Add and manage cards, use the Stripe billing portal, request invoiced billing, choose who receives invoices, and review, view and download invoices.
Your organisation pays for ComplyTrain either by card or, on eligible plans, against an invoice with payment terms. Both are managed under Settings, Billing & Payments. Card details are handled by Stripe, ComplyTrain's payment provider; ComplyTrain never stores full card numbers.
Product location: /settings/billing/payment-methods. Open Billing & Payments in Settings, then the Payment Methods tab.
Only organisation Admins and holders of the Billing Manager role can open Billing & Payments. See who can manage billing for how the role is granted.
Task | Admin | Billing Manager |
|---|---|---|
See saved cards | Yes | Yes |
Add a card, set the default, remove a card | Yes | No |
Open the Stripe billing portal with Manage Billing | Yes | No |
Request invoiced billing, or withdraw a request | Yes | Yes |
Add or remove invoice recipients | Yes | Yes |
List invoices, View and PDF | Yes | Yes |
Product location: /settings/billing/payment-methods. Open Billing & Payments in Settings, then the Payment Methods tab.
Open Billing & Payments, then Payment Methods.
Select Add Payment Method. When the list is empty, the same button appears in the empty state. For an organisation billed by invoice it reads Add a card (optional).
Wait for Stripe's secure card form to load in the Add Payment Method dialog, then enter the card details.
Select Add Card. If your bank asks you to confirm the card, follow its prompt.
The dialog closes and the card appears in the list. If the card is declined, the reason appears in the dialog and nothing is saved; correct the details or use another card. Cancel closes the dialog without saving.
Adding a card also completes payment setup. On a paid plan whose billing date was Pending, the subscription starts and the Overview tab shows the real Next billing date. If a trial had ended and made the organisation read-only, full access returns.
Product location: /settings/billing/payment-methods. Open Billing & Payments in Settings, then the Payment Methods tab.
Each card shows its brand, ending in and the last four digits, Expires with month and year, and the cardholder name when Stripe has one. The card used for payments carries the Default badge and a highlighted border.
Action | How | Rules |
|---|---|---|
Change the default card | Select Set as default on another card. | Future payments use the new default. |
Remove a card | Select the remove icon on the card, check Remove payment method?, which names the card, and select Remove. | The default card cannot be removed: its remove icon is disabled with Cannot remove default payment method. Make another card the default first. While the subscription is active or in trial, the only card on file cannot be removed; add another card first. Removal cannot be undone. |
ComplyTrain emails your billing contacts 30, 15 and 7 days before the default card expires. Replace the card before then so the next renewal is not interrupted.
Product location: /settings/billing. Open the Overview tab in Billing & Payments and select Manage Billing.
On the Overview tab, Manage Billing opens Stripe's hosted billing portal for your organisation in a new browser tab. Only Admins can open it. Use it for self-service tasks that Stripe offers there, such as reviewing past invoices and updating payment details. When you leave the portal, it returns you to Billing & Payments, and changes made there appear in ComplyTrain once Stripe reports them.
The portal opens once your organisation is registered with Stripe. At the latest, this happens when the first card is added.
Product location: /settings/billing/payment-methods. Open Billing & Payments in Settings, then the Payment Methods tab.
Organisations on eligible plans can ask to pay against invoices with payment terms instead of by card. The Invoiced billing panel is at the bottom of Payment Methods. Submitting it sends a request to the ComplyTrain team, who decide on it. It does not change how you are billed until the request is approved, and you keep paying by card in the meantime.
Open Payment Methods and go to Invoiced billing.
Enter the terms you need in Payment terms you need (days).
Explain your situation in Anything we should know.
Select Request invoiced billing.
Field | What to enter | Limits and default |
|---|---|---|
Payment terms you need (days) | How many days you need to pay an invoice after receiving it. Typical terms are 14, 30 or 60 days. | A whole number from 1 to the maximum shown under the field (365 at most). Pre-filled with the standard terms of 30 days. |
Anything we should know | The reason for the request, for example a purchase-order requirement, an accounts-payable process or a procurement contact. This is the main thing the reviewer reads. | Optional. Up to 2,000 characters. |
The panel then shows the state of your request.
State | What you see | What you can do |
|---|---|---|
Awaiting a decision | Your request is with our team, with Terms requested and Submitted. You are emailed when there is a decision. | Select Withdraw request to take the request back, for example to ask again with different terms. Only one request can be open at a time. |
Approved | You are set up for invoiced billing. Your invoices are due the granted number of days after they are issued. The panel also explains how to pay: either to a bank account number unique to your organisation, which matches payments to invoices automatically, or to ComplyTrain's bank details quoting the invoice number, in which case a payment can take a few days to show as paid. | Keep your invoice recipients up to date (below). A card is optional. |
Not approved | We could not approve invoiced billing, with the reason. | Submit a new request if your circumstances change. |
When a request cannot be made, the panel says why instead of showing the form.
Message | Meaning |
|---|---|
Choose a plan before requesting invoiced billing. | The organisation has no subscription yet. |
Invoiced billing is not available on your current plan. | Your plan does not qualify. Available on: lists the plans that do. |
You are already set up for invoiced billing. | The organisation is already invoiced. |
You already have a request awaiting a decision. | Withdraw the open request before submitting a new one. |
We are not taking new invoiced billing requests at the moment. Please contact support if you need one. | Requests are paused. Contact ComplyTrain support. |
Once invoiced billing is set up, each invoice is emailed to your invoice recipients with links to the PDF and to the online invoice. A plan upgrade is invoiced immediately with your agreed terms. An overdue invoice does not restrict access to ComplyTrain. When invoices are paid to your organisation's own bank account number, recipients receive reminders 7 days before the due date, on the due date, and 7 and 14 days after it.
Product location: /settings/billing/payment-methods. Open Billing & Payments in Settings, then the Payment Methods tab.
The Invoice recipients panel, below Invoiced billing, controls who receives invoice emails for an invoiced organisation. Most organisations use an accounts-payable mailbox rather than a person, because a mailbox does not leave the company.
In Email address, enter the recipient's address.
Optionally, enter Name (optional) so the list is easy to read.
In Receives as, choose Addressed or Copied.
Select Add recipient.
Field | Meaning | Limits |
|---|---|---|
Email address | Where invoices are sent. | Required. Each address can be listed once. |
Name (optional) | A label shown next to the address. | Up to 255 characters. |
Receives as | Addressed puts the recipient in the To line. Copied puts them in the Cc line. | If every recipient is Copied, they are all addressed instead, so an invoice always has an addressee. |
The table lists Email address, Name and Receives as for each recipient. Select Remove to take a recipient off the list. You can have at most 20 recipients; at the limit, Add recipient is unavailable until you remove one.
When the list is empty, invoices go to your organisation's billing email address, or its primary contact address if no billing email is set, and to every Billing Manager. The panel states this while no recipients are set.
Product location: /settings/billing/invoices. Open the Invoices tab in Billing & Payments.
Open Invoices to see your billing history, newest first, ten at a time. Select Load more invoices to add older ones.
Column | What it shows |
|---|---|
Invoice | The invoice number, or Draft before the invoice is final, with Stripe's reference underneath. |
Date | When the invoice was created. |
Period | The service period the invoice covers, where it has one. |
Amount | The amount due. If part is unpaid, the unpaid amount is shown underneath with remaining. |
Status | See below. |
Actions | View opens the online invoice, where it can also be paid. PDF opens the invoice PDF. Both open in a new tab. |
Invoice status | Meaning |
|---|---|
Draft | Being prepared; not yet issued. |
Open | Issued and awaiting payment. |
Paid | Paid in full. |
Void | Cancelled; nothing is owed. |
Uncollectible | Marked as not collectable. |
Below the table, Total Paid adds up the paid invoices in the list, Outstanding adds up what remains on Open and Draft invoices, and Total Invoices counts the invoices listed. The totals cover only the invoices on screen, so load older invoices first if you need a full-year figure.
Product location: /settings/billing/payment-methods. Open Billing & Payments in Settings, then the Payment Methods tab.
Your organisation is a public body whose procurement rules require invoices quoting a purchase-order number, with 30-day terms. You are the finance lead and hold the Billing Manager role.
Open Payment Methods and go to Invoiced billing.
Leave Payment terms you need (days) at 30.
In Anything we should know, enter "Public-sector procurement: invoices must quote PO 4500123456. We cannot use a corporate card."
Select Request invoiced billing. The panel shows Your request is with our team.
Under Invoice recipients, add [email protected] as Addressed and your own address as Copied.
When the request is approved, the panel shows You are set up for invoiced billing and the terms granted. From then on, each invoice is emailed to accounts payable with a copy to you, and appears under Invoices as Open until it is paid.
