Appearance
Billing Profiles
Where billing lives now. There is no Settings → Billing entry in the sidebar any more. Billing lives inside each business profile: Settings → Business profile → open the profile → Billing tab (shown only to users who can view billing profiles). The tab has the sections Payment methods, Billing details, Subscriptions and Invoices, plus a Manage billing profile link (rename, set default, delete on the legacy detail page) and an All billing profiles link (
/settings/billing?list=1). The old URL/settings/billingstill works and forwards: with one business profile it opens that profile's Billing tab; with several it opens the Business profile list with the notice "Billing now lives inside each business profile. Open the one you want and choose the Billing tab."; Square merchants, merchants with no business profile yet and roles that can see billing profiles but not business profiles get the billing-profiles list itself (under the Business profile entry). When every billing profile is billed on its Stripe account, the legacy billing screens forward to the Business profile list. (Verified:upvendo-backofficeorigin/productionsrc/navigation/settings/index.ts,src/views/settings/BillingComponent.vue,src/views/settings/PaymentsComponent.vue,src/views/settings/Payments/BillingTab.vue,src/composables/useLegacyBillingRedirect.ts.)
Overview
Billing profiles are how a merchant manages the platform subscriptions they pay Upvendo for. Each profile is a Stripe customer that groups company billing details (name, address, VAT/Tax ID), payment methods, the merchant's Upvendo subscriptions (Kiosk, Kitchen Display, Online Ordering), and the invoice history ("Past Bills"). Locations are linked to a billing profile so their subscriptions are charged and invoiced through it — on the location form that link is derived from the location's business profile.
Loyalty Program is free, not a billable subscription. Enabling loyalty for a location no longer creates a Stripe or reseller-managed subscription — it only requires that the location's POS integration supports loyalty reward reconciliation (currently MplusKassa, Kassanet, Hendrickx, Vanhoutte). "Loyalty Program" still appears as a subscription-type filter option in the Subscriptions table for historical/legacy subscriptions created before this change, and Upvendo is winding those down (canceling them at period end via an internal repair job) rather than charging for them going forward. See Subscription Types below.
A business profile (payment profile in the API; see Payments) has a Payments tab, which configures how the merchant collects money from their own customers, and a Billing tab, which shows the billing profile it is billed through. Billing profiles are about what the merchant pays Upvendo.
Purpose
This page lets you create and manage billing profiles that handle company billing details, payment methods, subscriptions, and invoices for your Upvendo account.
Key Concepts
- Billing Profile: A named Stripe customer holding company billing details (name, address, VAT/Tax ID), payment methods, subscriptions, and invoices. A merchant can have multiple profiles (e.g. per legal entity).
- Payment Method: A payment instrument saved in Stripe for recurring subscription charges — a credit/debit card or SEPA Direct Debit. The dialog uses Stripe's Payment Element by default, so the exact set on offer depends on the billing country. Up to 2 payment methods per profile, one marked Primary.
- Subscription: A per-location Upvendo service billed through the profile (Kiosk, Kitchen Display, Online Ordering). Loyalty Program is not a billed subscription anymore — see below.
- Past Bills: The profile's invoice history, with multi-select export to a ZIP of PDFs.
- Running Total: The sum of active subscription charges for the current billing cycle, shown before the next invoice.
- Default Profile: One profile flagged as default for the merchant.
Route
- Backoffice Route:
/settings/billing(route namesettings-billing) — now forwards to the Business profile page (see below);/settings/billing?list=1still lists all billing profiles - Profile Detail:
/settings/billing/profiles/:id(route namesettings-billing-profiles-detail-id) - Subscriptions:
/settings/billing/subscriptions/:id(route namesettings-billing-subscriptions) - Past Bills:
/settings/billing/past-bills/:id(route namesettings-billing-profiles-past-bills-id) - Navigation: there is no Billing entry in the sidebar any more. Billing lives inside each business profile: Settings → Business profile → [business profile] → Billing tab (see Where billing lives).
Where billing lives
Billing is no longer a page of its own in the sidebar. Open Settings → Business profile, open the business profile, and choose the Billing tab (next to Payments). The tab shows the billing profile that belongs to that business profile, with its Payment methods, Billing details, Subscriptions (with the running total) and Invoices. A Manage billing profile link opens the full billing profile page, and All billing profiles lists every billing profile you have.
- Old Billing links still work. Opening the old Billing address forwards you: with one business profile you land straight on its Billing tab; with several you land on the Business profile list with the notice "Billing now lives inside each business profile. Open the one you want and choose the Billing tab."
- No billing profile yet — the tab says so and offers Create billing profile.
- More than one billing profile could apply — the tab shows a View billing profile picker. Choosing one only changes what you are looking at; it does not assign locations and does not change who invoices are addressed to.
- Billed by your reseller — if your reseller invoices you, the tab says "Billed by your reseller" and there is no payment method to add.
- No business profile yet, Square-integrated accounts, and team members who may see billing but not payment profiles — there is no business profile to open, so the list of billing profiles is shown directly on the Business profile page under a Billing heading. A merchant who has simply not created a business profile yet also still sees the New Profile prompt there.
- The Billing tab only appears for users allowed to view billing profiles.
Actions
Create Billing Profile
On a business profile's Billing tab that says No billing profile yet, click Create billing profile (or, on the billing-profiles list, New Profile) to open the New Billing Profile dialog. The only field is the profile name; click "Setup Profile" to create it. You are then taken to the profile detail page to add billing details and a payment method.
Add / Edit Billing Details
On the profile detail page, click "Add Billing Details" (or Edit) to enter company name, contact first/last name, contact email, billing address, country, VAT/Tax ID and — optionally — a separate shipping address in the Billing Details dialog.
Set as Default
Mark a profile as the default profile for the merchant.
Delete Billing Profile
Open the profile, then use the ⋮ menu → Delete. A confirmation dialog asks you to type the profile name; its confirm button is labelled Deactivate. Deletion is rejected if the profile has active subscriptions ("Cannot delete billing profile with active subscriptions") or if it is the merchant's only profile ("Cannot delete the only billing profile"). If the deleted profile was the default, another profile is promoted to default automatically.
View Subscriptions
Open the subscriptions list for the profile (Kiosk, Kitchen Display, Online Ordering, plus any legacy Loyalty Program subscriptions still being wound down) to view status and unsubscribe / resubscribe.
View Past Bills
Open the invoice history for the profile, where invoices can be selected and exported.
Billing Profile Card
On the All billing profiles list (/settings/billing?list=1), each profile is shown as a card with:
| Element | Description |
|---|---|
| Profile Name | Name of the billing profile |
| Default Badge | "Default" chip shown when the profile is the default |
| Current Billing Cycle | Shown when there are current charges: billing period plus the Running Total and a "View Current Charges" link |
| Payment Method | When a payment method exists: brand logo, brand name, last 4 digits, and a "Primary" chip, with a "View Past Bills" button |
| Billing Details summary | When billing details exist but no payment method: company name (or "Billing Details Saved") and address/email, with a "View Details" button |
| No Billing Details | When nothing is set up yet: a prompt with an "Add Billing Details" button |
| Subscriptions | Shown when the profile has subscriptions: a "View Subscriptions" button |
Profile Detail
Profile Name
| Property | Value |
|---|---|
| Field ID | name |
| Type | Text |
| Required | Yes |
Description: Display name for the billing profile. This is the only field collected when the profile is first created.
Payment Methods
Each profile can have up to 2 payment methods. The "Add Payment Method" button is hidden once 2 exist, and is disabled until billing details have been added.
A payment method is not necessarily a card: SEPA Direct Debit is supported alongside credit/debit cards, and the dialog's default mode is Stripe's Payment Element, which offers whatever methods Stripe has enabled for the billing country.
| Field | Description |
|---|---|
| Brand | Visa, Mastercard, Amex, SEPA Debit, etc. (brand logo + brand name) |
| Number | Last 4 digits shown (card number or IBAN) |
| Primary | "Primary" chip on the default payment method |
Actions (per payment-method menu):
- Add payment method (max 2; requires billing details first)
- Change Primary Method (when it is not already primary)
- Delete
Payment methods are added via a Stripe setup flow (ModifyPaymentMethodDialog / Stripe setup intent). In the dialog's fallback card-or-SEPA mode, choosing SEPA Direct Debit requires an IBAN, an e-mail address, and ticking the SEPA mandate-acceptance checkbox before the method can be saved.
Billing Details
Entered in the Billing Details dialog (not at profile creation). Fields include:
| Field | Notes |
|---|---|
| Company name | Company / legal name |
| First Name | Contact first name (contact_first_name, optional, max 255) |
| Last Name | Contact last name (contact_last_name, optional, max 255) |
| Contact email | Used for billing |
| Address Line 1 / Line 2 | Billing address |
| City | |
| Postal Code | |
| Country | Drives the VAT vs Tax ID label |
| State | |
| VAT / Tax ID | Labeled VAT for EU countries, Tax ID for non-EU. EU numbers are format-checked and verified against VIES — see below |
| Shipping Address | Optional separate address block (line 1/2, city, state, postal code, country). A "Same as billing address" checkbox copies the billing address into it |
VAT verification (VIES)
An EU VAT number entered on a billing profile is checked twice: first against a per-country format pattern, then live against VIES, the European Commission's own VAT register.
- A save is rejected — with "This VAT number is not registered in the EU VIES database. Please check it and try again." — only when VIES definitively reports that the number does not exist.
- The check is fail-open. If VIES is unavailable, the country is not an EU member, the country cannot be resolved from the address, or VIES checking is switched off platform-wide, the save goes through unverified. A VIES outage never blocks you.
- While you type, the dialog shows live status ("Checking VAT number…" / "Valid VAT number" / "Not a registered VAT number" / "Couldn't verify right now — you can still save"). When VIES returns a registered business, it also shows "Registered as: {name}" with a
Use "{name}"button and a Use registered address button that autofill the company name and address for you. - The verification result is stored on the profile, and the profile detail page shows a badge next to the VAT number: Valid VAT, Invalid VAT, or Not yet verified. Profiles saved while VIES was down are re-checked by a nightly job, so a badge can change from "Not yet verified" to "Valid VAT" without you doing anything.
- Results are cached platform-wide for 14 days (VAT validity is a public EU-register fact, identical for every merchant).
The same VAT verification applies to reseller records, and Greek numbers are sent to VIES under the EL prefix. (Backend: app/Rules/EuVatNumber.php, app/Rules/ValidEuVat.php, app/Services/Common/ViesVatValidator.php; nightly re-check: vies:reverify, 04:30, 200 rows per run.)
How the live check behaves while you type. Typing is debounced 400ms, then the dialog POSTs { country, vat } to POST /back-office/settings/vat/verify (throttled 30/min). That endpoint is a read-only pass-through and always returns 200 with valid / invalid / unavailable / skipped — it can never block the dialog. Two details worth knowing:
- The registered company name only backfills the Company Name field when that field is still empty — it never overwrites something you already typed.
- The address VIES returns is free-form text, split into Address Line 1 / Postal Code / City by a best-effort parser (it understands NL alphanumeric and BE/DE/FR numeric postal codes). Anything it cannot split confidently is kept whole in the City field, so no data is ever silently dropped — check the split before saving.
(Front-end: src/@core/utils/viesVerify.ts; BillingDetailsDialog.vue:79-101,196-215; the same live-check UI is reused in the reseller form dialog.)
Subscriptions
Subscriptions are per-location Upvendo services billed through the profile. The subscriptions table (/settings/billing/subscriptions/:id) has columns: Subscription Type, Name, Status, Location, € (amount), and Actions. It can be filtered by status, subscription type, and location.
Subscription Types
| Type | Description | Billed? |
|---|---|---|
| Kiosk | Self-service kiosk terminal | Yes |
| Kitchen Display | KDS for kitchen orders | Yes |
| Online Ordering | Web ordering channel | Yes |
| Loyalty Program | Customer loyalty features | No — free (legacy only, see below) |
(Internally these map to product SKUs such as kiosk_first, kiosk_additional, kds, loyalty_program, online_ordering; additional kiosks beyond the first are billed as kiosk_additional.)
Online Ordering under "reseller collects" activates on the first real order, not at signup. For resellers on the reseller-collects billing model, an Online Ordering subscription is created pending activation (no activated_at), and only becomes active when the location takes its first genuine customer order on the Online Ordering channel. Until it activates it is skipped by the monthly receivable job and by commission backfill, so a reseller is not billed for a channel that has never taken an order.
What does not trigger activation:
- an order placed in payment test mode;
- an order whose customer email belongs to the reseller's or the merchant's own users — a staff or partner test order;
- an order with no customer email at all, which cannot be classified and so leaves the subscription pending.
Activation stamps activated_at and creates the commission entry; every later order short-circuits. (Activation is idempotent, so a concurrent double-activation is harmless.)
Loyalty Program is free. Enabling the loyalty program for a location (Loyalty settings → toggle a program on) no longer creates a Stripe or reseller-managed subscription. Access is gated only by the location's POS integration — loyalty is only available where reward-discount reconciliation is verified, currently MplusKassa (pushes discountAmount) and Kassanet-family integrations (Hendrickx, Vanhoutte — the discount is absorbed into UnitPrice). Any other POS (or no POS) is blocked with "Loyalty is not yet available for this POS integration." The loyalty_program type still appears as a filter option in the Subscriptions table because existing paid loyalty subscriptions (created before loyalty became free) are being canceled at period end by an internal repair job rather than being charged going forward — canceling the old subscription does not remove loyalty functionality from the location, since access is now decoupled from subscription status.
Subscription Status
| Status | Description |
|---|---|
| Active | Currently active and billing |
| Trialing | In trial period (typically 30 days for new subscriptions) |
| Canceling | Active but set to cancel at the end of the current period |
| Past Due | A charge failed and is pending retry |
| Paused | Paused |
| Canceled | Canceled |
| Incomplete | Setup not yet completed (awaiting payment confirmation) |
| Incomplete Expired | Incomplete setup that expired |
| Unpaid | Invoice unpaid after retries |
| Expired | A grace period lapsed on a subscription that never got a Stripe subscription attached (set by the backend's ExpireSubscriptionJob) |
The Status filter dropdown offers only the eight Stripe statuses (Active, Canceled, Incomplete, Incomplete Expired, Past Due, Paused, Trialing, Unpaid). Canceling and Expired appear as chips in the table but cannot be filtered on.
The nine Stripe statuses are each shown as a translated, colour-coded chip in the Subscriptions table. Expired is the exception: it is not one of them, so it renders with its raw English label and no status colour whatever the back-office language. (Verified: upvendo-backoffice src/views/settings/Billing/BillingSubscriptions.vue — the chip label and colour are derived from the status, falling back to the raw value for any status not in that list.)
Subscription Actions
- Unsubscribe: Cancel an active subscription. It is set to cancel at the end of the current billing period (the service stays active until then, and shows as "Canceling").
- Complete Payment: Shown on a subscription whose status is Incomplete — the subscription exists, but its first charge has not settled. Clicking it charges that subscription's outstanding invoice against the profile's primary payment method. On success you get "Payment completed. Your subscription is now active." and the row refreshes; if the card or mandate is refused you get "We could not complete the payment. Please check your payment method and try again." and the subscription stays Incomplete. Incomplete is the only status that offers this — see the business rule below. (Verified: upvendo-backoffice
src/views/settings/Billing/BillingSubscriptions.vue, the button renders only when the row's status isincomplete;src/store/modules/billing.tsretrySubscriptionPayment; upvendo-backendroutes/api/backoffice/settings/billing-profiles.phpline 36 →BillingProfileController::retryIncompleteSubscriptionPayment→BillingProfileService::retryIncompleteSubscriptionPayment→SubscriptionService::retrySubscriptionPaymentWithMandate, which pays the subscription's latest open invoice. Requires the Edit Billing Profiles permission.) - Resubscribe: Re-enable a subscription that is set to cancel (shown when the subscription can be reactivated).
A subscription that is Past Due or Unpaid has no button — those are charges Stripe is already retrying on its own schedule. Only Incomplete offers Complete Payment.
Past Bills (Invoices)
Invoice List
The Past Bills table (/settings/billing/past-bills/:id) has these columns:
| Column | Description |
|---|---|
| Bill # | Invoice number |
| Date | Invoice date |
| Bill type | Invoice type |
| Total | Amount |
| Payment Status | Payment status badge |
The list is cursor-paginated (rows per page 10 / 25 / 50 / 100, with Previous / Next).
Invoice Status
| Status | Color | Description |
|---|---|---|
| Paid | Green | Successfully charged |
| Processing | Yellow | Payment in progress |
| Failed | Red | Payment failed |
Export Past Bills
- Select rows with the checkboxes (maximum 10 at a time — selecting more shows a warning and trims the selection). At least one row must be selected; there is no "export everything" mode
- Click "Export Selected" to download the chosen invoices as a ZIP file of PDFs, named
invoices_<ProfileName>_<timestamp>.zip
Business Rules
- Multiple profiles: A merchant can create several billing profiles (e.g. per legal entity); one is flagged as default.
- Profile creation is name-only: The create dialog only asks for a name; billing details and payment methods are added afterward on the detail page.
- Max 2 payment methods: Each profile can have up to 2 payment methods (cards and/or SEPA Direct Debit).
- Primary payment method: One payment method is the primary one used for charges.
- Billing details required before adding a payment method: The "Add Payment Method" button is disabled until billing details exist.
- VAT vs Tax ID: The tax field is labeled VAT for EU countries and Tax ID otherwise.
- EU VAT is verified against VIES: A save is rejected only when VIES definitively reports the number does not exist; VIES downtime, a non-EU country or an unresolvable country all pass through unverified.
- Profile deletion guards: A profile cannot be deleted while it has active subscriptions, and the merchant's only remaining profile cannot be deleted. Deleting the default profile promotes another profile to default.
- Subscription cancellation: Takes effect at the end of the billing period; the subscription shows as "Canceling" until then.
- Manual payment only for Incomplete: A subscription stuck at Incomplete (first charge never settled) can be paid from the back office with Complete Payment, which charges the profile's primary payment method. Every other failed charge — Past Due, Unpaid — is retried by Stripe on its own schedule and has no back-office retry action.
- Invoice export limit: Maximum 10 invoices per export, and at least one must be selected.
- Loyalty Program is not billed: Enabling loyalty for a location never creates a new billing-profile subscription; it is gated by POS integration only (MplusKassa, Kassanet, Hendrickx, Vanhoutte). Existing paid loyalty subscriptions from before this change are being canceled at period end; that cancellation does not affect loyalty functionality on the location.
Logic Flows
New Billing Profile
Create profile (name only → "Setup Profile")
│
▼
Add billing details (company, contact name, email, address, country, VAT/Tax ID)
│
▼
Add payment method (card or SEPA Direct Debit via Stripe)
│
▼
Locations follow it via their Business Profile
│
▼
Subscriptions billed to this profileSubscription Billing
Billing cycle progresses (subscriptions accrue running charges)
│
▼
Stripe charges the primary payment method
├── Success → Invoice paid
│
└── Failed → Stripe automatic retries (not-verified-here: Stripe-managed schedule)
├── Success → Invoice paid
└── Still failing → Subscription goes Past DueRetry scheduling and the number of automatic attempts are handled by Stripe (not-verified-here). For a Past Due or Unpaid subscription there is no manual "retry payment" button — those are Stripe's own retries. The one exception is a subscription still at Incomplete, whose first charge never settled: that row offers Complete Payment (see Subscription Actions).
Customer Impact
- Subscriptions: Services are active based on subscription status (active / trialing keep the service available).
- Payment failures: A failed charge moves the subscription to Past Due and can interrupt the service if not resolved.
- Invoices: Available under the profile's Past Bills.
FAQs
"What is a billing profile?"
A billing profile in Upvendo is a company-level billing entity (a Stripe customer) that stores your billing details (company name, contact name, email, address, VAT/Tax ID), payment methods, subscriptions, and invoice history. Locations are billed through the billing profile of their business profile. It is for what you pay Upvendo, not for collecting money from your own customers."How do I add a billing profile?"
Go to Settings → Business profile → [business profile] → Billing tab. If it says No billing profile yet, click Create billing profile, enter a name and click Setup Profile. Then click Add Billing Details to enter your company info, contact name, address, country and VAT/Tax ID, and add a payment method. To link a location, open it in Settings → Locations: the billing profile is filled in from the location's Business Profile field, and is stored when you click Save."How do I change my payment card?"
Open Settings → Business profile → [business profile] → Billing tab, go to the Payment methods section, add a new payment method, set it as Primary (Change Primary Method), and delete the old one if it is no longer needed. Each profile can have up to 2 payment methods (card or SEPA Direct Debit), and charges use the primary one."Where can I download my invoices?"
Open Settings → Business profile → [business profile] → Billing tab and scroll to Invoices. Select up to 10 invoices and click "Export Selected" to download them as a ZIP file of PDFs (invoices_<ProfileName>_<timestamp>.zip)."How do I cancel a subscription?"
Open Settings → Business profile → [business profile] → Billing tab and, under Subscriptions, find the subscription (Kiosk, Kitchen Display, Online Ordering) and click Unsubscribe. It is set to cancel at the end of the current billing period; until then it shows as Canceling and the service stays active."Do I have to pay for the Loyalty Program?"
No. Loyalty is free of charge — enabling it does not create a billing-profile subscription. It's only available on locations whose POS integration supports the required reward-discount reconciliation (currently MplusKassa, Kassanet, Hendrickx, Vanhoutte); on other POS integrations you'll see "Loyalty is not yet available for this POS integration." If you see a Loyalty Program entry in the Subscriptions list, it's a legacy subscription from before loyalty became free and is being canceled automatically — canceling it does not disable loyalty on the location."Can I have multiple billing profiles?"
Yes. You can have multiple billing profiles (for example per legal entity). Each location is billed through the billing profile of its business profile; when a business profile has more than one, Edit Location asks which one bills that location. One profile is marked as default."How do I update my company VAT number?"
Open Settings → Business profile → [business profile] → Billing tab, open the Billing Details dialog, edit the VAT/Tax ID field, and save. (The field is labeled VAT for EU countries and Tax ID elsewhere.)"My VAT number was rejected when I saved."
VIES — the EU's own VAT register — reported that the number does not exist. Check the digits and that the billing country is right. If VIES is temporarily unreachable you'll instead see "Couldn't verify right now — you can still save": the save goes through unverified and is re-checked automatically overnight."Why was my payment declined?"
A charge can fail if the card is expired, has insufficient funds, or is declined by the bank/Stripe. In Settings → Business profile → [business profile] → Billing tab, update or replace the payment method and set the working one as Primary. What happens next depends on the subscription's status: if it shows Past Due, Stripe retries on its own schedule and there is no manual retry button; if it shows Incomplete — the very first charge never went through — open Subscriptions and click Complete Payment to charge the new primary method straight away."My subscription says Incomplete and the service isn't working."
Incomplete means the subscription was created but its first payment never settled, so the service never started. Go to Settings → Business profile → [business profile] → Billing tab, under Subscriptions check that the profile's Primary payment method is valid, and click Complete Payment on that row. On success the subscription becomes active. If it fails again, replace the payment method first, then click Complete Payment again. (The device's own detail page shows the same Complete Payment action for an incomplete subscription.)
Troubleshooting
- Payment failed / Subscription shows Past Due → Add or set a different Primary payment method in Settings → Business profile → [business profile] → Billing tab → Payment methods. Stripe retries the charge automatically on its own schedule; there is no manual retry button for a Past Due subscription.
- Subscription shows Incomplete / the service never started → The first charge never settled. Check the profile's Primary payment method, then click Complete Payment on that row in Settings → Business profile → [business profile] → Billing tab → Subscriptions. The same action appears on the device's detail page.
- Can't add a payment method → Add billing details first (the button is disabled until then) and ensure you have fewer than 2 payment methods.
- Invoice not found → Open the profile's Past Bills and export the invoice you need.
- "This VAT number is not registered in the EU VIES database" → VIES says the number does not exist. Correct the number or the billing country and save again.
- "Couldn't verify right now — you can still save" → VIES is temporarily unreachable. Saving is not blocked; the number is stored unverified and re-checked by the nightly job, after which the badge on the profile updates on its own.
Assistant Guidance
When answering questions about billing:
- Clarify the difference: billing profiles = what the merchant pays Upvendo (subscriptions, company invoicing), found on the Billing tab of a business profile; the business profile's Payments tab = how the merchant collects money from their own customers. Never send merchants to "Settings → Billing" — that sidebar entry is gone.
- Edit Location has one choice, the Business Profile; do not tell merchants to pick a billing profile there unless the form shows a picker (only when the business profile has more than one billing profile).
- For payment-method issues: guide to Settings → Business profile → [business profile] → Billing tab → Payment methods. Say "payment method", not "card" — SEPA Direct Debit is supported too.
- Check the subscription's status before answering "can I retry?" — the answer differs. Incomplete (first charge never settled) has a Complete Payment button in Settings → Business profile → [business profile] → Billing tab → Subscriptions, and on the device detail page; tell the merchant to fix the primary payment method first, then click it. Past Due and Unpaid have no such button — those are Stripe's own automatic retries, and the merchant's only action is to correct the payment method and wait.
- For invoices: guide to Settings → Business profile → [business profile] → Billing tab → Invoices (select up to 10, Export Selected = ZIP of PDFs).
- For a rejected VAT number: it is the EU VIES register saying the number does not exist, not an Upvendo rule. A VIES outage never blocks a save.
- Note that the billing profile's company name and VAT number are also published on the storefront's General Conditions page (see Compliance) — so a wrong value there is fixed here.
- For subscriptions: explain they are per-location and per-service (Kiosk, Kitchen Display, Online Ordering). Loyalty Program is not a paid subscription — do not tell merchants they need to buy or pay for loyalty; access is gated purely by POS integration (MplusKassa, Kassanet, Hendrickx, Vanhoutte). Any "Loyalty Program" row a merchant sees in Subscriptions is a legacy charge being wound down, not something new they need to set up.
- Note that profile creation only asks for a name; billing details and payment methods are added afterward.
- Note that subscription cancellations take effect at period end (shown as "Canceling").
Relations
Depends On
- Stripe: Payment methods and subscription billing (each profile is a Stripe customer).
- Locations: Subscriptions are per-location, and each location's billing profile follows from its business profile.
Affects
- Subscriptions: Services billed through profiles.
- Invoices: Generated per billing profile.
- Locations: Each location is billed through one billing profile, derived from its business profile.