Invoices

Every billing period generates one invoice. You can view it in the Stripe portal and you also get a PDF copy by email at the billing contact.

Where invoices live

• Stripe portal: PDF download + line-item view. See stripe-portal.
• Email: a copy is sent to the billing contact on issue.

When invoices are issued

• Renewal: at the start of each new billing period for the upcoming period.
• Upgrade: when you accept a new seat mid-cycle, a proration invoice is issued for the rest of the current period.
• Annual switch: a single invoice for the full year is issued at switch time.

Invoices are issued in your account currency (USD by default). Different currencies are available on request via support-contact.

Invoice format

A typical monthly invoice looks like this:

Ochre Inc.
Invoice #2026-05-0142
Period: 2026-05-01 to 2026-05-31

Description                       Qty   Unit price   Amount
Ochre subscription                  8       $39.00   $312.00
                                              Tax     $0.00
                                            Total   $312.00

A mid-cycle proration invoice looks like this:

Ochre Inc.
Invoice #2026-05-0167
Period: 2026-05-12 to 2026-05-31 (proration)

Description                            Qty   Unit price   Amount
Ochre subscription (prorated, 19 days)   1       $23.90    $23.90
                                                  Tax       $0.00
                                                Total      $23.90

The proration math is ($39 / 30) * (days remaining), so half a month at one extra seat is roughly $19.50.

Reconciling proration

If you onboard a batch of agents on different days, you will see one proration invoice per batch. Each line item is the seat addition. To match this against your HR records, the audit log shows exactly when each role change happened. See audit-log.

Tax

Stripe Tax computes tax at invoice time based on your billing address.

• US: sales tax per state where applicable.
• EU: VAT, with reverse-charge if you provided a VAT ID.
• UK: VAT.
• Canada, Australia: GST.
• Other: per local rules.

Tax rate is shown on the invoice. If you believe the tax rate is wrong, update the address in the stripe-portal. For overrides (charity status, tax exemption certificates), contact us.

Failed payments

If the card fails, Stripe retries on its standard schedule:

1. Day 1 of period: initial attempt.
2. Day 4: retry 1.
3. Day 7: retry 2.
4. Day 10: retry 3 (final).

During this window your workspace stays fully usable. The owner gets an email after each failure. After the third failure, the workspace enters a 7-day grace state where it remains read-only-disabled, then full pause.

To recover, update the card in the stripe-portal. The next charge attempts immediately on the new card.

Editing past invoices

You cannot edit issued invoices; they are immutable for accounting integrity. If something is wrong (wrong tax, wrong VAT ID, billing email typo), contact support-contact. We can issue a credit note plus a corrected invoice.

Invoice numbering

Numbers follow YYYY-MM-NNNN where NNNN is sequential within the month across our entire customer base. Numbers are not contiguous within a single workspace. If your accounting system requires per-customer sequential numbers, let us know.

Adding a PO number or reference

In the stripe-portal, you can set a "PO number" field that will appear on subsequent invoices. Useful for AP teams that match invoices to internal POs.

Common questions

Can I download a CSV of all invoices? Yes, from the Stripe portal. Useful for year-end reconciliation.

Are invoices sent only to the billing email? Yes by default. Cc additional emails by adding them to "additional invoice contacts" in the portal.

My finance team uses NetSuite/QuickBooks. Can you push invoices into it? Not directly. Pull via Stripe's NetSuite or QuickBooks integration. Stripe documents this on their site.

I need a custom invoice format with my legal entity name on the buyer side. Set "Company name" in the Stripe portal. It appears on every subsequent invoice. Past invoices stay as-is.

What to do next

• Open the stripe-portal to download.
• For seat-driven cost changes see seats-and-roles and changing-your-plan.
• For refunds and credits see refunds.