Managing Billing

Learn how to manage your payment methods, view invoices, update billing information, and handle subscription changes.

Accessing Billing Settings

To access your billing dashboard:

  1. Log into AutoSeq
  2. Click your workspace name (top left)
  3. Click "Settings"
  4. Click "Billing" in the sidebar

What you'll see on the Billing page:

  • Current plan details
  • Payment method on file
  • Next billing date and amount
  • Invoice history
  • Subscription status
Good to Know
Only workspace Owners and Admins can access billing settings. Members cannot view or change billing information.

Managing Payment Methods

Viewing Your Payment Method

To see your current payment method:

  • Go to Settings → Billing
  • Under "Payment Method" section
  • You'll see last 4 digits of your card and expiration date
  • Full card number is never displayed (security)

Adding a Payment Method

If you're on the Free plan and want to upgrade:

  1. Click "Upgrade Plan" button
  2. Select your new plan
  3. Enter payment details:
    • Card number
    • Expiration date (MM/YY)
    • CVV (3 or 4 digits on back of card)
    • Billing ZIP code
  4. Click "Subscribe"

Updating Payment Method

To change your card (e.g., card expiring or new company card):

  1. Go to Settings → Billing
  2. Click "Update Payment Method" button
  3. Enter new card details
  4. Click "Save"
  5. Confirmation message appears
  6. New card will be used for next billing cycle

Important: The new card is charged immediately for a $1 verification charge (refunded within 7 days). This confirms the card is valid.

Important
Update your payment method BEFORE your card expires to avoid subscription interruption.

Removing Payment Method

You cannot remove a payment method while on a paid plan. To remove:

  1. Downgrade to Free plan first
  2. Wait for current billing period to end
  3. Then you can remove the card

Billing Information

Company & Tax Details

To update billing address or company info:

  1. Go to Settings → Billing
  2. Click "Edit Billing Information"
  3. Enter:
    • Company name (optional)
    • Billing email (for invoices)
    • Street address
    • City, State, ZIP
    • Country
    • VAT/Tax ID (if applicable)
  4. Click "Save"

Why this matters:

  • Appears on all future invoices
  • Required for tax reporting in some countries
  • Needed for expense reimbursement

Tax & VAT

AutoSeq automatically calculates tax based on your billing address:

  • US customers: Sales tax applied based on state (if applicable)
  • EU customers: VAT charged unless valid VAT ID provided
  • Other countries: Local taxes may apply

To add a VAT ID:

  1. Go to Settings → Billing → Edit Billing Information
  2. Enter your VAT ID in the tax ID field
  3. Save
  4. We'll verify the VAT ID with EU tax authorities
  5. If valid, VAT will be removed from future invoices (reverse charge)

Invoices & Receipts

Viewing Invoice History

To see all past invoices:

  1. Go to Settings → Billing
  2. Scroll to "Invoice History" section
  3. See list of all invoices

Each invoice shows:

  • Invoice number (e.g., INV-2024-001234)
  • Date issued
  • Amount charged
  • Payment status (Paid, Failed, Pending)
  • Download PDF button

Downloading Invoices

To download an invoice PDF:

  1. Find the invoice in your history
  2. Click the "Download PDF" button
  3. PDF opens in new tab
  4. Save or print as needed

Invoice includes:

  • AutoSeq company details
  • Your billing details
  • Itemized charges
  • Tax breakdown
  • Payment method used
  • Receipt confirmation
Pro Tip
Forward invoices to your accounting team or upload to expense management tools like Expensify or Bill.com.

Email Receipts

You automatically receive email receipts:

  • When: Immediately after successful payment
  • To: Billing email address on file
  • Contains: Link to download invoice PDF

To change billing email:

  1. Go to Settings → Billing → Edit Billing Information
  2. Update "Billing Email" field
  3. Save

Subscription Management

Viewing Current Subscription

To see subscription details:

  • Go to Settings → Billing
  • Top of page shows:
    • Current plan name (Free, Starter, Professional)
    • Monthly or annual billing
    • Next billing date
    • Amount to be charged
    • Subscription status (Active, Cancelled, Past Due)

Changing Your Plan

To upgrade or downgrade:

  1. Click "Change Plan" button
  2. Select new plan
  3. Review changes:
    • Upgrades: Prorated charge, immediate effect
    • Downgrades: Takes effect at end of billing period
  4. Confirm change

Cancelling Your Subscription

To cancel a paid plan:

  1. Go to Settings → Billing
  2. Scroll to bottom
  3. Click "Cancel Subscription" button
  4. Confirm you want to cancel
  5. Optionally provide feedback (helps us improve)
  6. Click "Yes, Cancel"

What happens when you cancel:

  • ✅ You keep access until end of current billing period
  • ✅ No refund for unused days (except first 14 days)
  • ✅ Your data is NOT deleted
  • ✅ Workflows, rotations, settings are preserved
  • ✅ At period end, you're downgraded to Free plan
  • ❌ No future charges
  • ❌ Cannot undo cancellation (must re-subscribe)
Good to Know
Cancelling doesn't delete your data. You can always re-subscribe later and pick up where you left off.

Reactivating a Cancelled Subscription

If you cancelled but want to re-subscribe:

  1. Go to Settings → Billing
  2. Click "Reactivate Subscription" button
  3. Confirm reactivation
  4. You're charged immediately for the current period
  5. Subscription resumes

Failed Payments

Why Payments Fail

Common reasons for payment failure:

  • 💳 Card expired
  • 💳 Insufficient funds
  • 💳 Card limit exceeded
  • 🏦 Bank declined (fraud protection)
  • 📍 Billing address mismatch
  • ❌ Card reported lost or stolen

Payment Retry Logic

If a payment fails, AutoSeq automatically retries:

  1. Day 1 (billing date): First attempt fails
  2. Day 3: Second attempt
  3. Day 5: Third attempt
  4. Day 7: Fourth and final attempt
  5. Day 8: Subscription suspended if all retries fail

During retry period:

  • ✅ AutoSeq continues to work normally
  • ✅ Workflows keep running
  • ✅ You receive email notifications for each failed attempt
  • ✅ You can manually update payment method anytime
7-Day Window
You have 7 days to fix payment issues before your service is suspended. Update your card as soon as you receive a failure email.

Updating Payment After Failure

To fix a failed payment:

  1. Check your email for failure notification
  2. Go to Settings → Billing
  3. Click "Update Payment Method"
  4. Enter new/corrected card details
  5. Click "Retry Payment Now" button
  6. Payment processes immediately
  7. If successful, subscription continues normally

Suspended Account

If payment fails for 7 days:

  • ❌ Subscription is suspended
  • ❌ Workflows stop running
  • ❌ Access to paid features removed
  • ✅ Your data is preserved (not deleted)
  • ✅ You can still log in and update payment

To reactivate:

  1. Update payment method
  2. Click "Reactivate and Pay Now"
  3. You'll be charged for the missed period + current period
  4. Service resumes immediately

Understanding Your Billing Cycle

Billing Date

Your billing date is set when you first subscribe to a paid plan:

  • Subscribe on January 15 → You bill on the 15th of every month
  • Subscribe on March 30 → You bill on the 30th (or last day of month for shorter months)

Billing date does NOT change when you:

  • Upgrade or downgrade
  • Update payment method
  • Change billing information

Proration

Proration applies when you upgrade mid-cycle:

Example:

  • Current plan: Starter ($49/month), renews on the 1st
  • Today: It's the 20th of the month
  • You upgrade to Professional ($149/month)
  • Days remaining in cycle: 11 days
  • Prorated charge: ($149 - $49) × (11/30) = $36.67
  • You're charged $36.67 today
  • On the 1st of next month: Full $149 charge

Billing Security

Payment Security

AutoSeq uses Stripe for payment processing:

  • 🔒 PCI DSS Level 1 compliant (highest security standard)
  • 🔒 256-bit SSL encryption for all transactions
  • 🔒 Card data never stored on AutoSeq servers
  • 🔒 Tokenization: Only encrypted tokens stored
  • 🔒 3D Secure: Additional verification for high-value transactions
Your Card is Safe
AutoSeq never sees or stores your full card number. All payment data is handled securely by Stripe.

Billing Data Privacy

Who can see your billing information:

  • ✅ Workspace Owners (full access)
  • ✅ Workspace Admins (full access)
  • ❌ Workspace Members (no access)
  • ❌ Other workspaces (each workspace has separate billing)

Troubleshooting Billing Issues

Charged Twice

Problem: See duplicate charges on card

Solutions:

  1. Check if you have multiple AutoSeq workspaces (each bills separately)
  2. Verify one charge isn't the $1 verification (refunded)
  3. Check invoice history to see what each charge is for
  4. If truly duplicate, contact support with invoice numbers

Charged Wrong Amount

Problem: Charge doesn't match expected price

Solutions:

  1. Check if it's a prorated charge (mid-cycle upgrade)
  2. Verify tax was included (varies by location)
  3. Download invoice PDF for itemized breakdown
  4. Contact support if still unclear

Can't Find Invoice

Problem: Need invoice but can't find in billing history

Solutions:

  1. Check the billing email inbox for receipt emails
  2. Verify you're in the correct workspace
  3. Check if charge was for a different workspace
  4. Search email for "AutoSeq" or "Stripe"
  5. Contact support with transaction date and last 4 of card

Billing Best Practices

Set Calendar Reminders

  • Add billing date to your calendar
  • Set reminder 1 week before for card expiration check
  • Review usage before billing date to avoid overage surprises

Keep Backup Payment Method

  • Have a second card ready in case primary fails
  • Use a corporate card if company is paying
  • Don't use prepaid cards (often fail)

Download Invoices Regularly

  • Download and save invoices monthly
  • Organize in folder for tax time
  • Forward to accounting team proactively