Billing Details
What are Billing Details?
Billing Details contain all the financial and subscription information for your organization. Think of it as your "account profile" that handles everything related to payments, subscriptions, and billing for your coaching platform services.
Why Does It Matter?
Proper billing details ensure:
- Uninterrupted service - Your subscription stays active and your team can access coaching
- Accurate invoicing - You receive correct bills with proper company information
- Compliance tracking - Proper records for accounting and tax purposes
- Subscription management - Control over what services you're paying for
- Budget planning - Clear understanding of your coaching platform costs
Real-World Example
TechInnovatie B.V. billing setup:
- Business Address: "Zuiderpark 12, 9724 AG Groningen, Netherlands"
- Billing Contact: "Marieke de Vries, CFO (marieke.devries@techinnovatie.nl)"
- Subscription: "Enterprise Plan - Monthly"
- Currency: "EUR"
- Tax ID: "NL123456789B01"
- Status: "Active"
- Allow Reselling: "No" (they use it only for their employees)
Key Information Stored
🏢 Company Information
| Field | What It's For | Example |
|---|---|---|
| Business Address | Official company address for invoices | "Hoofdstraat 45, 1012 AB Amsterdam, Netherlands" |
| Billing Contact | Person responsible for payments | "Hans Müller, Finance Manager" |
| Billing Email | Where invoices are sent | billing@company.nl |
| Billing Phone | Contact number for billing issues | +31-20-123-4567 |
| Tax ID | Company tax identification number | NL123456789B01 |
💳 Subscription Details
| Field | What It Means | Example |
|---|---|---|
| Subscription Period | How often you're billed | "Monthly", "Quarterly", "Annual" |
| Currency | What currency you pay in | "USD", "EUR", "GBP" |
| Subscription Status | Current state of your account | "Active", "Suspended", "Cancelled" |
| Allow Reselling | Whether you can resell services | Yes/No |
📅 Account Timeline
| Field | Purpose | Example |
|---|---|---|
| Created Date | When billing was first set up | Shows account history |
| Updated Date | Last time information was changed | Tracks recent modifications |
Subscription Status Explained
✅ Active
- Your subscription is current and paid up
- All coaching services are available
- Users can access all features
- No service interruptions
⚠️ Suspended
- Payment issue or temporary hold
- Limited access to services
- Usually resolves quickly once payment is processed
- Users may see limited functionality
❌ Cancelled
- Subscription has been terminated
- Services will stop at end of current billing period
- Data may be retained for a limited time
- No new coaching sessions can be started
Common Billing Scenarios
New Organization Setup
When you first subscribe:
- Initial setup - Basic billing information is collected
- Payment method - Credit card or invoice billing is established
- Service activation - Coaching services become available
- First invoice - You receive your first bill based on your chosen plan
Monthly Operations
During normal operations:
- Automatic billing - Charges process on your billing date
- Usage tracking - Platform monitors your service usage
- Invoice delivery - Bills are sent to your billing email
- Payment processing - Payments are automatically processed or you pay invoices
Plan Changes
When you upgrade or modify services:
- Pro-rated billing - You pay for the difference in service levels
- Immediate access - New features become available right away
- Updated invoices - Future bills reflect your new plan
- Notification - Billing contact receives confirmation of changes
Managing Your Billing
What You Can Update
- ✅ Contact information - Email, phone, billing contact person
- ✅ Business address - For accurate invoicing
- ✅ Payment method - Credit card or bank details
- ✅ Subscription plan - Upgrade or downgrade services
- ✅ Billing frequency - Monthly, quarterly, or annual
What Requires Support
- 🔧 Currency changes - May affect pricing
- 🔧 Tax ID updates - Requires verification
- 🔧 Subscription status - Only support can suspend/reactivate
- 🔧 Reselling permissions - Business model changes
Reselling Option
What is Reselling?
Allow Reselling lets your organization offer coaching services to other companies under your account.
When You Might Use It
- Consulting firms - Offering coaching as part of client services
- HR companies - Providing coaching to multiple client organizations
- Training providers - Including coaching in training packages
- Parent companies - Managing services for subsidiaries
How It Works
- You manage billing for multiple organizations
- Each organization gets their own branded space
- You control access and permissions
- You receive consolidated billing
Common Questions
Who manages our billing details?
Usually your finance team, accounting department, or designated billing administrator.
How often are we billed?
Based on your chosen subscription period - monthly, quarterly, or annually.
Can we change our billing information?
Yes, most billing details can be updated by your administrator or by contacting support.
What happens if a payment fails?
You'll receive notifications, and the system will retry payment. If issues persist, your account may be temporarily suspended.
How do we cancel our subscription?
Contact your account manager or support team. There may be notice requirements based on your contract.
Can we get invoices instead of automatic charging?
Yes, many organizations use invoice billing instead of automatic credit card charging.
Next: Learn about User Experience - how employees interact with coaching services and features.