Accounting & Billing
Manage your organization's token economy, billing, and financial overview.
As an OrgAdmin, you manage a centralized token account for your organization: purchasing tokens, distributing them to teachers, setting cost defaults, and reviewing financial reports. For token costs and earnings details, see Billing & Tokens and the Glossary.
Token Balance Management
Your organization has a single TokenAccount. This is the central pool from which all token expenditures are drawn.
Checking Your Balance
Your current token balance is visible in three places:
- Header bar -- always visible at the top of the page.
- My School > Billing -- detailed balance breakdown.
- Dashboard -- summarized alongside other key metrics.
The balance breakdown shows:
- Current balance -- tokens available to spend right now.
- Lifetime purchased -- total tokens ever bought.
- Lifetime earned -- total tokens earned through activities.
- Lifetime spent -- total tokens consumed.
Purchasing Tokens
Navigate to My School > Billing > Purchase Tokens to buy tokens for your organization.
Available Packages
| Package | Tokens | Price (USD) | Bonus Tokens |
|---|---|---|---|
| You can purchase any amount starting from $5 (500 tokens). Larger purchases earn bonus tokens automatically: |
| Purchase Amount | Bonus | Effective Rate |
|---|---|---|
| Under $50 | — | $1 = 100 tokens |
| $50+ | +5% | $1 = 105 tokens |
| $100+ | +7.5% | $1 = 107.5 tokens |
| $200+ | +10% | $1 = 110 tokens |
Larger purchases offer a better rate. A $200 purchase gives you an effective rate of $1 = 110 tokens compared to the base rate of $1 = 100 tokens.
Payment Methods
The platform accepts:
- Credit and debit cards -- Visa, Mastercard, American Express (processed via Stripe).
All payments are processed securely through Stripe. Receipts are generated automatically and available in your transaction history.
Distributing Tokens to Teachers
As an OrgAdmin, you can allocate tokens from the organization's pool to individual teachers. This is useful when teachers need tokens for AI lesson generation or other premium features.
One-Time Distribution
Navigate to My School > Token Distribution (or My School > Billing > Distribute).
Select the teacher(s) who should receive tokens.
Enter the amount to distribute to each teacher.
Confirm the distribution. Tokens are deducted from the organization account and credited to the teacher's account immediately.
Recurring Allowances
For ongoing support, set up recurring monthly allowances:
- Navigate to My School > Token Distribution > Allowances.
- Select a teacher and set a monthly allowance (for example, 500 tokens per month).
- Choose whether unused tokens roll over to the next month or reset.
- Save the configuration.
The platform automatically distributes the allowance at the beginning of each month.
Tracking Teacher Token Usage
Monitor how teachers are using their tokens:
- My School > Billing > Teacher Usage shows a breakdown by teacher.
- View each teacher's spending categories: AI generation, lesson completion, marketplace purchases.
- Identify teachers who may need more tokens or who are underutilizing their allocation.
Transaction History
Navigate to My School > Billing > Transactions to see a complete record of every token transaction in your organization.
Transaction Types
| Type | Description |
|---|---|
| Purchase | Tokens bought with real currency |
| Distribution | Tokens allocated from org to teacher |
| Lesson completed | Tokens recorded for a completed lesson (if configured) |
| Homework | Tokens charged for homework creation or checking |
| AI generation | Tokens spent on AI-powered content creation |
| Marketplace | Tokens spent or earned through marketplace transactions |
| Earning | Tokens earned through activities (homework checking, sales) |
Filtering Transactions
Filter your transaction history by:
- Date range -- view a specific week, month, or custom period.
- Transaction type -- show only purchases, or only spending, etc.
- Teacher -- show transactions associated with a specific teacher.
Financial Reports
Access financial reports from My School > Billing > Reports to understand spending patterns.
Available Reports
- Monthly spending summary -- total tokens spent by category and by teacher.
- Purchase history -- all token purchases with dates, amounts, and payment methods.
- Teacher cost report -- how much each teacher is costing the organization.
- Revenue report -- tokens earned through marketplace sales and other activities.
Cost Configuration
Organization Currency
Each organization has a configurable currency code (e.g., USD, EUR, PLN) that determines how monetary values are displayed throughout the platform. Set this in My School > Settings > Currency.
Organization Defaults
Set default costs that apply to all new enrollments in your organization:
- Default homework cost -- tokens per homework assignment.
- Default exercise cost -- tokens per exercise set.
These are configured in My School > Settings > Default Costs.
Override Hierarchy
Costs can be overridden at multiple levels:
- Organization default -- the baseline.
- Course-level override -- set by the teacher when creating a course.
- Enrollment-level override -- set for a specific student in a specific course.
The most specific override always wins. This lets you offer different pricing for premium courses, scholarship students, or promotional periods.
Frequently Asked Questions
How do I know when to purchase more tokens?
Monitor your balance on the dashboard and purchase manually when the balance drops below a comfortable level.
Can I get a refund on purchased tokens?
Unused tokens are eligible for a refund. Contact the Speakly.PRO support team with your transaction ID. Refunds are processed to the original payment method.
How do I set different costs for different courses?
Teachers can set custom costs when creating a course. These override the organization defaults. As an OrgAdmin, you can also edit course-level costs from the course detail view.
Are there discounts for large organizations?
Yes. Contact the sales team to discuss enterprise pricing for organizations with more than 10 teachers or 100 students. Custom packages and volume discounts are available.
How do I track how much a specific teacher is costing?
Navigate to My School > Billing > Teacher Usage. This shows each teacher's total token consumption broken down by category. You can also generate a teacher cost report from the Reports section.