiQS Administrator changes them.

How to …

How to sign up online as a new customer

Who can do this: anyone (a new customer). Inside RIQS, the RiQS Administrator and the Group Administrator can also create an organisation online. 1. Open the RIQS pricing page (or a custom package link you received). 2. Choose the number of users and the extras. Check the estimated bill. 3. Pay online. 4. Enter your organisation, then your Organisation Admin and Deputy Admin.

Result: The organisation is created and the admins receive their invitations.

How to see billing details and download an invoice

Who can do this: RiQS Administrator, Group Administrator, Administrator, Organisation Admin / Deputy Admin; on unit level also Power User 1. Open the organisation (or unit) and click the Billing details tab. 2. In Billing History, click an invoice to open it, then download it.

Result: The invoice PDF opens. If it does not exist yet, RIQS creates it first.

How to add users, storage, tokens or signatures (organisation)

Who can do this: RiQS Administrator, Group Administrator, Administrator 1. On Billing details, click Update subscription. 2. Change the Number of full-time users, add storage (Number of GB), tokens (Number of tokens (in million), minimum 5 million) or e-signatures. 3. Check the Estimated bill and click Proceed to Payment / Make Payment.

Result: "Payment process done and subscription data updated". The new numbers show on the organisation's Overview (usage cards).

How to give storage and tokens to a unit

Who can do this: RiQS Administrator, Group Administrator, Administrator; Power User only if an admin has released this (when the organisation allocates tokens and capacity to units) 1. Open the unit and click the Billing details tab. 2. Click the update button for allocation. 3. Enter how much storage, tokens or signatures the unit gets from the organisation. Allocation list shows what was given before. 4. Save.

Result: The unit's balance increases and the organisation's balance decreases.

How to buy extras for a unit

Who can do this: RiQS Administrator, Group Administrator, Administrator; Power User only if an admin has released this (the organisation gives units additional purchase permission) 1. Open your unit's Billing details tab and click Update subscription. 2. Choose storage, tokens or signatures and click Make Payment.

Result: The unit balance updates right after payment. An email confirms the purchase.

How to set the business year

Who can do this: whoever can see the organisation's billing details 1. On Billing details, click Set Business Year. 2. Choose the start date of the business year and review the two invoices shown. 3. Confirm.

Result: The first invoice covers the time until the business year starts. Renewals then follow the business year.

How to mark an invoice as paid (by-invoice customers)

Who can do this: RiQS Administrator 1. Open the organisation's Billing details → Billing History. 2. Open the invoice's action menu and choose Mark as paid (or Mark as unpaid, or mark as trial period). Add payment details and an image if needed.

Result: "Successfully marked as paid". The status changes to Paid.

How to set prices and make a custom package

Who can do this: RiQS Administrator 1. Open Price Config. 2. Click Edit Pricing to set: price per user (annual, semi-annual, quarterly), price per GB of storage, price per million tokens, price per SES, AES, QES and QES authentication, and VAT per country (Tax For Countries). 3. To make a special offer, click Add Custom Price, enter the number of users and the discount (percentage, amount, or per-user discount), and save. 4. Use the copy link action to copy the package link and send it to the customer.

Result: New prices apply to all subscription screens. The customer can sign up with the custom package link. Packages already used by a customer are marked Already Used.

Rules to know

  • Users: minimum 5 full-time users, maximum 500 per organisation in the app. Online customers with more than 200 users are asked to contact RIQS (More than 200 users?).
  • Only active users count. Inactive users do not use up a place. When a unit is full, new users stay inactive.
  • Tokens: if you choose tokens, the minimum is 5 million.
  • Included storage: 0.5 GB per full-time user (for example 5 users = 2.5 GB).
  • Limits are enforced (feature list): when storage is used up, uploads to RiQS-Pedia are blocked; when tokens run out, translations stop. Admins get alerts when storage or tokens run low.
  • Who sees billing: the Organisation Admin and Deputy Admin always; RiQS Administrators, Group Administrators and Administrators too. An organisation needs both an Admin and a Deputy Admin before it can be updated or renewed.
  • Unit updates are only possible for yearly subscriptions. RiQS Administrators, Group Administrators and Administrators buy and assign storage and tokens for units. Power Users do this only when an admin has released it (Unit has additional purchase permission).
  • Offline organisations: the RiQS Administrator can update users and tokens directly. Online organisations are updated by their admins through online payment.
  • Regular to audit-safe: a unit on the regular version can switch to audit-safe later if needed.
  • Notifications: renewal reminders before expiry (see How it works); email when an extra purchase is made at organisation or unit level.
  • Notice period: 90 days before renewal (feature list).
  • Planned: billing groups, where Administrators may only buy categories the organisation allows. Built but not switched on.

Who can do what

Action RiQS Administrator Group Administrator Administrator Power User Management Professional
See organisation billing ✅ ✅ ✅ ❌ ¹ ❌ ¹ ❌ ¹
Create organisation online ✅ ✅ ❌ ❌ ❌ ❌
Buy user licences, update / renew organisation subscription ✅ ✅ ✅ ❌ ❌ ❌
See unit billing details ✅ ✅ ✅ ✅ ❌ ❌
Buy and assign extra storage and tokens for a unit ✅ ² ✅ ² ✅ ² only if released by an admin ² ❌ ❌
Mark invoice paid / unpaid / trial ✅ ❌ ❌ ❌ ❌ ❌
Update offline organisation directly ✅ ❌ ❌ ❌ ❌ ❌
Set prices and custom packages (Price Config) ✅ ❌ ❌ ❌ ❌ ❌

¹ Unless the person is the organisation's named Admin or Deputy Admin. ² Only for yearly subscriptions. Assigning from the organisation's balance needs Organisation allocates tokens and capacity to units; buying at unit level by a Power User needs Unit has additional purchase permission.

Connected modules

Open questions

  1. Prices in the feature list: the feature list names CHF 9 per 0.5 GB per month for storage and CHF 4 per 1 million tokens. Prices now come from Price Config. Are these numbers still valid, or should they be removed from the wiki?
  2. Number of reminders: the feature list says three reminder emails before renewal; the system plans four for yearly subscriptions (90, 60, 30, 15 days) and one for shorter ones (14 days). Which is right?
  3. Low balance alerts: at what level of storage or tokens are alerts sent, and to whom? Not found in the app.
  4. Billing groups and purchase permissions: a newer model where Administrators may only buy allowed categories is built but switched off. When will it go live, and does it replace "additional purchase permission"?
  5. Online signup in the new app: the online signup pages (choose package, pay, create organisation and admins) exist only in the previous app version. Will they move to the new app?
  6. Admin and Deputy Admin for invoice customers: for online signup they are entered at signup. How are they set for organisations created by the RiQS Administrator?
  7. Maximum users: the app allows up to 500 users per organisation; the pricing table has steps up to 3,000. What is the real maximum?

Last reviewed: 2026-10-26