Invoices and VAT

Footer365 raises an invoice to your organisation each month. You can see every invoice in the portal, download it as a PDF and print it. This article also explains how many seats you are billed for, and how VAT is applied.

You need the View billing permission to see invoices.

Seats and user mailboxes

The Seats and user mailboxes card at the top of Billing > Invoices shows three figures:

• Seats: the seats on your subscription. On a 12, 24 or 36-month term, these are its committed seats: the user mailboxes counted on the day the term started or last renewed. On a monthly subscription they follow the count.
• User mailboxes counted: the user mailboxes Footer365 counted in your Microsoft 365 directory at the last directory sync, and the date it counted them. Shared, room and equipment mailboxes are not counted. Every user mailbox is counted, whether or not it receives a signature.
• Billed on: the higher of the two, which is what each month is billed for. When the count is higher than your seats, it says Above the seats.

You never choose a number of seats. Each month you are billed for the user mailboxes counted, and on a committed term never for fewer than its committed seats. A change in the count is billed from the next invoice after it, without notice. Mailboxes above a term's committed seats are billed only for the months you have them, and do not become part of the term. During a free trial nothing is billed, and your seats follow the count. See Shared mailboxes and seats for which accounts are counted and how to check them.

If you buy through a reseller

Your reseller invoices you, so there are no Footer365 invoices to show. The Invoices page says Billed through your reseller and gives your reseller's contact details for billing questions. The Seats and user mailboxes card still shows your seats and the user mailboxes counted: Footer365 bills your reseller for the higher of the two, and what you pay is agreed with your reseller.

Find an invoice

1. Go to Billing > Invoices (open it).
2. Your invoices are listed newest first, with the number, the date issued, the month it covers, the due date, its status and the total.
3. To find one, type an invoice number or a status such as Paid or Overdue in the Search invoices... box.
4. Click a row to open the invoice.

What each status means

Credit notes and refunds

When Footer365 cancels an invoice, or gives back some or all of what you paid, it issues a credit note. A credit note has its own number, is listed with your invoices with the status Credit note, and can be downloaded as a PDF. It names the invoice it credits and the reason, and shows the amount it gives back, including the VAT on it.

• On an invoice you have not paid, the credit note takes its amount off what you owe. The invoice shows the amount Credited and what is Still to pay, and only that is collected. An invoice credited in full becomes Void, and nothing is owed on it.
• On an invoice you have paid, the money is refunded. A card payment goes back to the same card, and can take 5 to 10 business days to reach your account. The credit note says when the money was refunded.

Your accounts contact is emailed each credit note, saying what happens to the money. A credit note can be for the whole invoice, or only for its days from a given date, for example when a subscription ends part-way through a month with nothing payable after that day.

Dispute an invoice

If you think an invoice is wrong, tell Footer365 within 30 days of the invoice date. Email [email protected] with the invoice number, the amount you dispute and why. Do this before disputing a card payment with your card issuer.

• While the dispute is open, the invoice shows Disputed. Footer365 does not retry your card for it, send reminders about it, or pause signatures over it. If signatures were paused because of that invoice, they resume. Any part of the invoice you do not dispute is still due by its due date.
• If the dispute is upheld, in full or in part, Footer365 issues a credit note for the amount upheld. See "Credit notes and refunds" above.
• If the dispute is not upheld, Footer365 tells you why.

Either way, your accounts contact is emailed the outcome. Anything still owed on the invoice is then due. Reminders resume, and signatures are only paused after a further 7 days' written warning.

If you buy through a reseller, a question about what your reseller charges you is for your reseller.

Read, download or print an invoice

An open invoice shows who it is billed to, with your billing address, VAT number, company registration number and the email address it was sent to, the Billing period, and a line for each charge with the number of mailboxes, the price per mailbox per month and the amount. Below the lines are the subtotal, any VAT and the total.

• Select Download PDF to save a copy.
• Select Print to print it straight from your browser. The portal menus are left off the printout.
• Select Back to invoices to return to the list.

When invoices are raised

Invoices are raised on the first of each month, in advance, for that month. If your paid subscription starts part-way through a month, your first invoice also charges for the whole days from then to the end of that month, in proportion to the month's price. If a cancelled subscription ends part-way through a month, that month is charged only for the whole days before it ends. Each invoice is for the higher of the seats you are subscribed for and the user mailboxes counted at the last directory sync, as the Seats and user mailboxes card shows. Shared, room and equipment mailboxes are not charged.

If a card is on file, it is charged when the invoice is raised, and a receipt is emailed to your billing contact.

A referral reward is a line of its own with a minus amount: "Referral offer: first paid month free" on the first invoice of a company that signed up through a customer's link, and "Referral credit:" with the company's name and invoice number on the invoice of the customer that referred it. A credit larger than the invoice is carried to the next one. See Refer a company.

When Footer365's prices change

Footer365's prices change from the 1st of a month. A change that raises any price is published at least 31 days before it takes effect. A change that only lowers prices can take effect from the next 1st, and a lower price already published can be brought forward to an earlier 1st, in which case you are emailed again with the new date. If the change alters what you pay, your account owner and billing contact are emailed when it is published, and a card at the top of Billing > Invoices shows it until it takes effect:

• The band of users the prices are for, such as Footer365 for 5 to 49 users.
• The price a user a month for each term length (Monthly, 12 months, 24 months and 36 months), now and from the change, before VAT. Your own term is outlined.
• What it means for your users: on a monthly subscription, your monthly total now and from the first invoice at the new price. On a 12, 24 or 36-month term, the card says your price holds until your term ends, gives what you pay until then and what the renewal costs if it renews for the same length, and links to Choose how to renew. If you have already saved a choice for the renewal, the price you accepted is held, so a rise does not change what the renewal costs. If your renewal notice has already gone and nothing is chosen, a change taking effect on or before your renewal date also brings a revised renewal offer straight away. Otherwise your renewal notice follows 60 days before the term ends, with reminders at 30, 14 and 7 days. See Renewing a committed term.

If you are on a monthly subscription and cancel before the change takes effect, the new price is not charged before your subscription ends. If a change you were told about is withdrawn before it takes effect, you are emailed again and the card goes. If you buy through a reseller, your reseller sets your price, so you are not sent Footer365's and no card is shown.

If your agreed price changes

If Footer365 has agreed a price for your organisation, a change that lowers it applies from your next invoice. A change that raises it is emailed to your account owner and billing contact first, and takes effect later:

• On a monthly subscription, from the first invoice at least 31 days after the email. If you cancel before then, the higher price is not charged before your subscription ends.
• On a 12, 24 or 36-month term, from the first invoice after your term renews. The term you are in keeps its price. If the renewal is less than 31 days away, or you have already saved your choice to renew and so accepted the renewal's price, the change waits for the renewal after that. See Renewing a committed term.

If a change you were told about is withdrawn before it takes effect, you are emailed again.

The charity, education and public sector discount

Registered charities, schools, colleges and universities, and public bodies that Footer365 invoices directly can apply for a published percentage off, at any size, from Account > Settings. See Company settings for how to apply and confirm it.

Once approved, the discount becomes your organisation's own price: it applies from your next invoice, and each line shows the lower price per mailbox rather than a separate discount line. If your organisation already has an agreed price that is as low or lower, you keep that instead. The discount is confirmed again each year. If it is not confirmed in time, or ends for another reason, your price goes back to what it was before, and that rise follows the rules for an agreed price above: you are emailed first, and it takes effect at least 31 days later, or on a committed term not before it renews. If you have already saved your choice to renew by then, your renewed term keeps the price you accepted, discount included, and the change waits until that term ends.

The exception is a discount given on details that were not true, such as a registration number that is not your organisation's. Footer365 then ends it from your next invoice, without that notice, and the same invoice charges the difference between the discounted price and your price before it for every invoice since the discount applied. Your account owner and accounts contact are emailed the reason.

If you buy through a reseller, your reseller sets your price, so the discount is not offered in your portal.

How VAT is worked out

VAT depends on the Country on Account > Settings:

If Footer365 invoices you directly and your company is in the EU, Footer365 checks your VAT number against the EU VIES service when you save your settings. The result is shown under the number on Account > Settings:

• Verified with VIES: the number is confirmed.
• Not valid in VIES: VIES does not recognise the number. Check it and enter it again.
• VIES could not be reached: the check could not be made. It is repeated automatically, and no invoice is raised until the number is confirmed.

Footer365 supplies VAT-registered businesses in the EU, so an EU company should enter a valid VAT number.

To change your country or VAT number, see Company settings.

Good to know

• Prices are in pounds sterling (GBP).
• Your company name, billing address, VAT number and company registration number on Account > Settings are recorded on each invoice when it is raised, so keep them up to date. A change applies to invoices raised after it; an invoice already raised keeps the details it was raised with, and keeps them after your account is closed.
• If you use Xero, you can download your invoices in a file Xero can import. See Export invoices to Xero.

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