Plans and entitlements
Two things decide what your organisation can do in Teralo. The plan decides whether you can host projects of your own. The entitlement, which most organisations never encounter, records whether an agreement leaves any tools out.
They are different mechanisms with different answers, and the second one is the reason a tool can be missing from a full-price account with a perfectly good permission template.
Guest and Host
Every organisation is one or the other, and it is chosen when the organisation is created.
Guest is free. A guest organisation joins projects other people run. There is no base fee, no card, no project limit and no user limit. Subcontractors, consultants, clients and suppliers all work this way, and there is no charge for any number of them on any number of jobs.
Host is paid. A host organisation creates projects, invites everybody else onto them, and owns the commercial record: the contract sums, the budget, the payments. It is the account type that carries the subscription.
The difference is about who runs the job, not about how much of Teralo you get. Hosting is what is paid for, and everyone a host invites collaborates for nothing. See Hosts and guests.
What a Host subscription costs
Two parts, and only one of them is fixed.
A monthly base fee, which is the subscription itself.
Plus active project value above an included allowance, charged monthly as a small percentage of the amount you are over by. Under the allowance it is nothing.
The current figures for each currency are on the pricing page, which is also where the calculator lives. They are quoted here as a mechanism rather than as numbers, because the numbers are reviewed periodically and the mechanism is not.
Active project value
This is the only usage-based part of the bill, so it is worth understanding exactly.
When a project is created, its anticipated total value is declared on the form. Active project value is the sum of those declared values across every project your organisation currently hosts, with three adjustments.
Annualised value on a long project
A project running a year or longer counts only its annualised share. A thirty million dollar job scheduled over three years counts as ten million, not thirty. A job shorter than a year counts its full declared value.
A project with no end date counts in full
There is nothing to annualise against, so it counts its whole declared value. The billing page lists any project in that state by name, which is the prompt to go and set the date.
Archived projects come off the bill
Completed and archived projects are excluded entirely, so archive a job when it ends rather than when somebody remembers.
The figure is sampled daily and billed on the daily average over the month, not the peak. A project added halfway through a month is therefore prorated for free rather than charged as if it had been there all along.
Only projects your organisation hosts count. Being invited onto somebody else's job adds nothing to anybody's bill but theirs.
Storage and SMS are fair use, not metered
Neither is billed. Both are capped.
The storage cap: 200 GB per project
The organisation's own document library counts as one more project for this purpose. It is a hard cap: an upload that would take a project past it is refused rather than charged.
The broadcast SMS cap: 2,000 a month
The cap is per organisation per calendar month. Only site message broadcasts count towards it. Verification codes, registration links and other transactional messages do not, and an emergency site message is never counted and never blocked. See Site messages.
Both defaults can be raised for an organisation that genuinely needs it. That is a conversation with support rather than a setting.
Change your plan
Organisation, then Billing, then Change subscription plan. It compares the two side by side and switches you.
Going from Guest to Host asks for a card and for acceptance of the subscription terms. Going the other way cancels the subscription. Read the section on cancelling in Billing before you do, because what happens is not quite what the confirmation says.
An organisation on an enterprise agreement cannot change its own plan from this page. Those are administered by Teralo against the agreement, and the page says so rather than rebuilding the subscription underneath you.
Tools an enterprise agreement can leave out
Some agreements trade a lower price for a smaller product. A developer with no site delivery function has no use for the safety tools and should not be paying for them, so an agreement can record which tools the organisation's plan withholds.
This is uncommon. Most organisations have an unrestricted plan and will never see any of it. Where it applies, it is written into the agreement before anything is signed, and the create-organisation form shows the scope under the code you enter: what is covered, and what is not.
Thirty-one tools can be scoped this way, grouped by the same four modules the rest of Teralo uses. A few groupings are worth knowing because they are inseparable in the product and therefore inseparable in an agreement:
- Contracts carries progress claims, variations and payments with it. A contract you cannot claim against is not a contract.
- Procurement carries the public tender portal and electronic signing.
- Inductions carries the public self-registration portal and the site sign-in kiosk.
- Budget and Cashflow are separable from Contracts and Program respectively, so they can be withheld on their own.
- AI Chat covers the assistant's tools across every module at once.
What being left out actually means
Three things, and the third is the one that matters most.
The tool disappears from the sidebar, from the Tools grid, from global search and from the report data source list.
It is a real access boundary, not a hidden menu item. The check sits inside the permission resolver, so every page and every endpoint that names a permission inherits it. Typing the address gets Not included in your plan, naming the tool and pointing at your account contact. An organisation administrator cannot grant their way round it, and neither can a permission template: the rows for a withheld tool are not offered in the template editor at all.
Nothing is deleted. Records already in a withheld tool are retained, not destroyed. If the tool comes back in a later negotiation, its history comes back with it, intact and with its permissions as they were. That is also why the person setting the scope is warned how many records a tool holds before they withhold it.
One consequence worth planning around: withholding Documents removes it as a source everywhere else, because attaching a document is offered by twenty other tools. Teralo warns about dependencies like this when the scope is set, and warns rather than blocks, because it is not the platform's place to decide which combinations a customer may buy.
Seven tools are always included
No plan may withhold these, and they are the ones you would need in order to administer your own account: Directory, Roles and Permissions, Billing, Settings, Tool Settings, User Applications and Projects.
Withholding any of them would lock a customer out of running their own organisation, so no agreement can, and the rule is enforced in the product rather than left to whoever writes the deal. Locations comes along with Tool Settings and compliance documents with Settings, so both are safe too.
A guest on a restricted host's project
On a project, the entitlement that applies is the host organisation's, not yours.
So if a host has an agreement without, say, Submittals, then nobody on that project has Submittals, guests included. Your own organisation's workspace is untouched: your registers, your documents, your own projects if you host any, all behave exactly as they did.
This is the same rule as everywhere else in Teralo. The host organisation sets the terms of its own job.
Who can see any of this
The Billing page, and with it the plan, is behind the billing permissions. Viewing billing shows the page read-only; managing billing enables the plan change. Organisation administrators hold both. See Billing.
The entitlement itself has no page. There is nothing to configure, because it is a record of what was agreed rather than a setting, and the only place it surfaces to you is the absence of a tool and the message you get if you go looking for one.