Billing Management

This document explains how to manage billing information, payment methods, and invoices in the InsightEmbed Management Portal.

Billing Overview

The Billing section of the Management Portal allows you to manage all aspects of your InsightEmbed subscription, including payment methods, invoices, and billing information.

Accessing Billing Settings

To access the billing settings:

1. Log in to the InsightEmbed Management Portal
2. Navigate to Billing in the main navigation menu
3. Select the specific billing section you want to manage

Payment Methods

Adding a Payment Method

To add a new payment method:

1. Navigate to Billing > Payment Methods
2. Click the Add Payment Method button
3. Select the payment type (Credit Card or PayPal)
4. For credit cards:
   • Enter your card number, expiration date, and CVV
   • Enter the cardholder name and billing address
5. For PayPal:
   • Click Connect with PayPal
   • Follow the instructions to authorize InsightEmbed
6. Click Save Payment Method

Setting a Default Payment Method

If you have multiple payment methods, you can set one as the default:

1. Navigate to Billing > Payment Methods
2. Find the payment method you want to set as default
3. Click the Set as Default button next to it

Updating a Payment Method

To update an existing payment method:

1. Navigate to Billing > Payment Methods
2. Find the payment method you want to update
3. Click the Edit button
4. Update the necessary information
5. Click Save Changes

Removing a Payment Method

To remove a payment method:

1. Navigate to Billing > Payment Methods
2. Find the payment method you want to remove
3. Click the Remove button
4. Confirm the removal

Note: You cannot remove a payment method if it's the only one associated with an active subscription.

Invoices

Viewing Invoices

To view your invoice history:

1. Navigate to Billing > Invoices
2. You'll see a list of all invoices with the following information:
   • Invoice number
   • Date
   • Amount
   • Status (Paid, Pending, Failed)

Downloading Invoices

To download an invoice:

1. Navigate to Billing > Invoices
2. Find the invoice you want to download
3. Click the Download PDF button
4. The invoice will be downloaded to your device

Invoice Details

To view detailed information about an invoice:

1. Navigate to Billing > Invoices
2. Click on the invoice number or the View Details button
3. The invoice details page shows:
   • Line items and charges
   • Payment information
   • Billing address
   • Tax information

Billing Information

Updating Billing Information

To update your billing information:

1. Navigate to Billing > Billing Information
2. Click the Edit button
3. Update your information:
   • Billing name (individual or company)
   • Billing address
   • Billing email (where invoices are sent)
   • Phone number
4. Click Save Changes

Tax Information

To add or update tax information:

1. Navigate to Billing > Tax Information
2. Click the Edit button
3. Enter your tax information:
   • Business name
   • Tax ID or VAT number
   • Business address
4. Click Save Tax Information

Adding valid tax information may exempt you from certain taxes depending on your location and business status.

Billing Cycle

Understanding Your Billing Cycle

Your billing cycle is determined by the date you initially subscribed to a paid plan. For example, if you subscribed on the 15th of the month, your billing cycle runs from the 15th of one month to the 14th of the next month.

You can view your current billing cycle information:

1. Navigate to Billing > Subscription
2. Look for the Current Billing Cycle section
3. This shows your cycle start date, end date, and next billing date

Changing Your Billing Cycle

To change your billing cycle date:

1. Navigate to Billing > Subscription
2. Click the Change Billing Cycle button
3. Select your preferred billing date
4. Click Save Changes

Note: Changing your billing cycle may result in a prorated charge or credit for the transition period.

Payment History

Viewing Payment History

To view your payment history:

1. Navigate to Billing > Payment History
2. You'll see a list of all payments with the following information:
   • Payment date
   • Amount
   • Payment method
   • Status

Failed Payments

If a payment fails:

1. You'll receive an email notification
2. A notification will appear in the Management Portal
3. Navigate to Billing > Payment History to see the failed payment
4. Click the Retry Payment button to attempt the payment again

After multiple failed payment attempts, your subscription may be suspended. To reactivate it, you'll need to update your payment information and clear any outstanding balance.

Receipts and Tax Documents

Requesting a Receipt

All invoices serve as receipts for your payments. To get a specific receipt:

1. Navigate to Billing > Invoices
2. Download the PDF invoice for the payment

Annual Tax Documents

For businesses that require annual tax documents:

1. Navigate to Billing > Tax Documents
2. Select the year for which you need documents
3. Click Generate Annual Statement
4. Once generated, click Download PDF

Billing Notifications

Setting Up Billing Notifications

To configure billing notifications:

1. Navigate to Settings > Notifications
2. Scroll to the Billing Notifications section
3. Select which notifications you want to receive:
   • Payment confirmations
   • Payment failures
   • Upcoming renewals
   • Quota usage alerts
4. Choose notification methods (email, in-app)
5. Click Save Notification Settings

Cancellation and Refunds

Cancellation Policy

You can cancel your subscription at any time:

1. Navigate to Billing > Subscription
2. Click the Cancel Subscription button
3. Follow the prompts to confirm cancellation

When you cancel, you'll continue to have access to your paid plan until the end of the current billing cycle. After that, your account will be downgraded to the Free plan.

Refund Policy

InsightEmbed generally does not provide refunds for subscription payments. However, in exceptional circumstances, you can request a refund:

1. Navigate to Support
2. Click New Support Request
3. Select Billing Issue as the category
4. Explain your refund request
5. Submit the request

Each refund request is reviewed on a case-by-case basis according to our Terms of Service.

Enterprise Billing

Custom Billing Options

Enterprise customers have access to additional billing options:

• Annual billing with discounted rates
• Custom payment terms
• Purchase order support
• Volume discounts

To discuss enterprise billing options, contact our sales team at enterprise@insightembed.com.

Frequently Asked Questions

General Billing Questions

Q: When am I charged for my subscription?

A: You're charged at the beginning of each billing cycle. The first charge occurs when you initially subscribe.

Q: What payment methods do you accept?

A: We accept major credit cards (Visa, Mastercard, American Express, Discover) and PayPal.

Q: Do you offer annual billing?

A: Annual billing is available for enterprise customers. Contact our sales team for more information.

Invoice and Receipt Questions

Q: Can I add custom information to my invoices?

A: Yes, you can add custom information such as purchase order numbers or department codes in the Billing Information section.

Q: How do I get a receipt for tax purposes?

A: The PDF invoices available in the Billing > Invoices section serve as official receipts for tax purposes.

Payment Issues

Q: What happens if my payment fails?

A: We'll attempt to charge your payment method again over the next few days. You'll receive notifications about the failed payment, and you can update your payment information or manually retry the payment in the Management Portal.

Q: How do I update my credit card before it expires?

A: Navigate to Billing > Payment Methods to update your credit card information before it expires.

Additional Help

If you have any other billing questions or issues, please contact our support team:

1. Navigate to Support in the Management Portal
2. Click New Support Request
3. Select Billing Issue as the category
4. Describe your question or issue
5. Submit the request

Our support team will respond within one business day.