How bills, plans and a card on file work in the client portal
See exactly what you pay for and when it next bills, read every line of every invoice, approve or decline a quote or service agreement yourself, and save a card once so your IT provider can settle each invoice as it comes due.
Outstanding
What you owe at the moment: the total of your invoices that are Outstanding or Overdue. It goes down when an invoice is marked Paid, not when one is sent.
Paid
The total of your invoices that are marked Paid.
Active Plans
How many service plans are live on your account. It matches the count on the Service Plans tab beside it.
The three tabs
Service Plans is what you pay for every period. Invoices is every invoice raised to your company. Quotes is every quote sent to you, and a quote waiting on your decision has Approve and Decline buttons right in its row. Only the Owner and the Primary Contact see those two buttons; other roles do not. When your provider has sent a service agreement for your decision, an "Agreements awaiting your approval" card appears at the top of Service Plans with the same two buttons.
Your service plans
Plans are grouped by kind, for example Core and Add-On. A client can have one Core plan, which is the main service. The chips on the right show how often the plan bills and its kind. Click a plan to open it.
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Why it works this way: How bills, plans and a card on file work in the client portal
Open a plan and you see the billing period it is on and the date it next bills. Under that is every priced line with its rate and the number of users or devices it is charged on, then the total for the period. When your provider prorates a first bill, a plan that starts part-way through a period shows a "Prorated" badge with the number of days. A plan that has not started yet shows when it starts billing.
Open an invoice from the Invoices tab to read every line with its quantity, unit price and amount, then the tax and the total. Print and Download PDF give you a copy to file or to forward to whoever pays. Saving a card on file, below, is how your provider can settle invoices for you.
On a quote with the status Sent, Approve opens a review first. You see the line items, any optional extras you can choose, and the terms, and you tick that you agree before it goes through. Decline asks you to confirm and is final: the quote cannot be reopened and your provider would need to send a new one. Service agreements work the same way, and Approve asks you to type your full name and accept the terms.
My Payment appears in the left menu only when your IT provider has turned on card capture. If you type its address without it, you land back on Billing. The page lists each saved card as its brand and last four digits, with its expiry and a Default tag. Add a card opens a Card details form, and the page says the card details go straight to the payment processor and this portal never sees or stores them.
Above the form is a short agreement. Read it before you save. It says that by saving the card you let your IT provider keep it on file with their payment processor and charge it for the amount of each invoice as it comes due, until you remove the card or your service ends. It also names who bills you and what the charge will be called on your statement, when your provider has filled those in.
Remove asks you to confirm, takes the card off at the payment processor and ends that agreement with it. After that, future invoices cannot be charged to that card. Only the account owner, the Primary Contact and users with the Billing role can open My Payment. If you cannot, ask one of them. The article How to save, check and remove your card on file walks the page step by step.
Other ways to do this: How bills, plans and a card on file work in the client portal
Ask your IT provider for a copy
Every invoice on this page is the same record their accounting raised, so they can resend it by email from their side.
Questions this page answers
What are service plans?
A service plan is one of the IT packages you pay for. A Core plan is your main deal, and you have one. Add-On plans cover extra work. License plans track software you pay for per person. Each plan shows how often it bills, the next bill date, and its prices.
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