Managing Invoices and Billing History

Access, review, and download your shop's billing history and invoices for accounting and record-keeping.

Overview

Apprentice maintains a complete billing history for your shop subscription, including monthly invoices, add-on charges, plan changes, and payment records. You can view, download, and export invoices for accounting purposes. All billing is handled through Stripe, providing secure payment processing and detailed transaction records.

Step-by-Step Guide

Step 1: Access Billing History

1. Log in as a shop administrator
2. Navigate to Dashboard > Shop > Settings
3. Click the "Billing" tab
4. Scroll to the "Billing History" section

Alternative access:

• From subscription page: Click "View Billing History" link
• From main dashboard: Click "Billing" in quick actions menu

Note: Only shop administrators can access billing history. This permission cannot be delegated to other roles.

Step 2: Understanding the Invoice List

The billing history displays a paginated list of all invoices:

Invoice list columns:

• Invoice Number: Unique identifier (e.g., INV-2025-001234)
• Date: Invoice creation date
• Amount: Total charged (before tax)
• Status: Paid, Pending, Failed, Refunded
• Actions: Download PDF, View Details

Status indicators:

• ✅ Paid: Successfully charged, payment confirmed
• 🕐 Pending: Awaiting payment processing
• ❌ Failed: Payment attempt unsuccessful
• 💰 Refunded: Charge reversed (full or partial)

Sorting and filtering:

• Sort by date (newest first or oldest first)
• Filter by status (show only paid, failed, etc.)
• Filter by date range (last 6 months, custom range)
• Search by invoice number or amount

Step 3: Viewing Invoice Details

Click any invoice to see detailed breakdown:

Invoice details include:

• Header information:
• Invoice number and date
• Billing period covered
• Due date (for pending invoices)
• Payment method (last 4 digits of card)

• Line items:
• Base subscription plan
• Add-ons (with quantity if applicable)
• Prorated charges (for mid-cycle changes)
• Discounts or credits applied

• Totals:
• Subtotal (before tax)
• Tax breakdown (by jurisdiction if applicable)
• Total amount charged
• Amount paid (if different from total)

Example invoice:

Invoice #INV-2025-001234
Date: February 1, 2025
Billing Period: February 1 - February 28, 2025

Line Items:
  Shop Professional Plan (Monthly)        $199.00
  Extra Artist Seat (x2)                   $40.00
  Client Limit Increase +500               $15.00
  Advanced Analytics                       $25.00
                                    ---------------
Subtotal                                  $279.00
Sales Tax (8.5%)                           $23.72
                                    ---------------
Total                                     $302.72

Payment Method: Visa •••• 4242
Status: Paid on February 1, 2025

Step 4: Downloading Invoices

PDF download:

1. Click the "Download PDF" button on invoice
2. PDF opens in new tab or downloads to device
3. PDF includes shop logo, billing address, and all details
4. PDF is printer-friendly with clear formatting

Bulk download:

1. Select multiple invoices using checkboxes
2. Click "Download Selected" button
3. Downloads as ZIP file containing all PDFs
4. File naming: Invoices_[ShopName]_[DateRange].zip

Using PDFs:

• Print for physical records
• Send to accountant or bookkeeper
• Attach to expense reports
• Archive for tax purposes

Step 5: Exporting Billing Data

CSV export for accounting:

1. Click "Export to CSV" button above invoice list
2. Select date range for export
3. Choose columns to include (all or customized)
4. Download CSV file

CSV includes:

• Invoice number and date
• Line item descriptions
• Amounts (subtotal, tax, total)
• Payment method and status
• Billing period dates

Use cases for CSV export:

• Import into QuickBooks or accounting software
• Create custom reports in Excel
• Track subscription costs over time
• Analyze spending patterns

Understanding Billing Cycles

Monthly Billing

How it works:

• Charged on same day each month (e.g., 1st of month)
• Billing date set when subscription first created
• Covers upcoming month of service (prepaid)
• Auto-renews unless cancelled

Example:

Subscription started: January 15, 2025
Billing date: 15th of each month
January 15: First charge (prorated for Jan 15-31)
February 15: Full month charge (Feb 15 - Mar 14)
March 15: Full month charge (Mar 15 - Apr 14)

Yearly Billing

How it works:

• Charged once per year on subscription anniversary
• Covers 12 months of service (prepaid)
• Typically includes discount vs monthly (e.g., 15% off)
• Auto-renews unless cancelled

Example:

Subscription started: January 15, 2025
Annual charge: $2,388 (vs $2,808 if paid monthly)
Savings: $420 per year
Next charge: January 15, 2026

Proration

When proration occurs:

• Upgrading plan mid-cycle
• Downgrading plan mid-cycle
• Adding add-ons mid-cycle
• Removing add-ons mid-cycle

How proration is calculated:

Prorated Amount = (New Price - Old Price) × (Days Remaining / Days in Period)

Example proration:

Current plan: $99/month
New plan: $199/month
Difference: +$100
Upgrade date: March 15 (halfway through 30-day month)
Days remaining: 15
Prorated charge: $100 × (15/30) = $50

Invoice shows:
  March 1-14:  Original plan $99 (already paid)
  March 15-31: Upgrade proration $50 (charged now)
  April 1-30:  New plan $199 (charged April 1)

Payment Methods

Managing Payment Methods

To update payment method:

1. Navigate to Dashboard > Shop > Settings > Billing
2. Scroll to "Payment Method" section
3. Click "Update Payment Method"
4. Enter new card details in Stripe form
5. Click "Save"

Payment method details displayed:

• Card brand (Visa, Mastercard, Amex, etc.)
• Last 4 digits of card number
• Expiration date
• Billing ZIP code

Security note:

• Full card number never stored or displayed
• All payment processing via Stripe (PCI compliant)
• No card data stored on Apprentice servers

Failed Payments

What happens when payment fails:

1. Email sent to shop administrator immediately
2. Automatic retry in 3 days
3. Second retry in 7 days if still failing
4. Account suspended after 14 days of failed payments

Common failure reasons:

• Insufficient funds
• Card expired
• Card reported lost/stolen
• Bank declined (fraud protection)

Resolving failed payments:

1. Check email for failure notification
2. Navigate to Settings > Billing
3. See red banner: "Payment Failed"
4. Click "Update Payment Method"
5. Enter valid payment information
6. Payment retries immediately upon update

Suspended accounts:

• Can't add new clients or appointments
• Artists can view existing data (read-only mode)
• 30-day grace period before data deletion
• Full access restored immediately upon payment

Refunds and Credits

Requesting a Refund

Refund eligibility:

• Within 30 days of charge
• Valid reason (accidental upgrade, billing error, etc.)
• Shop in good standing

How to request refund:

1. Navigate to Settings > Billing > Billing History
2. Locate invoice to refund
3. Click "Request Refund" button
4. Fill out refund request form with reason
5. Submit request for review

Refund processing:

• Reviewed by billing team within 2 business days
• Approved refunds processed to original payment method
• Refund appears in 5-10 business days (bank dependent)
• Email confirmation sent when refund issued

Account Credits

Credits applied automatically for:

• Service outages (downtime exceeding SLA)
• Billing errors corrected in your favor
• Subscription cancellation with unused time (prorated)

Viewing credits:

1. Navigate to Settings > Billing
2. See "Account Balance" section
3. Positive balance = credit available
4. Credits automatically applied to next invoice

Example credit scenario:

Downgrade from Professional to Starter on March 15
Paid $199 for March (full month)
Used Professional for 15 days
Unused Professional: 15 days × ($199/30) = $99.50
Credit applied: $99.50
Next invoice (Starter $99): $99.00 - $99.50 = $0
Remaining credit: $0.50 (applied to future invoice)

Tips

• Download invoices monthly: Keep local backup for accounting records
• Export CSV annually: Archive year-end billing data for tax purposes
• Set calendar reminders: Note billing date to avoid surprise charges
• Review invoices carefully: Check for unexpected add-on charges or errors
• Update payment method proactively: Don't wait for card to expire
• Use yearly billing for savings: 15% discount vs monthly typically
• Keep billing email current: Ensure you receive payment notifications
• Archive physical copies: Print key invoices for physical records

Common Issues

• Issue: Can't download invoice PDF

Solution: Check popup blocker settings in browser - may be blocking PDF download. Try right-click on "Download PDF" and select "Open in new tab." If still failing, clear browser cache or try different browser.

• Issue: Invoice shows charge I don't recognize

Solution: Click "View Details" on invoice to see line item breakdown. Check for add-ons purchased mid-cycle or prorated charges from plan changes. If charge is still unclear, contact support with invoice number for explanation.

• Issue: Payment failed but card has funds

Solution: Contact your bank to authorize the charge - they may have flagged it as suspicious. Update billing ZIP code to match card's billing address. Try different payment method if issue persists.

• Issue: Refund not showing on credit card statement

Solution: Refunds take 5-10 business days to appear (bank processing time). Check your Stripe receipt email for refund confirmation and timeline. Contact your bank if refund doesn't appear after 14 days.

• Issue: CSV export is empty

Solution: Verify date range selected includes invoices (default is last 6 months). Check filter settings - may be filtering out all invoices. Try exporting "All Time" with no filters applied.

• Issue: Billing date changed unexpectedly

Solution: Billing date changes when you switch billing cycle (monthly to yearly or vice versa). Date also changes if subscription is paused and resumed. Check subscription history for any plan changes on the date your billing shifted.

Updated on: 19/01/2026