Workspace

Plans & billing

CoPortal offers four plans — Free, Solo, Studio, and Agency — designed to scale with your business. All paid plans are billed monthly in South African Rand and managed through Paystack.

Plan comparison

Upgrading your plan

Go to Settings → Subscription to see your current plan and usage. Click Upgrade next to the plan you want. You'll be taken through a Paystack checkout — your new plan activates immediately on payment.

When you upgrade mid-cycle, you're charged a prorated amount for the rest of the current billing period. Your next full billing cycle starts at the beginning of the following month.

Downgrading your plan

You can downgrade at any time from Settings → Subscription. Your current plan stays active until the end of the billing period — no immediate cutoff. The downgrade takes effect at the start of your next billing cycle.

Cancelling your subscription

Go to Settings → Subscription → Cancel plan. Submit the cancellation request. Your account stays active and fully functional until the end of the paid period — you won't lose access immediately. After the period ends, your account reverts to the Free plan with its limits.

Your data is retained even after downgrading — nothing is deleted. You can resubscribe at any time and pick up where you left off.

Adding team seats

Studio includes 5 seats and Agency includes 15 seats. Additional seats can be added at R299/seat/month. Go to Settings → Team and click Invite member — you'll be prompted to add a seat if you're at your limit. The extra seat is added to your next billing invoice automatically.

Removing a team member reduces your seat count on the next billing cycle — you won't be charged for partial months.

AI features

AI features (meeting notes → quote, WhatsApp → tasks) are available on Studio and Agency plans only. If you try to use an AI feature on Free or Solo, you'll see an upgrade prompt.

Monthly usage limits apply per workspace and reset on the 1st of each month:

• •Studio — 250 WhatsApp AI imports · 50 AI quote generations per month
• •Agency — Unlimited AI usage on both features

See AI features for full details on what each feature does.

White-label emails

On Studio and Agency plans, you can remove the “Sent via CoPortal” footer from all outgoing emails — invoices, quotes, reminders, portal invites, and payment receipts. Go to Settings → Invoice & Tax → Email branding to enable this.

You can also set a custom footer text (e.g. your studio name and contact email) that replaces the CoPortal footer. Leave the custom footer blank to send emails with no footer at all.

Custom portal domain (Agency)

Agency workspaces can replace the branded CoPortal subdomain with a fully custom domain — so clients visit portal.youragency.com instead of yourslug.portal.coportal.io.

Go to Settings → Portal and enter your domain. You'll get a CNAME record to add at your registrar — DNS propagation typically takes under 60 minutes. Once verified, all client portal links automatically use your custom domain.

Granular team permissions (Agency)

On Agency, you can control exactly what each team member can do beyond their role. Go to Settings → Team and toggle permissions per member:

• •View financials — access to invoice totals, revenue analytics, and payment history
• •Send invoices — ability to send and reminder invoices to clients
• •Manage clients — create, edit, and archive client records
• •Invite clients — send portal access invitations to client contacts

Owners and admins have all permissions by default. Permissions only apply to members with the “Member” role.

Audit log (Agency)

Agency workspaces have a full audit trail of team actions. Go to Settings → Audit log to see a timestamped history of:

• •Invoices sent and marked paid (including who did it)
• •API keys created and revoked
• •Bulk payment and reminder actions

The audit log shows the last 200 events, grouped by day.

REST API (Agency)

Agency workspaces can generate API keys to pull data into their own tools, dashboards, and automations. Go to Settings → API Keys to create a key — you'll see the full key once, so copy it immediately.

Authenticate by passing the key as a Bearer token:

• •GET /api/v1/clients — all workspace clients
• •GET /api/v1/invoices?status=sent — invoices, optionally filtered by status
• •GET /api/v1/projects?status=in_progress — projects, optionally filtered by status
• •GET /api/v1/time-entries — all time entries
• •POST /api/v1/time-entries — log a time entry from an external tool

API keys are rate-limited at 120 requests per minute per IP. Keys can be revoked at any time from Settings — revocation is immediate.

Bulk operations (Agency)

On the Invoices list, select multiple invoices using the checkboxes and use the floating action bar to:

• •Send reminder — emails a payment reminder to all selected clients at once
• •Mark paid — bulk-marks selected invoices as paid

On the Projects list, select multiple project cards and use the floating bar to archive them in one click (sets status to Complete).

CSV data export

Solo, Studio, and Agency plans can export their data as CSV files from the Analytics page. You can download:

• •Invoices — all invoice data including line items and payment dates
• •Clients — client records with contact details
• •Time entries — all logged time with project and client attribution
• •Expenses — all expense records with categories

Billing history

Go to Settings → Subscription to view past invoices and payment history for your CoPortal subscription. These are separate from the invoices you send to your own clients.

Subscription billing

CoPortal subscriptions are billed via Paystack using their own account. This is completely separate from your Paystack account (if you've connected one for client payments). You can use a different card for your CoPortal subscription than you use for your business.