Agency Billing and Invoices

Your Agency Plan is billed by Stripe. One invoice covers the whole team. Here’s how to find, download, and understand each charge.

Where to find invoices

/admin/agency, then the Seats & Billing tab, then the Open Billing Portal button.

This opens a Stripe-hosted page (the Customer Portal) with:

All past invoices (downloadable as PDF or CSV)
Your card on file (update or change anytime)
Upcoming invoice preview
Billing email
Cancel / reactivate (with the standard end-of-period behavior)

Stripe is the system of record for all your agency billing. Invoices live there permanently, so you don’t need to save them locally to keep them.

Invoice receipt emails

Stripe-style receipts are NOT sent account-wide on SOAP Note Buddy (we keep the noise down for individual users). For agency customers specifically, we send our own branded receipt email when a Stripe invoice is paid, including:

Amount and line-item summary (3× Voice Scribe, 5× EHR Fill, 2× AI Notes)
Period covered
Direct Download PDF link (for forwarding to bookkeepers)
Stripe-hosted invoice URL (for view / print in browser)
Pointer back to the Billing Portal in your dashboard

These go to the admin email on the account. To change the destination, update your billing email in the Stripe Customer Portal.

What triggers a charge

Stripe invoices fire automatically on every event that changes your bill:

Event	Charge or credit?
Initial signup	$0 today. Your card is collected upfront but not charged. 14-day free trial starts.
Trial ends (day 15)	Charge: full first cycle (monthly or annual rate based on what you picked at signup)
Monthly or annual renewal	Charge: same as last cycle
You add seats in Seats & Billing	Charge: prorated difference for rest of cycle
You remove seats in Seats & Billing	Credit: prorated difference applied to next invoice
You change a member’s seat type (between AI Notes, EHR Fill, and Voice Scribe)	No charge, seat counts unchanged
You switch to Annual	Charge: prorated annual amount today
You switch to Monthly	Credit: unused annual prepayment applied to future monthly bills
Auto-Add Seats fires (clinician auto-joins and you’re at capacity)	Charge: prorated single seat
You remove a clinician	No charge or credit. The seat slot is freed but the seat count is unchanged. Reduce seat count separately to credit yourself.

Every charge or credit shows up as a line item on the invoice in Stripe, so you can trace exactly what happened.

Forwarding receipts to your bookkeeper

Each Agency invoice email includes both a PDF download (for offline storage) and a hosted invoice URL (for viewing/printing). Forward the email to your bookkeeper, or click PDF, save, and email.

The Stripe-hosted invoice page is the cleanest format for accounting. It has your billing details, line items, totals, and a clear “Paid on” timestamp.

Annual vs. monthly billing

Your billing cycle setting affects when invoices fire:

Monthly: invoice fires on the same date each month (your initial signup date)
Annual: invoice fires once a year, roughly 12 months after the most recent cycle started. Annual per-seat prices are $299 (AI Notes), $499 (EHR Fill), and $799 (Voice Scribe).

You can switch cycles anytime from Seats & Billing, then Billing Cycle. More on switching →

What’s NOT charged

Pending login members. Auto-joined clinicians who haven’t verified their email yet. Don’t consume a seat, don’t cost anything.
Invited members. Clinicians who got an invite email but haven’t accepted. Don’t consume a seat.
Blocked members. Auto-joined clinicians who couldn’t get a seat (your cap was hit, Auto-Add OFF). Don’t consume anything.
Seat-type swaps. Moving a clinician between AI Notes, EHR Fill, and Voice Scribe doesn’t change your bill, as long as your total seat counts are unchanged.

Failed payments

If a card declines on renewal:

Stripe retries the charge automatically over a few days (smart retry schedule)
Each retry triggers an email to the admin
If retries exhaust without success, the subscription goes to past_due status; we surface this as a banner on the admin dashboard
Eventually (Stripe default ~3 weeks) the subscription cancels and the agency loses access

To resolve: open the Stripe Customer Portal, update the card, and Stripe retries immediately.

Cancellation

Cancel the Agency Plan anytime via the Stripe Customer Portal:

The subscription is set to cancel_at_period_end
Your members keep access until the end of the current cycle (whatever you’ve already paid for)
After the cycle ends, all members lose Agency Plan coverage and see the standard paywall

No cancellation fees, no penalties, no forced contracts. You can reactivate anytime by opening the portal and removing the scheduled cancellation, or by buying a new Agency Plan.

Frequently asked

Are the invoices itemized by clinician? Not by name. Invoices show line items by seat type and quantity (“Agency Voice Scribe seat × 5”, “Agency EHR Fill seat × 3”, and so on). To match clinicians to seats, see your Members tab in the admin dashboard.

Can I get a single annual invoice for the whole team upfront? Yes. Switch to Annual billing in Seats & Billing. Stripe charges the full annual amount on the switch date and you get one invoice per year going forward.

Do you offer net-30 / purchase-order / invoice-on-terms billing? Not yet. The Agency Plan is card-billed via Stripe with monthly or annual cycles. Contact [email protected] if your procurement requires different terms. We can look at exceptions case by case.