Your subscription in order: card, invoices and tax details
By GuestChat Team ·
The admin side of any tool is the part nobody wants to look at, until your accountant (in Spain, your gestoría) asks for the quarter's invoices or your card fails in the middle of August. It's all on one screen, and it's worth setting it up properly once.
Where to find it
In your profile menu, Billing. The top of the page sums it up: your subscription, your payment method, your tax details and your invoices, all in one place.
Your plan
You can see the plan you have active. If you haven't started a paid plan yet, the screen says so and offers you See plans. Current prices are always on that page, because they change with each season's offers.
Card, invoices and cancelling
Manage payment method and invoices opens Stripe's secure page. From there you can:
- Change your card.
- Review all your invoices.
- Cancel your subscription.
Only the account owner can change the card or cancel the subscription. If you're signed in as a team member, the screen asks you to tell the person who invited you.
Payment history
Every payment you've made, with the date, description, amount, status and a downloadable PDF invoice. The possible statuses:
- Paid.
- Pending.
- Uncollectible: a charge that couldn't go through.
- Void.
- Draft.
For your accountant: download the quarter's invoices from here, without digging through your email.
Tax details
They appear on every invoice and help work out the right tax. A guest never sees any of this. Company name, tax ID (NIF or CIF in Spain), address and country. If you sign up as a business and your VAT number is registered in the EU's VIES database, no VAT is added (reverse charge), unless your business is in Estonia, where GuestChat is based. This is checked automatically when you pay.
The same details are also used as the issuer on the invoices you send your guests, so fill them in properly just once.
If a payment fails
If a charge can't go through, you'll see a notice on your dashboard. Don't wait for it to sort itself out: go to Manage payment method and invoices and update your card. The usual cause is an expired card or a card over its limit.
Checklist
- Tax details complete before your first payment, so your very first invoice comes out right.
- A card that won't expire in the coming months.
- The quarter's invoices downloaded before anyone asks for them.
- If you change company or tax address, update it here the same day.
Common mistakes
- Filling in your tax details after the first payment and having to ask for a corrected invoice.
- Using a personal card and mixing in business expenses.
- Cancelling your subscription by mistake while trying to change your card: read the button carefully on the Stripe page.