Managing your billing

Billing Owners are the only users who have access to the Billing tab and the ability to view, edit and upgrade a plan

The Billing tab can be found in the My organisation section of an account

In this tab Billing Owners can:

• View which plan they are on and the status of their account
• See what billing cycle they are on
• See how many staff users have been set up and how many spots are remaining
• See what volunteer allocation they have included in their plan and how many spots are remaining
• Edit their plan 
• Switch to a different billing cycle
• View and edit payment information and see the date they will next be billed
• Change the Billing Owner to another staff member
• View the billing history for the account and download previous invoices

Upgrading your account

• The Billing Owner can upgrade a plan by clicking on the Upgrade button at the top right hand side of the screen and following the steps from there. 
• There is also an Edit plan or Upgrade to add more programs and users link they can access via the Billing tab in the My Organisation section of the account.

Keep your billing details up to date

It’s important to keep your billing details up to date so payments continue to automatically go through the system by:

• Re-entering your credit card details if they change or expire
• Making sure your billing address is still correct and updated if your card details change
• Updating the Billing Owner for the account if you are changing roles or leaving your organisation

Account warnings and payment failures

• The Billing Owner will receive an email notification if the credit card details entered on the account are expiring soon. The system will also display a credit card expiring soon in-app notification bar to all users.
• The Billing Owner will receive a payment failure email notification if payment doesn’t go through. The system will also display a payment failure in-app notification bar to all users
• If a payment fails the system will not re-attempt payment, the Billing Owner must initiate payment of any outstanding invoice.

Grace period and account suspension

• Our four week grace period allows organisations to continue using the app as normal after a payment has failed
• The system will display an overdue invoice in-app notification bar to all users 14 days out from suspension
• If the grace period has elapsed and payment has still not been made, the account is put into a suspended state

Preventing or removing suspension

• The Billing Owner can login and pay an invoice to prevent or remove suspension
• Other organisation staff with access to the account can message the Billing Owner directly from the account about payment issues