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Billing Invoices

Manage your billing, subscriptions, refunds, and invoices all in one place. This guide will help you understand how to manage your subscription, view invoices, update payment methods, and handle all your billing needs.

Overview​

The Billing Invoices page is your central hub for managing your subscription and billing information. All billing operations are handled through Polar.sh, our secure billing infrastructure platform, which provides you with a dedicated Customer Portal for managing your account.

Understanding Your Subscription Status​

When you visit the Billing Invoices page, you'll see one of four possible subscription states:

1. Free Plan (No Active Subscription)​

If you're on the Free Plan, you'll see:

  • Current Plan: Free Plan - $0 forever
  • Plan Features: A list of all features included in your free plan
  • Upgrade Option: A button to upgrade to the Starter Plan

Free Plan Includes:

  • Unlimited incentive requests from customers, vendors, etc.
  • 1 incentive program
  • 1 Team Member
  • 15 incentive offers per month
  • 15 incentive distributions per month
  • 15 incentive acknowledgement requests per month
  • 180 conversation messages per month
  • Embed a social proof incentive program on your website

2. Active Subscription (Starter Plan)​

If you have an active subscription, you'll see:

  • Current Plan: Starter Plan with your monthly price
  • Next Billing Date: When your next payment will be processed
  • Manage Billing Button: Access to the Customer Portal
  • Plan Features: All features included in your Starter Plan

Starter Plan Includes:

  • Unlimited incentive requests from customers, vendors, etc.
  • 10 incentive programs
  • 5 team members
  • 300 incentive offers per month
  • 300 incentive distributions per month
  • 300 incentive acknowledgement requests per month
  • 5000 conversation messages per month
  • Embed a social proof incentive program on your website

Pricing: $20 per month

3. Cancelled Subscription (Active Until Period End)​

If you've cancelled your subscription but it's still active until the end of your billing period, you'll see:

  • Current Plan: Starter Plan (still active)
  • Cancellation Notice: Information about when your subscription will end
  • Manage Billing Button: Access to the Customer Portal
  • Plan Features: All features you currently have access to

Your subscription will remain active until the end of your current billing period, and you'll continue to have access to all Starter Plan features until then.

4. Previous Subscription (Back to Free Plan)​

If your subscription has ended and you're back on the Free Plan, you'll see:

  • Current Plan: Free Plan - $0 forever
  • Renew Subscription Button: Option to renew your Starter Plan subscription
  • Manage Billing Button: Access to the Customer Portal to view past invoices
  • Plan Features: Features included in your current Free Plan

Accessing the Customer Portal​

The Customer Portal is powered by Polar.sh and provides a secure, user-friendly interface for managing all your billing needs. Only account administrators can access the Customer Portal.

How to Access the Customer Portal​

  1. Navigate to the Billing Invoices page in your account
  2. If you have an active or previous subscription, you'll see a button labeled "Manage your billing, subscription, refund and invoices."
  3. Click this button to open the Customer Portal in a new tab
  4. The portal will automatically authenticate you using your customer ID

What You Can Do in the Customer Portal​

The Customer Portal enables you to:

View & Manage Orders and Subscriptions​

  • See all your past and current subscriptions
  • View subscription details including:
    • Subscription status
    • Billing cycle
    • Start and end dates
    • Plan details

Download and Edit Invoices​

  • Download Invoices: Access and download PDF copies of all your invoices
  • View Invoice Details: See itemized charges, dates, and payment status
  • Invoice History: Browse through all your past invoices in one place

Manage Payment Methods​

  • Add Payment Method: Add new credit cards or payment methods
  • Update Payment Methods: Change or update existing payment information
  • Set Default Payment Method: Choose which payment method to use for automatic billing
  • Remove Payment Methods: Delete payment methods you no longer use

View Orders​

  • See a complete history of all your orders
  • Track order status and delivery
  • View order details and receipts

Billing Settings​

  • Update your billing address
  • Change billing preferences
  • Set up automatic billing notifications
  • Manage billing contact information

Payment Methods Management​

  • View all saved payment methods
  • Update card expiration dates
  • Change billing addresses for payment methods
  • Set up automatic payment preferences

Billing Details​

  • Update company billing information
  • Change tax information
  • Manage billing contacts
  • Update billing address

Cancel Subscriptions​

  • Cancel your subscription (will remain active until the end of your billing period)
  • Reactivate cancelled subscriptions
  • View cancellation details and end dates

Managing Your Subscription​

Upgrading from Free Plan to Starter Plan​

  1. Go to the Billing Invoices page
  2. Scroll to the "Ready to unlock more features?" section
  3. Review the Starter Plan features and pricing ($20/month)
  4. Click the "Upgrade to Starter Plan" button
  5. You'll be redirected to a secure checkout page
  6. Complete your payment information
  7. Once payment is confirmed, your subscription will be activated immediately

Viewing Your Subscription Details​

On the Billing Invoices page, you can see:

  • Current Plan Name: Free Plan or Starter Plan
  • Monthly Price: The amount you're paying (or $0 for Free Plan)
  • Next Billing Date: When your next payment will be processed (for paid plans)
  • Subscription Status: Active, Cancelled, or Inactive

Canceling Your Subscription​

To cancel your subscription:

  1. Click the "Manage your billing, subscription, refund and invoices" button
  2. This opens the Customer Portal
  3. Navigate to your subscription details
  4. Find the cancellation option
  5. Follow the prompts to cancel

Important Notes About Cancellation:

  • Your subscription will remain active until the end of your current billing period
  • You'll continue to have access to all Starter Plan features until the cancellation date
  • After cancellation, you'll automatically return to the Free Plan
  • You can reactivate your subscription at any time before it ends

Renewing a Cancelled Subscription​

If your subscription has ended and you want to renew:

  1. Go to the Billing Invoices page
  2. You'll see a "Renew Subscription" button
  3. Click the button to start a new subscription
  4. Complete the checkout process
  5. Your subscription will be reactivated immediately

Understanding Invoices​

What is an Invoice?​

An invoice is a document that shows:

  • The services you've been charged for
  • The amount you paid
  • The date of payment
  • Your billing information
  • Payment method used

Accessing Your Invoices​

  1. Click "Manage your billing, subscription, refund and invoices" on the Billing Invoices page
  2. In the Customer Portal, navigate to the Invoices section
  3. You'll see a list of all your invoices
  4. Click on any invoice to view details or download it

Downloading Invoices​

  1. In the Customer Portal, go to the Invoices section
  2. Find the invoice you want to download
  3. Click the download button (usually a PDF icon)
  4. The invoice will download to your computer

Invoice Information​

Each invoice contains:

  • Invoice Number: Unique identifier for the invoice
  • Date: When the invoice was issued
  • Amount: Total amount charged
  • Payment Status: Paid, Pending, or Failed
  • Billing Period: The period the invoice covers
  • Payment Method: How you paid (credit card, etc.)
  • Billing Address: Where the invoice was sent

Payment Methods​

Adding a Payment Method​

  1. Access the Customer Portal
  2. Go to Payment Methods section
  3. Click "Add Payment Method"
  4. Enter your card details:
    • Card number
    • Expiration date
    • CVV (security code)
    • Billing address
  5. Click "Save" to add the payment method

Updating a Payment Method​

  1. In the Customer Portal, go to Payment Methods
  2. Find the payment method you want to update
  3. Click "Edit" or "Update"
  4. Make your changes
  5. Click "Save" to update

Setting a Default Payment Method​

  1. Go to Payment Methods in the Customer Portal
  2. Find the payment method you want to set as default
  3. Click "Set as Default" or similar option
  4. This payment method will be used for all future automatic payments

Removing a Payment Method​

  1. In Payment Methods, find the payment method to remove
  2. Click "Remove" or "Delete"
  3. Confirm the removal
  4. Note: You cannot remove a payment method if it's the only one on file and you have an active subscription

Billing Details​

Updating Billing Information​

  1. Access the Customer Portal
  2. Go to Billing Details or Billing Settings
  3. Update any of the following:
    • Billing Address: Where invoices are sent
    • Company Name: Your business name (if applicable)
    • Tax Information: VAT number, tax ID, etc.
    • Billing Contact: Email and phone for billing communications
  4. Click "Save" to update your information

Why Update Billing Details?​

Keeping your billing information current ensures:

  • Invoices are sent to the correct address
  • Tax information is accurate
  • You receive important billing notifications
  • Compliance with local tax regulations

Refunds​

Requesting a Refund​

If you need to request a refund:

  1. Access the Customer Portal
  2. Navigate to the invoice or order you want refunded
  3. Look for a "Request Refund" option
  4. Follow the prompts to submit your refund request
  5. Our support team will review your request

Note: Refund policies and processing times may vary. Contact support if you have questions about refund eligibility.

Common Questions​

Who Can Manage Billing?​

Only account administrators can access the Customer Portal and manage billing. If you're not an admin, you'll see a disabled button and won't be able to make changes.

What Happens When My Subscription Ends?​

When your subscription ends:

  • You automatically return to the Free Plan
  • You lose access to Starter Plan features
  • You keep access to Free Plan features
  • You can renew at any time

Can I Change Plans?​

Currently, you can:

  • Upgrade from Free Plan to Starter Plan
  • Cancel your Starter Plan subscription
  • Renew a cancelled subscription

Plan changes take effect immediately when upgrading, or at the end of your billing period when downgrading.

How Do I Know When I'll Be Billed?​

  • Check the "Next Billing Date" on your Billing Invoices page
  • Set up email notifications in the Customer Portal to receive billing reminders
  • Your payment method will be charged automatically on the billing date

What Payment Methods Are Accepted?​

Accepted payment methods typically include:

  • Credit cards (Visa, Mastercard, American Express)
  • Debit cards
  • Other methods as supported by Polar.sh

Check the Customer Portal for the most current list of accepted payment methods.

Can I Get a Receipt?​

Yes! All invoices serve as receipts. You can:

  • Download invoices from the Customer Portal
  • Save them for your records
  • Use them for accounting or tax purposes

What If My Payment Fails?​

If a payment fails:

  1. You'll receive a notification via email
  2. Update your payment method in the Customer Portal
  3. The system will retry the payment
  4. Your subscription may be paused if payment continues to fail

How Do I Contact Support About Billing?​

If you have billing questions or issues:

  1. Use the Customer Portal's support features
  2. Contact our support team through your account
  3. Include your invoice number or subscription ID for faster assistance

Security and Privacy​

Secure Billing​

  • All billing operations are handled through Polar.sh, a secure, PCI-compliant platform
  • Your payment information is encrypted and securely stored
  • We never store your full credit card details on our servers

Privacy​

  • Your billing information is kept confidential
  • We only use your billing information for processing payments
  • You can update or delete your payment methods at any time

Tips for Managing Your Billing​

  1. Keep Payment Methods Updated: Ensure your credit card hasn't expired
  2. Set Up Notifications: Enable email notifications for billing reminders
  3. Download Invoices Regularly: Keep copies of invoices for your records
  4. Review Billing Periodically: Check your invoices to ensure charges are correct
  5. Update Billing Address: Keep your billing address current for tax and compliance purposes

Need Help?​

If you need assistance with billing or have questions:

  1. Check the Customer Portal's help section
  2. Review your subscription details on the Billing Invoices page
  3. Contact our support team for personalized assistance

Remember: The Customer Portal is your self-service hub for all billing needs. Most billing tasks can be completed there without contacting support.