Payment methods and invoices

Draft — written from product facts + domain knowledge; UI labels to be verified before publishing.

The billing page is where you add or replace a card, set billing details that appear on invoices, and download invoices for your accounts team. All payments are processed by Stripe; OutreachFox does not store card numbers.

Prerequisites

• Owner role. Admins can download invoices but cannot change the payment method.

Steps: add or replace a payment method

1. Click Settings in the bottom-left corner and open Billing.
2. Under Payment method, click Add payment method (or Update if one exists).
3. Choose Card (Visa, Mastercard, American Express) or, on annual plans, Bank transfer / SEPA.
4. Enter the details and click Save. A temporary authorisation of a small amount may appear on your statement and is released within a few days.
5. If you added a second card, click Set as default next to the one that should be charged. The previous default stays on file as a backup; remove it with the three dots → Remove.

The next subscription renewal, Icemail purchase or add-on charge uses the default method.

Steps: set billing details

1. Under Billing details on the same page, click Edit.
2. Enter the Company name, Billing address, VAT / tax ID and the Billing email that should receive invoices. You can add several emails separated by commas, for example your own and accounts@yourcompany.com.
3. Click Save. Details apply to invoices issued from now on; already issued invoices are not changed.

If you enter a valid EU VAT ID outside the seller's country, VAT is reverse-charged and shown as 0% on the invoice.

Steps: download an invoice

1. Open Settings → Billing → Invoices.
2. Each row shows the date, description (subscription, add-on, Icemail order or credit top-up), amount and status (Paid, Open, Failed).
3. Click PDF to download the invoice, or Receipt for a paid invoice.
4. Click Export CSV to download the full list for a date range.

Invoices are also emailed to the billing email when they are issued. Subscription invoices are issued on the renewal date; Icemail orders are invoiced at the moment of purchase.

Failed payments

When a charge fails, the invoice shows Failed and the Owner and billing email receive a notice. OutreachFox retries after 3 and 7 days. If the payment still fails, the workspace is placed in Read-only on day 10: campaigns pause, warm-up continues, nothing is deleted. Update the card and click Retry payment next to the invoice to restore access immediately.

Tips

• Use a company card, not a personal one, so ownership transfers do not break billing.
• Add accounts@ to the billing email before the first invoice; retroactive re-sends have to be requested from support.
• Annual plans paid by bank transfer have a 14-day payment window; the plan activates on receipt.
• Keep one backup card on file so a single expired card does not pause your campaigns.

Troubleshooting

• Card declined: most declines are bank-side (international transactions blocked, 3-D Secure not completed). Try again and complete the bank's verification pop-up, or use another card.
• Invoice shows the wrong company name: update Billing details and ask support to reissue the invoice; only the current billing period can be reissued.
• VAT charged despite entering a VAT ID: the ID failed validation. Check it at the EU VIES service and re-enter it without spaces.
• Cannot see the Billing page: you are a Member or Client viewer. Ask the Owner.

Related articles

• Upgrade or downgrade your plan
• Understanding your charges: subscription, mailboxes, domains and credits
• Cancel your subscription
• Transfer workspace ownership and move mailboxes between workspaces