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Billing Profiles ​

Overview ​

Billing profiles manage company information, payment methods, subscriptions, and invoices for Upvendo services. Each profile contains billing address, VAT number, and payment cards. Profiles are assigned to locations.

Purpose ​

This page lets you create and manage billing profiles that handle invoicing, subscriptions, and payment methods for your Upvendo account.

Key Concepts ​

  • Billing Profile: A named entity containing company info, billing address, VAT number, and payment methods
  • Payment Method: Credit/debit card saved for recurring subscription charges (via Stripe)
  • Subscriptions: Active services per location (Kiosk, Online Ordering, Kitchen Display, Loyalty Program)
  • Past Bills: Invoice history with download/export functionality
  • Running Total: Current billing cycle charges before next invoice
  • Default Profile: The primary billing profile used for new locations

Route ​

  • Backoffice Route: /settings/billing (list)
  • Profile Detail: /settings/billing/:id
  • Subscriptions: /settings/billing/:id/subscriptions
  • Past Bills: /settings/billing/:id/past-bills

Actions ​

Create Billing Profile ​

Click "Add Billing Profile" to create a new profile. Enter name and country, then add billing address and payment method.

Edit Billing Profile ​

Click on a profile to view/edit details, update billing address, VAT number, or payment methods.

Set as Default ​

Mark a profile as default for new locations.

Delete Billing Profile ​

Delete a profile if it has no active subscriptions or assigned locations.

View Subscriptions ​

See all active subscriptions (Kiosk, Online Ordering, etc.) linked to this profile.

View Past Bills ​

Access invoice history with download and bulk export options.

Profile Overview ​

Each billing profile card shows:

FieldDescription
Profile NameName of the billing profile
Default BadgeShows if this is the default profile
Current Billing CycleDate range for current billing period
Running TotalAccumulated charges this cycle
Payment MethodPrimary card on file (brand, last 4 digits)

Profile Detail ​

Profile Name ​

PropertyValue
Field IDname
TypeText
RequiredYes

Description: Display name for the billing profile.

Payment Methods ​

Each profile can have up to 2 payment methods (cards).

FieldDescription
Card BrandVisa, Mastercard, Amex, etc.
Card NumberLast 4 digits shown
PrimaryBadge indicating default payment method

Actions:

  • Add payment method (max 2)
  • Set as primary
  • Remove payment method

Billing Address ​

FieldTypeRequired
Address Line 1TextYes
Address Line 2TextNo
CityTextYes
Postal CodeTextYes
CountrySelectYes

VAT Number ​

PropertyValue
Field IDvat
TypeText
RequiredNo

Description: Company VAT number for invoicing.

Subscriptions ​

Subscriptions are per-location services billed through the profile.

Subscription Types ​

TypeDescription
KioskSelf-service kiosk terminal
Kitchen DisplayKDS for kitchen orders
Loyalty ProgramCustomer loyalty features
Online OrderingWeb ordering channel

Subscription Status ​

StatusDescription
ActiveCurrently active and billing
CancelingWill cancel at end of period
DeactivatedCanceled, can be reactivated
TrialingIn trial period
Past DuePayment failed, pending retry
PausedTemporarily paused

Subscription Actions ​

  • Unsubscribe: Cancel an active subscription (effective at period end)
  • Resubscribe: Reactivate a canceled subscription

Past Bills (Invoices) ​

Invoice List ​

ColumnDescription
Bill NumberInvoice reference number
DateInvoice date
TypeInvoice type
TotalAmount charged
Statuspaid, processing, failed

Invoice Status ​

StatusColorDescription
PaidGreenSuccessfully charged
ProcessingYellowPayment in progress
FailedRedPayment failed

Export Past Bills ​

  • Select up to 10 invoices
  • Click "Export" to download as ZIP
  • Contains PDF invoices

Business Rules ​

  • One default profile: Only one profile can be marked as default
  • Max 2 payment methods: Each profile can have up to 2 cards
  • Primary payment method: One card must be set as primary for charges
  • Profile deletion: Cannot delete profiles with active subscriptions
  • Subscription cancellation: Takes effect at end of billing period
  • Invoice export limit: Maximum 10 invoices per export

Logic Flows ​

New Billing Profile ​

Create profile (name + country)
        │
        ▼
Add billing address
        │
        ▼
Add payment method (card via Stripe)
        │
        ▼
Assign to locations
        │
        ▼
Subscriptions billed to this profile

Subscription Billing ​

Billing cycle ends
        │
        ▼
Calculate charges (subscriptions)
        │
        ▼
Charge primary payment method
├── Success → Invoice generated (paid)
│
└── Failed → Retry (3 attempts)
             ├── Success → Invoice paid
             └── Failed → Invoice failed
                         Subscription past_due

Customer Impact ​

  • Invoices: Sent to billing profile email
  • Subscriptions: Services active based on subscription status
  • Payment failures: May result in service interruption

FAQs ​

  • "What is a billing profile?"
    A billing profile in Upvendo is a company-level billing entity that stores your legal details (name, address, VAT), payment methods, subscriptions, and invoice history. Locations are assigned to a billing profile so their subscriptions and invoices are charged and generated correctly.

  • "How do I add a billing profile?"
    Go to Settings → Billing, click "Add Billing Profile", enter the profile name and country, then add the billing address, VAT number (if applicable), and at least one payment method (card). Finally, assign locations to this profile so their subscriptions are billed through it.

  • "How do I change my payment card?"
    Open Settings → Billing → [Billing Profile], go to the Payment Methods section, add a new card, set it as Primary, and then remove the old card if it is no longer needed. Each profile can have up to 2 cards, and charges always use the primary card.

  • "Where can I download my invoices?"
    Open Settings → Billing → [Billing Profile] → Past Bills. From there you can view individual invoices or select up to 10 invoices and click "Export" to download them as a ZIP file containing PDFs.

  • "How do I cancel a subscription?"
    Open Settings → Billing → [Billing Profile] → Subscriptions, find the subscription (for example Kiosk, Online Ordering, Kitchen Display, Loyalty), and click Unsubscribe. The cancellation takes effect at the end of the current billing period; until then the service remains active.

  • "Can I have multiple billing profiles?"
    Yes. You can create multiple billing profiles (for example per legal entity or country) and assign different locations to each one. One profile can be marked as default for new locations, but each location is ultimately billed through the profile it is assigned to.

  • "How do I update my company VAT number?"
    Open the billing profile in Settings → Billing, edit the VAT field in the profile detail section, and save. Future invoices for that profile will use the updated VAT number.

  • "Why was my payment declined?"
    Payments can fail if the card is expired, has insufficient funds, or is rejected by the bank/Stripe. In Settings → Billing → [Billing Profile], update or replace the payment method, then the system will retry the charge. While payments are failing, related subscriptions may go into a past_due state.

Troubleshooting ​

  • Payment failed → Update card details or try a different card
  • Can't delete profile → Ensure no active subscriptions are linked
  • Invoice not received → Check spam folder or download from Past Bills
  • Subscription shows past_due → Update payment method to retry charge
  • Can't add payment method → Ensure card is valid and has sufficient funds

Assistant Guidance ​

When answering questions about billing:

  • Clarify the difference between billing profiles and payment profiles (billing = company invoicing, payment = customer checkout)
  • For payment issues: guide to Settings → Billing → [Profile] → Payment Methods
  • For invoices: guide to Settings → Billing → [Profile] → View Past Bills
  • For subscriptions: explain they are per-location and per-service
  • Mention that subscription cancellations take effect at period end

Relations ​

Depends On ​

  • Stripe: Payment processing for cards and subscriptions
  • Locations: Subscriptions are per-location

Affects ​

  • Subscriptions: Services billed through profiles
  • Invoices: Generated per billing profile
  • Locations: Each location assigned to a billing profile