Manage billing and subscription

The Billing & payments section lets you manage everything related to your UniverX subscription — from updating your payment method to downloading invoices for accounting.

---

Before you start

• You need the Owner role to access billing. Admins cannot view or change billing settings.
• Go to Admin console → Billing.
• The billing page has four tabs: Billing information, Payment methods, Subscription, and Billing history.

Caution

Only the Owner role can access the billing section. If you do not see Billing in the admin console, ask your organization owner for assistance.

---

View your current subscription

1. Go to Admin console → Billing.
2. Click the Subscription tab.

You will see:

Item	Description
Current subscription	Your active plan name
Billing cycle	Monthly or yearly
Price per user	Cost per active seat
Current cost	Your total charge for the current period
Next billing	Date of your next invoice
Current seats	Number of active user licenses
Active seats	Number of seats currently in use
Storage usage	How much storage your organization is using

---

Update billing information

Billing information is the company details that appear on your invoices. Keep this up to date for accurate invoicing.

1. Go to Admin console → Billing → Billing information tab.

2. Click Edit.

3. Update any of the following fields:

   Field	Description
   Company name (required)	Your organization’s legal name
   VAT number (required)	Your VAT registration number
   Registration number	Company registration number
   Billing email (required)	Email address where invoices are sent
   Billing phone	Phone number for billing contact
   Tax exempt	Toggle on if your organization is tax exempt
   Tax exempt reason	Required if tax exempt is enabled
   Street address (required)
   City (required)
   Postal code (required)
   Country (required)
   State/province	Where applicable

4. Click Save changes.

---

Add or update a payment method

1. Go to Admin console → Billing → Payment methods tab.
2. Click Add payment method.
3. Enter your card details:
   • Card number (required)
   • Expiry month (required)
   • Expiry year (required)
   • CVV (required)
   • Card brand (required)
   • Cardholder name (required)
4. Click Save changes.

To set a card as the default payment method, click Set default next to it.

Payment method statuses

Status	Meaning
Active	Card is valid and will be charged at renewal
Expired	Card has expired; update it to avoid interruption
Failed	Last charge attempt failed; update the card

Caution

If your default payment method shows Expired or Failed, update it before your next billing date to avoid service interruption.

---

Remove a payment method

1. Go to Admin console → Billing → Payment methods tab.
2. Click Delete payment method next to the card you want to remove.
3. Confirm the deletion.

Note

You cannot remove the only payment method on file if you have an active subscription. Add a replacement card first, then delete the old one.

---

View and download invoices

1. Go to Admin console → Billing → Billing history tab.
2. The table shows all invoices with:
   • Invoice number
   • Date
   • Plan
   • Amount
   • Status (Paid, Pending, Overdue, Failed)
3. Click View to open an invoice, or Download to save it as a PDF.

---

Upgrade or change your plan

1. Go to Admin console → Billing → Subscription tab.
2. Scroll to the Upgrade plans section.
3. Review the available plans and their features.
4. Click Upgrade to [plan name] on the plan you want.

Note

Plan names shown in the admin console are the authoritative names. This guide does not list specific plan names or prices as these may change. Always refer to the Subscription tab for current options.

Tip

Switching to a yearly billing cycle typically saves around 17% compared to monthly billing. The savings label is shown on the subscription page.

---

Common billing questions

When am I charged? You are charged on the billing date shown in the Subscription tab. This date renews on the same day each month (or year, for annual plans).

What happens if a payment fails? UniverX will retry the charge. If it continues to fail, your subscription may be suspended. Update your payment method in the Payment methods tab as soon as possible.

Can I get a refund? Contact UniverX support for refund requests. Refund eligibility depends on your plan terms.

My invoice shows the wrong company name or VAT number. Update your billing information in the Billing information tab. Future invoices will reflect the changes. For corrections to past invoices, contact UniverX support.

I don’t see a billing section in the admin console. Only the Owner role can access billing. Ask your organization owner to handle billing changes, or have them reassign the Owner role to you if appropriate.

---

Troubleshooting

I cannot add a payment method. Check that all required fields are filled in correctly, including the card brand and cardholder name. If the problem persists, contact your bank to ensure the card is enabled for online transactions.

My invoice was not sent to the right email. Update the Billing email field in the Billing information tab. Note that previously issued invoices will not be resent automatically.

The storage usage seems higher than expected. Storage usage reflects video call recordings and transcripts stored in your account. Contact UniverX support if you believe there is an error.

---

Event logs Monitor admin activity and audit changes in your organization.