What is the Billing Section? The Billing section is your central hub for managing your subscription, viewing invoices, recording payments, and configuring billing settings. Track your account balance, monitor unpaid invoices, and manage payment methods all in one place.

Agency Programme Margin Calculator: If you are evaluating white-label resale pricing, use the Agency Margin Calculator on /partners to model monthly and annual gross margin based on total active locations and your retail price per location. You can also compare against your current vendor per-location cost to estimate monthly and annual margin uplift.

Key Benefits:

• Invoice History: Access all past invoices with dates, amounts, and download PDFs

• Payment Tracking: See which invoices are paid, partially paid, or unpaid

• Manual Payments: Record payments made outside the system for accurate accounting

• Payment Methods: Add and manage payment methods for automatic billing

• Billing Settings: Configure billing contact info, tax ID, and billing preferences

• Subscription Status Auth: If subscription status appears unavailable after invite onboarding, sign out and sign in again on the same domain to refresh bearer session context for billing endpoints.

• Current Month Invoice: View detailed breakdown of your current charges

• Role-Based Access: Bookkeepers see location-specific billing; other roles see organization-wide view

Accessing Billing: Navigate to Billing in the main menu to open the billing dashboard.

Company Header Section:

At the top of the billing page, you'll see your company information including:

• Company name

• Billing contact details

• Company registration or tax number

• Edit button to update company information

Billing Overview Card:

Shows your current financial status at a glance (not visible to bookkeeper role):

• Current Balance Due: Total amount owed across all unpaid invoices

• Unpaid Invoices: Count of invoices not yet fully paid

• Payment Method Status: Indicates if you have an active payment method configured

Invoices & Transactions Table:

The main section displays your invoice history with columns:

• Invoice #: Unique invoice number for reference

• Date: When the invoice was issued

• Due Date: When payment is due

• Locations: Number of locations billed in this invoice

• Amount: Total invoice amount in Rands (R)

• Status: Current payment status with color-coded badges:

- Green "Paid": Invoice fully paid

- Yellow "Partially Paid": Invoice has partial payment

- Red "Unpaid": Invoice not yet paid

• Actions: Download PDF or Record Payment buttons

Invoice Actions:

• Download Invoice: Click the download icon to access PDF for records and expense filing

• Record Payment: Only appears for unpaid/partially paid invoices - click to add a payment record

Recording Manual Payments:

When you click "Record Payment" on an invoice:

1. A dialog opens with the invoice details

2. Enter the payment amount (can be less than total for partial payments)

3. Select payment date when the payment was made

4. Choose payment method (e.g., Bank Transfer, Check, Cash)

5. Optionally add notes for internal reference (e.g., reference number, check number)

6. Click "Record Payment" to save

The invoice status updates to show the new payment, and the balance due decreases. Multiple partial payments can be recorded for a single invoice.

Location Summary Card (Bookkeeper Role):

Bookkeepers see a different view that shows billing by location:

• A dropdown to select which organization to view

• Location summary shows locations billed in current period

• Useful for accounting and financial reporting by location

Payment Methods Section:

Manage how you pay your bills through secure Paystack integration:

• Paystack Card Payments: Primary payment method for invoices - secure card processing through Paystack

• Manual EFT (Admin-Enabled): Bank transfer option available only if your admin enables it for special circumstances

• Temporary R1 Auth Hold: Paystack may place a temporary R1 authorization when you add a card to verify it; this is released automatically and is not a charge

• Current Methods: Shows all active payment methods with card type and last 4 digits (e.g., "Visa • 4242")

• Primary Method: Indicates which method is used for automatic invoice payments

• Set as Primary: Click the star icon to change the default payment method

• Add Payment Method: Click to add a new card through secure Paystack hosted form - your card details are handled securely by Paystack

• Remove Method: Delete payment methods you no longer use (primary method cannot be removed)

Billing Settings Section:

Configure your account's billing preferences:

Billing Contact:

• Billing Email: Email address where invoices and billing communications are sent

• Billing Name: Name for the billing contact person

• Billing Phone: Contact number for billing inquiries

Billing Address:

• Street Address: Physical mailing address

• City: City for billing location

• State/Province: State or province

• Postal Code: Zip or postal code

• Country: Country for the billing address

Tax & Compliance:

• Tax ID: Company tax registration number (e.g., VAT number, EIN)

• Tax Exempt: Toggle if your organization is tax-exempt (requires documentation)

• Invoice Notes: Custom text to appear on all invoices (e.g., payment terms, PO requirements)

Preferences:

• Price per Location: Visible to billing viewers, but editable by admin only (customer and customer_manager see this value as read-only)

• Billing Frequency: Choose monthly or annual billing (if available)

• Auto-Pay Enabled: Toggle automatic payment from primary payment method

• Email Reminders: Receive email notifications for upcoming due dates

• Invoice Format: Choose digital, printed, or both

Save Changes: Click "Save Settings" at the bottom to apply your changes.

Current Month Invoice Card:

Detailed breakdown of charges for the current billing period:

• Invoice Number: Identifier for this invoice

• Issue Date: When this invoice was generated

• Locations Billed: Number of locations charged this month

• Rate per Location: Monthly charge per location

• Subtotal: Locations count × rate per location

• Total Due: Final amount due (including any taxes or add-ons)

Use this to understand your charges and plan for payment.

Understanding Invoice Amounts:

Base Charge: Calculated as (Number of Locations) × (Rate per Location) × billing period

• Monthly plans: billed each month

• Annual plans with ≤25 locations: one upfront invoice covering 12 months (billing_month shown as YYYY-annual)

• Annual plans with >25 locations: billed monthly at the discounted annual rate

• You are billed for all active locations synced to your account

• Each active location counts as one unit for billing purposes

Pricing Plans:

• DIY (Growth): Self-managed. All channels included. Monthly or annual billing.

• DIWM (Scale): Done-with-you. Guided setup included. Monthly or annual billing.

• DIFM (Enterprise): Done-for-you. Full managed service. Monthly or annual billing.

• Annual plans lock in a discounted per-location rate and issue a single 12-month invoice for organisations with ≤25 locations.

Standalone Add-Ons:

• Priority SLA Support: Dedicated 4-hour response SLA

• Developer API Access: Pay-as-you-go access to the ProfilePilot API ($50 min.)

• LocalSEO Grid AI Overages: Additional AI credits beyond plan allowance

• Geo-Grid Credits: Purchased in credit blocks for Local SEO grid scans

• Report Exports: Per-export charge for custom report generation

What Counts as a Location:

• Any Google Business Profile location synced to your account

• Any Meta (Facebook) business page connected

• Locations are counted whether they are open, closed, or temporarily closed

Add-ons & Features:

Some plans include add-ons like:

• Local SEO: Additional queries and search intent data

• Advanced Analytics: Premium reporting features

• Dedicated Support: Priority customer support

These appear as line items on your invoice if enabled.

Payment Terms & Due Dates:

• Payment Handling and Payment Terms controls are admin-editable only; customer and customer_manager can view them as read-only

• Invoices are typically issued on the same date each month

• Due date is usually 30 days from invoice date

• Payments can be made at any time - they're applied to invoices automatically

• Early payment is always acceptable and encouraged

Common Scenarios:

"Why am I billed for a closed location?"

All synced locations are billed, including closed ones. If you no longer want to be billed for a location, contact support to remove it from your account.

"How do I set up automatic payments?"

Ensure you have a primary payment method configured and enable Auto-Pay in Billing Settings. Payments will be automatically charged on the due date.

"Can I get an annual discount?"

Yes. Choose an annual plan on the Pricing page. Annual plans offer up to 50% off the monthly rate. Organizations with ≤25 locations are billed once upfront for the full year.

"What if I have a billing question?"

Check your billing contact email is current in Billing Settings, then contact support with your invoice number.

Best Practices:

• Review your Billing Overview monthly to track balance due

• Set up automatic payments to avoid late fees

• Keep your billing contact email updated to receive invoices promptly

• Download and archive invoices monthly for accounting records

• Update billing address if you move or change company information

• Monitor the "Current Month Invoice" to understand your charges

• Contact support immediately if an invoice seems incorrect

• Plan for billing changes when adding or removing locations