User role required: Financial office staff and above
We notify your registered billing contact via email whenever a new invoice is ready. To view, download, or manage your company's billing records, you can access your billing dashboard in Commusoft.
Looking for info on customer invoices? Check out this article.
Viewing and downloading invoices
Your billing dashboard contains a list of all your current and historical invoices and credit notes.
Click the Profile icon
Click the Invoices/Credit notes tab from the top navigation bar.
Review the list to check statement dates, net totals, tax rates, gross totals, and outstanding balances.
For credit notes, the system highlights negative values to make them easily distinguishable.
Click the Download button on any statement line to save a local PDF copy.
Understanding separate invoicing
To keep your accounting transparent, Commusoft issues separate invoices based on the type of charge:
Monthly software licenses: Your regular, recurring monthly subscription fees.
Add-on top-ups: Usage-based billing (such as automated SMS credit bundles) triggered when your balance runs low.
One-off purchases: Separate charges billed at the time of order for items like vehicle trackers, training packages, or custom setups.
💡 Tip
If you frequently top up credits, consider purchasing a larger bundle or set up an SMS+ subscription. Read more about the SMS+ add on.
Managing payment methods
Adding or updating a credit card
You can store multiple credit cards on your billing dashboard to ensure subscription payments are processed automatically.
Click your Profile icon and select Billing.
Locate the Credit card panel and click Add new card (or click Edit to modify an existing card details).
Enter your cardholder name, card number, expiration date, and CVV code in the configuration slider panel.
Select Set as default if you want this card to be your primary payment method.
Click Save to securely store your card details.
Setting up automated bank payments
You can link a verified bank account directly to your profile. Commusoft uses your default payment method to process all subscription charges automatically.
Note: ACH bank transfers are used exclusively for US-based customer accounts, while Direct Debit mandates are used for UK-based customer accounts.
Click your Profile icon and select Billing.
Locate either the ACH details panel or the Direct debit details panel depending on your region.
Click Edit (or click Change bank or Set up new if configuring from a canceled alert state).
Select whether you are updating your registered bank name and address, or linking a completely new bank account.
Click Save to continue to the bank account entry step.
Enter your account name, account number, and routing details (or sort code) into the matching fields, then click Save.
Reviewing payment allocations
The payments history tab lets you expand individual transactions to see exactly how funds were distributed.
Click the Payments tab on the main billing menu.
Locate the specific payment transaction line item you want to verify.
Click the expand arrow on that row to display the child list of invoice allocations.
Updating your billing contact details
You can update your billing contact details to change who receives automated billing emails.
Click your Profile icon and select Billing.
Locate the Billing contact panel and click Edit.
Select an existing user as the contact from the dropdown menu, or enter a new name and email address.
Click Save to apply the changes to your billing profile.
💡 Tip
Your billing contact does not need to be a Commusoft user.
Updating your company registration details
If your business changes its official registration details, you can update them directly from your billing dashboard.
Click your Profile icon and select Billing.
Locate the Registered details panel and click Change details.
Update your Company name, Company registration number, or address fields in the first step.
Click Next to proceed to the contract review step.
Review the contract warning prompt if your legal updates require a new agreement.
Complete the on-screen signature process and click Confirm to submit your updated corporate details.
❗Updating these details starts a new contract period, and the new contract will be displayed on the final page of the setup wizard for review and signature.
Common questions
How do I resolve a canceled ACH or Direct Debit mandate status?
How do I resolve a canceled ACH or Direct Debit mandate status?
If your ACH or Direct Debit mandate shows a canceled status, you can resolve this by re-authorizing your banking details. Click Set up new ACH or Set up new Direct debit on the red dashboard banner to input your new bank details.
Why doesn't my direct debit match my latest invoice total?
Why doesn't my direct debit match my latest invoice total?
Your monthly direct debit, typically taken around the 7th of each month, covers all charges from invoices issued during the entire previous month. It also includes any new invoices that were generated on the 1st day of the current month.
Here's an example to make it clearer:
Let's say your direct debit is scheduled for August 7th. This payment will cover:
All invoices you received between July 2nd and July 31st.
Any new invoices that were generated on August 1st.
Essentially, your direct debit on the 7th of the month settles invoices from the previous full calendar month, plus the very first day of the current month's charges. This is why it often won't directly match just your latest single invoice.
How do I update my credit card if it is canceled or expired?
How do I update my credit card if it is canceled or expired?
If your credit card is canceled or expired, you can update it by submitting your current card details. Click Set up new Credit card on the red warning banner and enter your new card credentials to clear the system alert.