Overview: Having the correct billing contacts is essential for ensuring that important financial notifications, such as invoices, payment reminders, and receipts, are delivered to the appropriate people within your organization. This article explains the manual process for adding and managing billing contacts in Stafio.ai, which helps ensure transparency and streamline your accounting workflow.
1. What Is a Billing Contact?
- A billing contact is an individual, or a list of individuals, who will receive all billing-related email communications. This role is distinct from a standard user role in the platform and does not grant them access to the Stafio.ai application itself.
2. How to Add a Billing Contact
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This function is only available to users with Admin permissions.
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Steps to Add a Contact:
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Navigate to Settings > User > Profile > Billing.
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On the billing page, look for a section titled "Billing Contacts" or a similar phrase.
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Click the "Add Contact" button.
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A form will appear where you can manually enter the new contact's email address and name.
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You can add multiple contacts as needed.
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Click "Save" to add the contact to your list.
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Manual Intervention Point: Adding or removing a billing contact is a manual step you must take to ensure the right people are notified about your subscription status.
3. What Notifications Do Billing Contacts Receive?
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Invoice Generation: A copy of every new invoice.
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Payment Reminders: Notifications for upcoming payment dates.
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Failed Payments: An alert if a payment fails to process, allowing for a swift resolution.
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Subscription Changes: Confirmation of any upgrades or downgrades to your plan.
4. Troubleshooting & Tips:
Issue : I can't find the "Billing Contacts" section.
Suggested Fix : This feature is only visible to administrators. If you are not an admin, you will need to ask one to add or manage billing contacts.
Issue : The billing contact is not receiving emails.
Suggested Fix : Ask the billing contact to check their spam or junk folder. The emails may have been incorrectly filtered. You can also manually verify that the email address was entered correctly.
Issue : A former employee is still on the billing contact list.
Suggested Fix : You must manually navigate to the billing contact section and remove their email address from the list to ensure they no longer receive sensitive financial information