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Billing

Manage your Kuviq subscription billing and payments.

Overview​

The billing section allows Super Admins to:

  • View and manage payment methods
  • Download invoices
  • Update billing information
  • Monitor subscription status
  • Handle payment issues

Accessing Billing​

Subscription Billing

  1. Navigate to Admin > Subscription or Admin > Billing
  2. Click on Billing tab
Super Admin Only

Only Super Admins can access billing information and make changes.

Payment Methods​

Accepted Payment Types​

Kuviq accepts:

TypeCards Accepted
Credit CardsVisa, MasterCard, American Express, Discover
Debit CardsWith Visa/MasterCard logo
EnterpriseInvoicing available

Adding a Payment Method​

  1. Go to Admin > Billing
  2. Click Add Payment Method
  3. Enter card details:
    • Card number
    • Expiration date
    • CVV/CVC
    • Billing name
    • Billing address
  4. Click Save

Updating Payment Method​

  1. Go to Admin > Billing
  2. Click Update Payment Method
  3. Enter new card details
  4. Click Save

The new card becomes your default payment method.

Multiple Payment Methods​

You can store multiple cards:

  1. Add additional payment methods
  2. Set one as default
  3. Others serve as backup

Removing a Payment Method​

  1. Go to Admin > Billing
  2. Find the card to remove
  3. Click Remove
  4. Confirm
Primary Card

You cannot remove your primary payment method while subscribed. Add a new card first.

Invoices​

Viewing Invoices​

  1. Go to Admin > Billing
  2. Click Invoice History
  3. View all past invoices

Invoice list shows:

ColumnDescription
Invoice #Unique invoice number
DateInvoice date
AmountTotal charged
StatusPaid, Pending, Failed

Downloading Invoices​

  1. Find the invoice
  2. Click Download PDF
  3. Save to your computer

Invoice Details​

Each invoice includes:

  • Invoice number and date
  • Your organization details
  • Billing period
  • Plan and pricing
  • Taxes (if applicable)
  • Payment method used
  • Transaction reference

Bulk Invoice Download​

For accounting purposes:

  1. Go to Invoice History
  2. Select date range
  3. Click Download All
  4. Receive a ZIP file with all invoices

Billing Information​

Company Details​

Update your billing information:

  1. Go to Admin > Billing
  2. Click Billing Details
  3. Update:
    • Company name
    • Billing address
    • Tax ID (if applicable)
    • Contact email
  4. Save

Tax Information​

For proper tax calculation:

  • Update your billing address
  • Add VAT ID for EU B2B reverse-charge eligibility
  • Tax invoices generated automatically

VAT & Tax Handling​

Kuviq supports EU VAT handling for B2B customers:

FeatureDescription
EU Reverse-ChargeB2B customers with a valid EU VAT ID are not charged VAT
VIES ValidationVAT IDs are verified against the EU VIES database in real-time
Tax-Inclusive PricingPrices display with or without tax depending on your settings
Tax SummaryInvoices include a detailed tax breakdown

Setting up VAT:

  1. Go to Admin > Billing > Billing Details
  2. Enter your VAT ID (e.g., FI12345678)
  3. The system validates the ID via VIES
  4. If valid, reverse-charge is applied automatically to future invoices
EU B2B Only

Reverse-charge applies to EU business customers with a verified VAT ID. Consumer (B2C) purchases include VAT at the applicable rate.

Billing Contact​

Set who receives billing communications:

  1. Go to Billing Details
  2. Enter billing contact email
  3. This person receives:
    • Payment receipts
    • Failed payment notices
    • Renewal reminders

Billing Cycle​

How Billing Works​

Billing TypeWhen ChargedSavings
MonthlySame date each month-
AnnualAnniversary of signup15% discount

Choosing Your Billing Cycle​

You can select your billing cycle when subscribing or change it anytime:

  1. Go to Admin > Subscription
  2. Find your current plan card
  3. Use the Billing Cycle toggle:
    • Monthly: Pay month-to-month, maximum flexibility
    • Annual: Pay once per year, save 15%

Billing Date​

Your billing date is set when you subscribe:

  • Monthly: Charged on the same day each month
  • Annual: Charged on the same date each year (anniversary of signup)
  • If day doesn't exist (e.g., Feb 31st), charged on the last day of the month

Changing Your Billing Cycle​

You can switch between monthly and annual billing:

  1. Go to Admin > Subscription
  2. Find the Billing Cycle selector on your current plan
  3. Toggle between Monthly and Annual
  4. Review the pricing change and savings
  5. Confirm the change

When switching cycles:

  • Changes take effect immediately
  • You'll see a prorated charge or credit for the remaining time in your current period
  • The new billing cycle applies to all future charges

Proration​

Proration ensures you only pay for what you use:

When upgrading mid-cycle:

  1. Credit for remaining days on old plan
  2. Charge for remaining days on new plan
  3. Net difference charged/credited

When changing billing cycles:

  • Monthly → Annual: Prorated charge for remaining monthly period, then annual billing starts
  • Annual → Monthly: Prorated credit for remaining annual period, then monthly billing starts

Billing Period​

View your current billing period:

  1. Go to Admin > Subscription
  2. See "Current Period" dates
  3. Shows when next charge occurs
  4. Displays your current billing cycle (Monthly or Annual)

Subscription Management​

Viewing Current Subscription​

  1. Go to Admin > Subscription
  2. See:
    • Current plan
    • Billing cycle
    • Next billing date
    • Payment method

Changing Plans​

See Plans for details on:

  • Upgrading
  • Downgrading
  • Changing billing cycle

Pausing Subscription​

You can pause your subscription directly from the app:

  1. Go to Admin > Subscription
  2. Click Pause Subscription
  3. Select pause duration (1–3 months)
  4. Confirm

During pause:

What HappensDetails
Data preservedAll data remains safe and intact
No chargesBilling is suspended for the pause period
Read-only accessUsers can view data but cannot create or edit
Auto-resumeSubscription resumes automatically at the end of the pause period

Pause limits:

  • Maximum pause duration: 3 months
  • Frequency limits apply (admin-configured)
  • A banner displays the pause status and auto-resume date

Resuming Early​

To resume before the pause period ends:

  1. Go to Admin > Subscription
  2. Click Resume Subscription
  3. Full access is restored immediately
  4. Billing resumes from the resume date

Canceling Subscription​

  1. Go to Admin > Subscription
  2. Click Cancel Subscription
  3. Select reason (optional)
  4. Confirm cancellation

After cancellation:

What HappensWhen
Access continuesUntil end of billing period
Data preserved30 days after expiry
Can reactivateAnytime within 30 days
Data deletedAfter 30 days

Reactivating After Cancellation​

  1. Go to Admin > Subscription
  2. Click Reactivate
  3. Choose plan
  4. Add payment method
  5. Confirm

Per-Seat Billing​

Kuviq uses per-seat billing, where you are charged based on the number of active users in your organization.

How It Works​

  • Each active user counts as one seat
  • Your plan includes a base number of seats (see Plans)
  • Additional seats beyond the plan limit are billed as overages

Seat Management​

  1. Go to Admin > Subscription > Seats
  2. View current seat usage vs. plan limit
  3. See billing preview for adding/removing seats

Overage Billing​

If your active user count exceeds your plan's included seats:

  • Overage charges appear as separate line items on your invoice
  • Daily threshold notifications alert Super Admins when approaching or exceeding seat limits
  • Overages are calculated and billed at the end of each billing cycle
  • Admin pricing UI lets Super Admins review overage rates
Managing Seats

Deactivate unused user accounts to avoid unnecessary overage charges. Go to Admin > Users to review last-active dates.

Promo Codes & Discounts​

Applying a Promo Code​

You can apply promo codes when subscribing or changing plans:

  1. Go to Admin > Subscription
  2. Click Subscribe or Change Plan
  3. Enter your promo code in the Promo Code field
  4. Click Apply
  5. The discount is reflected in the pricing summary

Discount Types​

TypeDescription
PercentageA percentage off your subscription (e.g., 20% off)
Fixed AmountA fixed amount off your subscription
Trial ExtensionExtends your trial period

Viewing Active Discounts​

Active discounts appear on your subscription page and invoices. Discounts may have:

  • Expiry dates
  • Redemption limits
  • Plan restrictions (e.g., only valid for Professional plan)

Payment Issues​

Failed Payments​

If a payment fails:

  1. Email notification sent
  2. 3-day grace period
  3. Retry attempted automatically
  4. Access suspended if not resolved

Resolving Failed Payments​

  1. Go to Admin > Billing
  2. See failed payment notice
  3. Update payment method
  4. Click Retry Payment

Payment Declined​

Common reasons:

ReasonSolution
Insufficient fundsUse different card
Card expiredUpdate card details
Incorrect detailsVerify card info
Bank blockContact your bank

Past Due Accounts​

If your account is past due:

  1. Update payment method
  2. Pay outstanding balance
  3. Access restored immediately

Refunds​

Refund Policy​

  • Request within 30 days of charge
  • Annual plans: prorated refund
  • Monthly plans: no partial refunds
  • Contact support for requests

Requesting a Refund​

  1. Email billing@kuviq.io
  2. Include:
    • Organization name
    • Invoice number
    • Reason for refund
  3. Response within 2 business days

Refund Timeline​

  • Credit card refunds: 5-10 business days
  • Appears as credit on your statement

Enterprise Billing​

Invoicing​

Enterprise customers can pay by invoice:

  • Net 30 payment terms
  • Bank transfer or check
  • Contact for setup

Purchase Orders​

If you require purchase orders:

  • Contact your account manager
  • Provide PO number
  • PO referenced on invoices

Custom Billing​

Enterprise options include:

  • Custom billing cycles
  • Consolidated invoicing
  • Multiple cost centers
  • Custom payment terms

Security​

Payment Security​

Your payment information is:

  • Processed by Stripe (PCI compliant)
  • Never stored on Kuviq servers
  • Encrypted in transit and at rest

Access Control​

Only Super Admins can:

  • View payment methods
  • Change billing information
  • Access invoices
  • Manage subscription

Troubleshooting​

Invoice Not Received​

  • Check spam folder
  • Verify billing email address
  • Download from Invoice History

Charged Incorrect Amount​

  • Review invoice details
  • Check for proration
  • Contact support if discrepancy

Can't Update Payment Method​

  • Try a different browser
  • Clear cache and cookies
  • Contact support

Support​

Billing Questions​

For billing inquiries:

  • Email: billing@kuviq.io
  • Include organization name
  • Include relevant invoice numbers

Response Time​

  • Standard: 1-2 business days
  • Urgent (payment issues): Same day

Next Steps​

  • Plans - Compare subscription plans
  • Usage - Monitor your usage
  • Trial - Trial period information