feat: Adds admin UI for active user billing + adds a minseats option

[sean-brydon]

How to test

• enable active user billing feature flag
• enable stripe on your instance
• run yarn stripe:listen in root
• Login as admin
• Goto /settings/organizations/new
• Create an organization with active user pricing
• i.e 5 min seats -> $50 a "seat"
• copy handover link
• Paste it into a new tab (incoginto)
• Go through with onboarding
• Notice checkout hits min seats for setup
• Then test active user billing by adding 2 members. create booking with one of them "to make them active"
• Open stripe dashboard for the customer - time clock to 3 days before billing period to ensure invoice.upcoming is fired
• See stripe updates to the min seats for that invoice
• Create a new org -> test min seats 0 -> only bills for the users active for that month

---

Summary by cubic

Adds admin controls to select billing mode (Seats or Active Users) during org creation and introduces a minSeats floor for Active Users billing. The floor is applied across onboarding, checkout/handover, billing info, and invoice updates.

• New Features

  • Admin UI: billing mode toggle; minSeats input for Active Users; seats hidden when not needed; price per seat required for Active Users.
  • Onboarding/handover: store/TRPC accept billingMode and minSeats; admin creating for another user always submits to generate handover with these fields.
  • Billing: persist billingMode/minSeats to OrganizationOnboarding, TeamBilling, and OrganizationBilling; webhook records them on activation; BillingPeriodService returns minSeats; ActiveUserBillingStrategy bills max(active users, minSeats); checkout floors by unique members and minSeats.
  • Tests: added coverage for minSeats and updated factories/strategy tests.

• Migration

  • Adds OrganizationOnboarding.billingMode (default SEATS) and .minSeats; TeamBilling.minSeats; OrganizationBilling.minSeats. Run the migration; no backfill needed.

^{Written for commit e95645c. Summary will update on new commits.}

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[sean-brydon]

Hit min seats if active count is below. If not set minSeats to 0 so we use activeUserCount

[cubic-dev-ai]

2 issues found across 19 files

Prompt for AI agents (all issues)

Check if these issues are valid — if so, understand the root cause of each and fix them.


<file name="packages/features/ee/organizations/lib/service/onboarding/BaseOnboardingService.ts">

<violation number="1" location="packages/features/ee/organizations/lib/service/onboarding/BaseOnboardingService.ts:134">
P2: `billingMode`/`minSeats` are only saved for new onboarding records. When resuming an onboarding (`input.onboardingId`), the update payload omits these fields, so any changes to billing mode or min seats are silently dropped. Add these fields to the update payload so the resume flow persists them.</violation>
</file>

<file name="packages/features/ee/billing/service/seatBillingStrategy/ActiveUserBillingStrategy.ts">

<violation number="1" location="packages/features/ee/billing/service/seatBillingStrategy/ActiveUserBillingStrategy.ts:50">
P2: Move the `subscriptionItem` guard before the new `getBillingPeriodInfo` call to avoid an unnecessary async operation when the subscription has no items. Per the project's early-return convention, guard checks should precede any work that depends on those guards passing.</violation>
</file>

_{Reply with feedback, questions, or to request a fix. Tag @cubic-dev-ai to re-run a review.}

[cubic-dev-ai]

P2: billingMode/minSeats are only saved for new onboarding records. When resuming an onboarding (input.onboardingId), the update payload omits these fields, so any changes to billing mode or min seats are silently dropped. Add these fields to the update payload so the resume flow persists them.

Prompt for AI agents

Check if this issue is valid — if so, understand the root cause and fix it. At packages/features/ee/organizations/lib/service/onboarding/BaseOnboardingService.ts, line 134:

<comment>`billingMode`/`minSeats` are only saved for new onboarding records. When resuming an onboarding (`input.onboardingId`), the update payload omits these fields, so any changes to billing mode or min seats are silently dropped. Add these fields to the update payload so the resume flow persists them.</comment>

<file context>
@@ -130,6 +130,8 @@ export abstract class BaseOnboardingService implements IOrganizationOnboardingSe
       pricePerSeat: input.pricePerSeat,
       billingPeriod: input.billingPeriod,
+      billingMode: input.billingMode,
+      minSeats: input.minSeats,
       createdByUserId: this.user.id,
       logo: processedAssets.logo ?? null,
</file context>

[cubic-dev-ai]

P2: Move the subscriptionItem guard before the new getBillingPeriodInfo call to avoid an unnecessary async operation when the subscription has no items. Per the project's early-return convention, guard checks should precede any work that depends on those guards passing.

Prompt for AI agents

Check if this issue is valid — if so, understand the root cause and fix it. At packages/features/ee/billing/service/seatBillingStrategy/ActiveUserBillingStrategy.ts, line 50:

<comment>Move the `subscriptionItem` guard before the new `getBillingPeriodInfo` call to avoid an unnecessary async operation when the subscription has no items. Per the project's early-return convention, guard checks should precede any work that depends on those guards passing.</comment>

<file context>
@@ -45,6 +47,9 @@ export class ActiveUserBillingStrategy extends BaseSeatBillingStrategy {
       periodEnd
     );
 
+    const billingInfo = await this.deps.billingPeriodService.getBillingPeriodInfo(team.id);
+    const billedCount = Math.max(activeUserCount, billingInfo.minSeats ?? 0);
+
</file context>

[github-actions]

Devin AI is addressing Cubic AI's review feedback

A Devin session has been created to address the issues identified by Cubic AI.

View Devin Session

[devin-ai-integration]

Reviewed both Cubic AI findings. Neither meets the 9/10 confidence threshold for automated fixes:

• Violation 1 (BaseOnboardingService.ts:134) — Confidence 7/10: billingMode/minSeats missing from update payload on resume flow. Skipping as below threshold.
• Violation 2 (ActiveUserBillingStrategy.ts:50) — Confidence 8/10: subscriptionItem guard ordering. Skipping as below threshold.

No changes pushed.