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Billing & Account

Understanding Your Invoice

Learn how to read and understand your WHMCS invoices, billing cycles, and payment details.

Invoice Basics

Your WHMCS invoice contains all the details about your services, billing periods, and payment information. Understanding these details helps you manage your account effectively.

Accessing Your Invoices

To view your invoices:

  1. Log into your WHMCS client area
  2. Navigate to "Billing" in the main menu
  3. Click on "My Invoices"
  4. Select any invoice to view detailed information

Invoice Header Information

The top section of your invoice contains important identifying information:

Header Details

Invoice Information

  • • Invoice Number (unique identifier)
  • • Invoice Date (when generated)
  • • Due Date (payment deadline)
  • • Status (Paid, Unpaid, Overdue)

Account Information

  • • Your name and email
  • • Billing address
  • • Client ID number
  • • Payment method on file

Service Line Items

The main body of your invoice lists all services and charges:

Understanding Line Items

Example Invoice Line Item

Service: Arma Reforger Server - 8GB RAM

Description: Monthly hosting for server ID: AR-12345

Billing Period: 01/01/2025 - 01/31/2025

Amount: $35.00

Common Line Item Types

Recurring Services
  • • Monthly server hosting fees
  • • Quarterly or annual billing discounts
  • • Add-on services (extra RAM, storage)
  • • Premium support packages
One-Time Charges
  • • Setup fees for new services
  • • Upgrade/downgrade prorations
  • • Additional IP addresses
  • • Custom configuration services

Billing Cycles and Prorations

Standard Billing Cycles

Billing Frequency Options

Available Cycles

  • • Monthly (standard rate)
  • • Quarterly (5% discount)
  • • Semi-Annual (10% discount)
  • • Annual (15% discount)

Billing Dates

  • • Service start date determines cycle
  • • Renewals occur on the same date
  • • Upgrades may change billing dates
  • • Grace period for late payments

Proration Calculations

When you upgrade or downgrade services mid-cycle, charges are prorated:

Proration Example

Scenario: Upgrade from 4GB to 8GB RAM on day 15 of 30-day cycle

Original Plan: $20/month (4GB RAM)

New Plan: $35/month (8GB RAM)

Days Remaining: 15 days (50% of cycle)

Credit for unused time: $20 × 50% = $10.00

Charge for new plan: $35 × 50% = $17.50

Net charge: $17.50 - $10.00 = $7.50

Payment Information

Payment Methods Accepted

Credit/Debit Cards
  • • Visa, Mastercard, American Express
  • • Automatic recurring payments
  • • Secure payment processing
  • • Instant payment confirmation
PayPal
  • • PayPal balance or linked accounts
  • • Additional buyer protection
  • • International payment support
  • • Express checkout option

Payment Status Indicators

Paid

Payment received and processed

Unpaid

Payment pending or due

Overdue

Payment past due date

Tax Information

Depending on your location, taxes may apply to your services:

Tax Types

  • Sales Tax: Applied based on your billing address
  • VAT: For European Union customers
  • GST: For applicable regions
  • Tax-Exempt: Available for qualifying organizations

Tax Exemption

If you qualify for tax exemption:

  1. Contact our billing department
  2. Provide valid tax exemption documentation
  3. Wait for verification and approval
  4. Future invoices will reflect tax-exempt status

Invoice Actions

Available Actions in WHMCS

Payment Actions
  • • Pay Now (for unpaid invoices)
  • • Set up automatic payments
  • • Update payment method
  • • Request payment plan
Document Actions
  • • Download PDF invoice
  • • Print invoice
  • • Email invoice to yourself
  • • View payment history

Understanding Credits and Refunds

Account Credits

Credits may appear on your invoice for various reasons:

  • Service Downgrades: Unused time credited to account
  • Refunds: Approved refunds applied as credits
  • Promotional Credits: Discounts or promotional offers
  • Compensation: Credits for service interruptions

How Credits Are Applied

  1. Credits are automatically applied to new invoices
  2. Oldest credits are used first
  3. Remaining balance is charged to your payment method
  4. Unused credits carry forward to future invoices

Billing Disputes and Questions

Common Billing Questions

Why was I charged twice?

Check if you have multiple services or if an upgrade created a separate charge

What is this proration charge?

Proration charges occur when you upgrade/downgrade mid-billing cycle

Why is my invoice amount different?

Check for plan changes, add-ons, taxes, or promotional discounts

When will I be charged next?

Your next billing date is shown in the service details section

Disputing Charges

If you believe there's an error on your invoice:

  1. Review the invoice details carefully
  2. Check your service history for changes
  3. Submit a billing support ticket through our contact form
  4. Include the invoice number and specific concerns
  5. Our billing team will investigate and respond

Managing Future Invoices

Invoice Preferences

You can customize how you receive invoices:

  • Email Notifications: Automatic invoice delivery
  • Payment Reminders: Alerts before due dates
  • Auto-Pay Setup: Automatic payment processing
  • Billing Address: Keep contact information updated

Setting Up Auto-Pay

  1. Log into your WHMCS client area
  2. Go to "Billing" → "Payment Methods"
  3. Add or select a default payment method
  4. Enable automatic payments
  5. Set payment attempt preferences

Need Help?

If you have questions about your invoice:

View My InvoicesNext: Refund Policy