Managing billing and invoices
Billing shows what your account is subscribed to and where the invoices go. Most of it is a statement of your current position rather than something to change.
Where it is
Section titled “Where it is”Choose Admin, then Workspace and Billing.
What the summary tells you
Section titled “What the summary tells you”The top of the screen states your payment method and billing period together, then the plan beneath it: the base price for that period, how many users are included, the next billing date and the commencement date. If you pay by Direct Debit, it also shows the state of your Direct Debit mandate and its reference.
Included users is the number to watch. It is the figure your price is set against, and going past it is a conversation with Learnient rather than something the screen stops you doing — so it is worth checking before a large import rather than after.
A date reading Not set means exactly that: the account has no date recorded, usually because it is not yet on a live billing cycle.
Company information
Section titled “Company information”Change beside Company information opens the billing details: the billing address, VAT number, the accounts contact and the email addresses invoices go to. You need the Manage subscription permission to change them.
The company name is not edited here. It comes from your account name, which you change under Admin → Workspace → Settings.
Keep it current. These details are printed onto invoices as they are generated, so correcting them later does not correct an invoice already issued.
Invoice recipients
Section titled “Invoice recipients”Invoices are sent to the addresses listed here, and the list starts empty — an account with no email recipients configured is one where invoices are not reaching anybody by email. Add them under Invoice emails in the billing details.
This is the single most commonly missed setting on the screen, because nothing about it is broken. The invoices exist and are available to download; they are simply not arriving.
Invoices
Section titled “Invoices”The invoice list shows what has been issued, with Refresh to pull the latest. Credit notes and overage invoices are labelled as such, amounts show the VAT they include, and each invoice can be downloaded as a PDF. An empty list on a new account is normal.
Changing what you are on
Section titled “Changing what you are on”Nothing about your plan or how you pay is changed on this screen. Changing the number of included users, the period, the price or your payment method is done with Learnient rather than in the product, and this screen shows you the result.
What happens when you save
Section titled “What happens when you save”Updating the billing details changes what appears on invoices issued from that point. Invoices already issued keep the details they were issued with.