> ## Documentation Index
> Fetch the complete documentation index at: https://docs.timetracker.in/llms.txt
> Use this file to discover all available pages before exploring further.

# Payment methods and receipts

> Update the card on your TimeTracker subscription and download invoices and receipts from the billing portal that our payment provider hosts for your workspace.

Your card and your receipts live in the **billing portal**. Open it from **Settings → Plan & billing** with the **Manage billing** button.

## Why the portal is separate

Our payment provider is the merchant of record. It handles billing, tax and VAT for your workspace, and it holds the payment details. TimeTracker never stores or sees your card.

That means two things:

* Card changes and receipt downloads happen in the portal, not in TimeTracker.
* Your invoices come from the payment provider, and are the documents your accountant needs.

<Note>
  Do not confuse this with **your own** invoices. The invoices you send to Bluebird Coffee live in [Invoicing](/invoicing/overview). The invoices covered on this page are the ones **you** receive for your TimeTracker subscription.
</Note>

## Open the billing portal

<Steps>
  <Step title="Go to Plan & billing">
    In the workspace, open **Settings**, then **Plan & billing**.
  </Step>

  <Step title="Click Manage billing">
    The portal opens in a new tab.
  </Step>

  <Step title="Do what you came for">
    Update the card, change the billing address or tax details, and download past invoices and receipts.
  </Step>
</Steps>

## Update your card

<Steps>
  <Step title="Open the billing portal">
    **Settings → Plan & billing → Manage billing**.
  </Step>

  <Step title="Replace the payment method">
    Enter the new card in the portal. It becomes the card charged at your next renewal.
  </Step>

  <Step title="If a payment had already failed">
    Once the new card is accepted, the failed charge is retried and your subscription returns to `active`. The warning banner in TimeTracker clears by itself.
  </Step>
</Steps>

<Warning>
  If a payment has failed, update the card **before the grace window ends**. When it ends, the workspace moves to the Free plan. Nothing is deleted, but paid features stop accepting new work until the payment succeeds.
</Warning>

## Find a receipt

Receipts and past invoices are listed in the billing portal. Each one shows the period, the seat count you were billed for, and any VAT or GST.

The billing page in TimeTracker points you there – the **Invoices** line on the plan card reads "Receipts and your payment method live in the billing portal."

## Who receives billing email

Receipts and payment-failure notices go to the **current owner** of the workspace, at the email on their account.

This follows ownership. If Maya transfers Northwind Studio to Tom, the next receipt goes to Tom – not to Maya because she founded it.

## Example

Daniel Okafor at Northwind notices a card expiry warning.

1. Daniel does not hold `billing.manage` – Finance owns money inside the product, not the subscription – so he asks Maya.
2. Maya opens **Settings → Plan & billing** and clicks **Manage billing**.
3. In the portal she replaces the expiring card and downloads last quarter's three receipts for Daniel.
4. The next renewal charges the new card. No feature was ever interrupted.

## Options and settings

| What you can change                | Where                                  |
| ---------------------------------- | -------------------------------------- |
| Card or payment method             | Billing portal                         |
| Billing address and tax details    | Billing portal                         |
| Download an invoice or receipt     | Billing portal                         |
| Billing cadence (monthly / yearly) | **Settings → Plan & billing**          |
| Seat count                         | Automatic – follows people with access |

## Permissions

| Action                  | Capability       | Roles by default |
| ----------------------- | ---------------- | ---------------- |
| Open the billing portal | `billing.manage` | Owner, Admin     |
| Download a receipt      | `billing.manage` | Owner, Admin     |

Finance holds `data.export` but **not** `billing.manage`. Subscription and seat administration stays with owners and admins. A custom role can be granted `billing.manage` if you need a finance person to handle it.

## What happens next

* A new card is charged at your next renewal.
* If you were `past_due`, the status returns to `active` once the retry succeeds, and the warning banner disappears on its own.
* Nothing about your workspace data changes when you change a card.

## Common questions

<AccordionGroup>
  <Accordion title="Can I change the billing email?">
    Billing email follows the workspace owner's account email. Change it by updating that account, or by transferring workspace ownership.
  </Accordion>

  <Accordion title="Can I add a VAT or GST number?">
    Yes, in the billing portal. It appears on your receipts.
  </Accordion>

  <Accordion title="Do I get a receipt automatically?">
    Yes. Each charge sends a receipt to the workspace owner, and every receipt stays available in the portal.
  </Accordion>

  <Accordion title="Can I pay by bank transfer or invoice?">
    The payment methods offered depend on your country and are shown at checkout and in the portal.
  </Accordion>

  <Accordion title="Why does my receipt total differ from the price on the plan card?">
    The plan card shows the amount before tax. The receipt includes VAT or GST where it applies.
  </Accordion>

  <Accordion title="Is my card stored in TimeTracker?">
    No. Our payment provider holds it. TimeTracker only knows whether a payment succeeded.
  </Accordion>
</AccordionGroup>

## Troubleshooting

| Problem                                 | Cause                          | Fix                                                  |
| --------------------------------------- | ------------------------------ | ---------------------------------------------------- |
| "We couldn't open the billing portal"   | The portal did not load        | Try again in a moment                                |
| No **Manage billing** button            | You lack `billing.manage`      | Ask an owner or admin                                |
| Card updated but still shows `past_due` | The retry has not run yet      | Wait for the retry, then reload the billing page     |
| The receipt is not in my inbox          | It went to the workspace owner | Check with the owner, or download it from the portal |

## Related guides

<CardGroup cols={2}>
  <Card title="Manage your subscription" icon="sliders" href="/billing/manage-your-subscription">
    Cadence, renewal and controls.
  </Card>

  <Card title="When a plan lapses" icon="clock-rotate-left" href="/billing/when-a-plan-lapses">
    Failed payments and the grace window.
  </Card>

  <Card title="Billing troubleshooting" icon="wrench" href="/billing/billing-troubleshooting">
    Payment problems, step by step.
  </Card>

  <Card title="Cancel or downgrade" icon="circle-minus" href="/billing/cancel-or-downgrade">
    Stop future charges.
  </Card>

  <Card title="Invoicing" icon="file-invoice" href="/invoicing/overview">
    The invoices you send to your own clients.
  </Card>

  <Card title="Roles and capabilities" icon="shield" href="/concepts/roles-and-capabilities">
    Who holds `billing.manage`.
  </Card>
</CardGroup>