Payment Methods & Invoices

For your service to keep running after the trial and for invoices to be paid, you need two things in the Service Portal: a billing address and at least one active payment method. You maintain both in the Billing menu. This article shows the order of steps, all three payment methods, your invoices and what happens when a payment fails.

The roles Owner, Admin and Accounting may edit payment methods and the billing address. Members with Read only may additionally view invoices.

Billing address first

Without a billing address you can't add payment methods – the Payment methods page then only shows "Please enter your billing address before entering your payment methods." with the link Enter billing address.

1. Open Billing → Invoices.
2. Fill in the Billing address at the top:

3. Click Save address.

Add a payment method

Under Billing → Payment methods there are three tiles at the top – Creditcard, SEPA, PayPal. Clicking one jumps to its section. A green check mark on a tile shows that this payment method is active.

All payments are processed by our payment service provider Stripe.

Credit card

1. Enter the card details in the Creditcard section.
2. Click Save card.

You then see Saved creditcard with the card brand, "Ends with …" and "valid until …". Delete card removes it again.

If your card is about to expire or has expired, the owner receives an email.

SEPA direct debit

In the SEPA Bankpayment section:

1. Read the mandate text. With the mandate you authorise justSelling and Stripe to collect amounts from your account; you can reclaim a direct debit from your bank within 8 weeks. You are informed about future debits at least 2 days in advance.
2. Fill in Account holder, Bank name and IBAN. If the account holder's address differs from your company address, enter it under Address of the account holder (if different from your company address).
3. Click Give mandate.

The section then shows Given sepa mandate for account …. Terminate mandate ends it.

PayPal

1. In the PayPal section, click Connect PayPal.
2. Log in to PayPal and confirm the billing agreement.

You then see the Connected PayPal account. Terminate PayPal ends the agreement.

Turning payment methods on and off

Each heading has a checkbox in front of it. Use it to turn a saved payment method off temporarily without deleting it – it is then no longer charged until you turn it back on.

Which payment method is charged?

If you have several active payment methods, configento.app charges the first active one in this order:

1. Credit card
2. SEPA direct debit
3. PayPal

If, for example, you want to pay by SEPA although a card is saved as well, turn the card off.

Invoices

Under Billing → Invoices, the Invoice overview lists all invoices grouped by year, with date, invoice number and amount. Clicking the number opens the invoice as PDF.

Each invoice has a status:

Every new invoice is also sent by email – to the email address from the billing address or, if none is set there, to your user. The portal shows the notice "The new invoice … has been created."

If a payment fails

1. If a charge fails, it is retried up to three times. During that time the invoice stays pending.
2. If the third attempt fails as well, the invoice is set to error and the payment method used is deactivated. At the top of the portal you see: "Your payment method has been disabled because a payment could not be made repeatedly. Please provide a valid payment method to avoid suspending your services."
3. Five days later the service is suspended. Your configurator is then no longer available in the shop.

There is no separate email about the failed payment – watch the notices at the top of the portal.

How to reactivate the service: Add a working payment method or turn on another one. Open invoices are then charged again immediately. As soon as the payment has gone through, the service is active again.

A service is also suspended if the billing address or payment method is missing when it is due – this mainly affects the end of the trial.

Troubleshooting

1. I can't add a payment method – first save the billing address under Billing → Invoices.
2. The postcode isn't accepted – the field allows at most 5 characters. For longer international postcodes, contact support.
3. The VAT ID is rejected – it is validated when you save. Make sure it starts with the country code (e.g. DE…).
4. The wrong payment method is charged – see the order. Turn off the payment method that should not be charged.
5. My service is "suspended" – see If a payment fails.
6. I don't see "Payment methods" or "Invoices" – only Owner, Admin and Accounting see payment methods; Read only additionally sees invoices. Editors only see AI Tokens under Billing. Ask the owner if you need a different role.

Next steps

• Service Portal — Overview
• AI Tokens
• Manage Team