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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 tax ID if VAT/GST exempt
  • Tax invoices generated automatically

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​

Contact support to pause your subscription:

  • Data preserved
  • No charges during pause
  • Resume when ready

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

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