Every charge on your subscription produces an invoice, and everything to do with paying for Simplesat is on Admin → Billing. You can download any invoice, send copies to your finance team, update the card on file, and switch to paying by bank transfer.
Invoice history
Every invoice you've been issued is under Invoice history on the Billing page, and selecting View invoice on a row downloads the PDF. Each invoice also arrives by email when it's issued.
An invoice shows the service period it covers, what's due and what's been paid, and a Pay online link.
The invoice for your next billing period is issued on the renewal date. If you need something in hand before then to get a purchase approved, ask support for a quote or a preview of the upcoming invoice.
Note: there's currently no bulk export or statement of account, so reconciling a period means downloading the individual invoice PDFs from the Billing page.
Who can see the Billing page
The Billing page is visible to the Owner, to users with the Billing role, and to anyone whose custom role includes billing visibility. Without billing access, you'll find your renewal date and billing frequency on Admin → Usage.
Sending invoices to your finance team
Invoices go to one address: the Billing email shown under Billing details on the Billing page. That address is always the workspace Owner's, so it changes only when ownership does.
Support can add more email addresses that receive copies of billing emails. Send us the addresses you want added.
Transferring ownership does much more than redirect invoices, so it's usually the wrong tool for the job. Ownership can only go to someone who already has the Admin role, the new Owner takes over billing control while you lose yours, and only they can transfer it back to you.
The Billing role lets someone sign in and download every invoice, though it won't send them invoice emails. It's the narrowest role in Simplesat, and a Billing user can't see your feedback, reports or team members at all. What they can do on the Billing page is change the plan and cancel the subscription.
Payment methods
Simplesat charges a card by default, and annual subscriptions on Pro, Elite and Enterprise can pay by bank transfer instead. PayPal isn't supported.
Update a card at Admin → Billing → Update card, or Add a card if there's none on file. Card details are stored and processed by Stripe, so Simplesat never sees the full number.
Only one card is stored at a time and Update card replaces it. To take it off your workspace entirely, ask support.
If the card form errors, or the old card is still showing after you saved a new one, open the latest invoice and use its Pay online link. That accepts a new card and updates the card on file at the same time.
Heads up: saving a new card doesn't retry a plan change that failed. Select the plan again once the card is saved, and if it still won't go through, contact support and we'll set the plan up for you.
A card that works elsewhere is declined here
A decline like that is almost always a restriction at your own bank, often on recurring or international charges. Neither Simplesat nor Stripe can lift that restriction, so clearing it means asking your bank to allow the charge.
The Billing page shows the reason your bank gave for the decline, which is usually enough to take to them. Some banks return nothing specific, and then the page reads The card has been declined for an unknown reason. If you see that, contact support and we'll check what your bank actually sent back.
Check the card's expiry date as well. It's on the Billing page beside the card.
Non-US cards and addresses
Both are supported. If the Billing page flags a problem with your address, save it again and refresh the page, and let support know if it's still flagged.
Paying by invoice, ACH or wire transfer
On manual invoicing, an invoice is issued each cycle and paid by bank transfer, instead of a card being charged automatically.
Manual invoicing isn't self-serve, so contact support and we'll set it up. Once a subscription is on it:
The card on file stops being charged, and each invoice is paid by transfer instead.
Invoices are due 30 days from the date they're issued, unless we've agreed to different terms.
Include the invoice number as the payment reference, so we can match the payment to your workspace.
Bank and wire transfer details are printed on the invoice PDF. Ask support if you need them separately.
Support can add a purchase order number to your invoices. If you're setting up against a PO, send us the PO number, the plan and billing term, and who the invoice should go to. The subscription starts once that invoice is issued and paid, so allow time for both.
Changes to your billing details show up on the next invoice, not on ones already issued. An invoice that's already out can still be corrected: support voids it and issues a replacement.
Why an invoice amount changed
A mid-cycle upgrade is prorated in both directions. You're charged for the new plan from the day you change it to the end of the period you'd already paid for, and credited for the unused part of the old plan. The net amount goes onto your next invoice instead of being charged immediately.
That's why a renewal invoice can be much larger than the plan price: it's the renewal plus the net cost of an upgrade you made months earlier. A downgrade works the same way and produces a credit, which reduces future invoices.
The per-month price on the pricing page is the annual rate, paid up front. Paying monthly costs more per month.
Tax forms, entity details and vendor onboarding
Simplesat is a US-registered entity, so we can send you a completed W-9 on request. A W-8 doesn't apply, because that form is for non-US vendors. Ask support for the W-9, and we'll include a company payment information document if your accounts payable team needs entity and remittance details.
Self-serve subscriptions don't have a countersigned vendor agreement. They're governed by the published Terms of Service, and what a procurement team usually needs is the subscription record: plan, price, number of account users, billing cycle, renewal date, and how to stop the renewal. All of that is on the Billing page.
The Bill to name and address on your invoices can be set or changed, and the request has to come from the Owner. A self-serve subscription doesn't have one by default, which is why an invoice can show only the account email.
Send RFPs, vendor questionnaires and security reviews to support and we'll route them to the right team.
Who we'll take billing changes from
Simplesat doesn't release account information, invoices, agreements or personal data to anyone who isn't an active user on the workspace. If you're a vendor management service, a procurement team or an outsourced AP provider, we'll ask the Owner to confirm the request on the same thread.
Billing changes need the Owner's authorization: invoice recipients, billing address, payment method, plan changes and cancellation. That holds even for a request from your own finance team, and it still holds after a cancellation, because the workspace and its users survive one. If the Owner has left your company, an Admin on the workspace can confirm the request instead.
Troubleshooting
We're not getting invoice emails
Invoices go to a single address, the Billing email shown under Billing details on the Billing page. Check that it's the address you expect, then look in that mailbox's spam folder.
That address always follows the workspace Owner, so if it's pointing somewhere you don't want, contact support and we'll add the addresses you'd like to receive copies.
We paid, and the workspace still shows expired
Send support the payment receipt and we'll reactivate the subscription while accounting verifies it, so no feedback is withheld in the meantime. What we need is a document showing the bank deposit or transfer status, because a record from your own accounting system isn't enough on its own.
If nothing has been paid recently, check the workspace switcher first, because an expired banner sometimes means you're signed in to an older workspace instead of the one you pay for.
The invoice says a card payment failed, but we don't pay by card
Accounts billed by invoice, ACH or wire can still show a card-failure message, and it doesn't mean you owe a card payment. Contact support and we'll clear it.
Inviting someone with the Billing role fails
Only the Owner can invite a user with the Billing role. An Admin who tries gets The selected role cannot be invited due to permission restrictions.
The invoice list is empty
Invoice history is per workspace, so confirm which workspace you're in. If you're the Owner of the right workspace and the list is still empty, contact support.
Duplicate invoices for the same amount
Duplicate or repeatedly failed invoices for the same period are voided or marked uncollectible, so you won't be charged twice. Tell support if you see one and we'll confirm which is live.
The plan says Expired, Past due or Canceled
Those are the three states the Billing page shows when a subscription isn't active, and the price is replaced by the words feedback withheld.
Past due means a payment failed and we're retrying. New feedback is held meanwhile.
Expired means the subscription lapsed unpaid.
Canceled means it was ended.
In all three, feedback already collected stays visible and new feedback is held until the subscription is active again.
FAQ
Where do I download our invoices?
Admin → Billing → Invoice history, then View invoice. You need to be the Owner or have the Billing role.
How do I give our finance team access to invoices?
Ask the Owner to invite them from Admin → Users with the Billing role, which opens the Billing page and every invoice on it. Only the Owner can send that invitation.
Can you email me a copy of an invoice?
Yes. Ask support and we'll send it.
Can our accounts payable team receive invoices automatically?
Invoices go to one billing email address, the Owner's, and support can add more addresses that receive copies. Giving your finance team the Billing role also lets them download every invoice themselves.
Why does the person with the Billing role not receive invoices?
The Billing role controls access to the Billing page. Invoice emails go to the billing email address instead.
Do you accept PayPal?
No. Cards, or ACH and wire transfer once a subscription is on manual invoicing.
Can I remove the card on file myself?
No. Update card replaces the card on file. Ask support to take it off entirely.
Can I get a quote before the invoice exists?
Yes. Ask support for a quote PDF for your renewal, or a preview of the upcoming invoice. The date on a preview differs from the final invoice.