{"id":695,"date":"2026-04-11T22:01:22","date_gmt":"2026-04-11T22:01:22","guid":{"rendered":"http:\/\/localhost:8088\/articles\/edit-billing-info-vat\/"},"modified":"2026-06-04T13:11:51","modified_gmt":"2026-06-04T13:11:51","slug":"edit-billing-info-vat","status":"publish","type":"knowledge_article","link":"https:\/\/help.upwex.io\/en\/articles\/edit-billing-info-vat\/","title":{"rendered":"Edit billing information (including VAT)"},"content":{"rendered":"<p>Your billing information is the data Stripe puts on every invoice and receipt: your full legal name (or company name if you bill as a business), country, address, and \u2013 if you&#8217;re a B2B customer in a region with VAT \u2013 your Tax ID. All of this lives in a single <strong>Payment Details<\/strong> modal on the <a href=\"https:\/\/account.upwex.io\/billing\">Billing<\/a> page. Editing it takes seconds, applies to your <em>next<\/em> invoice (past invoices are immutable), and is the only place to swap the card on file too.<\/p>\n<h2>The Billing page at a glance<\/h2>\n<p>Open <a href=\"https:\/\/account.upwex.io\/billing\">account.upwex.io\/billing<\/a> from the sidebar (<em>Account \u2192 Billing<\/em>). The header has a single button \u2013 <strong>Payment Details<\/strong> \u2013 and three hero cards summarising your subscription:<\/p>\n<ul>\n<li><strong>PLAN<\/strong> \u2013 your active tier (Lite \/ Pro \/ Max), the per-cycle total <em>incl. tax<\/em>, and the next renewal date. Button: <em>Switch<\/em> (opens the Pricing Plans page where you can upgrade, downgrade, or change billing cycle).<\/li>\n<li><strong>SEATS<\/strong> \u2013 how many paid seats your team has. Button: <em>Manage<\/em> (opens the Team page where you can invite, remove, or reassign seats).<\/li>\n<li><strong>CREDITS<\/strong> \u2013 current AI credit balance vs. monthly allowance, with the credit-pool reset date. Button: <em>Top Up<\/em> (opens the credit-pack purchase modal).<\/li>\n<\/ul>\n<p>Below the hero \u2013 the <strong>Payment History<\/strong> table with all your past invoices: date, plan name, status, last 4 digits of the card, amount, and an <em>Invoice<\/em> button to download the PDF.<\/p>\n<p><img decoding=\"async\" src=\"\/wp-content\/uploads\/help\/ss-bp-06-billing-page.png\" alt=\"Upwex Billing page: header Billing with Payment Details button top-right; three hero cards \u2013 PLAN (Max, monthly price incl. tax, Renews May 29, Switch button), SEATS (3 seats, Manage button), CREDITS (3994\/4000, Resets May 29, Top Up button); below, Payment History table with five rows of paid Max\/Lite invoices, Visa ending in 1111, the invoice amounts, each with an Invoice download button\" \/><\/p>\n<h3>Renews vs Resets<\/h3>\n<p>You&#8217;ll often see <em>&#8220;Renews May 29&#8221;<\/em> on the PLAN card and <em>&#8220;Resets May 29&#8221;<\/em> on the CREDITS card on the same date \u2013 that&#8217;s normal. But they come from <em>different<\/em> sources and can drift apart:<\/p>\n<ul>\n<li><strong>Renews<\/strong> \u2013 pulled from your Stripe subscription&#8217;s <code>current_period_end<\/code> \u2013 the date the next plan invoice fires.<\/li>\n<li><strong>Resets<\/strong> \u2013 pulled from your AI Credit pool&#8217;s <code>credits_reset_at<\/code> \u2013 the date the plan-credits bucket refills.<\/li>\n<\/ul>\n<p>If you change plans mid-cycle, these two dates can move independently for a billing cycle before realigning.<\/p>\n<h2>Open the Payment Details modal<\/h2>\n<p>Click <strong>Payment Details<\/strong> in the top-right of the Billing page. The modal that opens has two sections \u2013 <em>CARD<\/em> and <em>BILLING DETAILS<\/em>.<\/p>\n<h3>Empty state \u2013 first time<\/h3>\n<p>If you haven&#8217;t entered any details yet (e.g. fresh trial account, no card added), the modal looks like this:<\/p>\n<p><img decoding=\"async\" src=\"\/wp-content\/uploads\/help\/ss-bp-07-payment-details-empty.png\" alt=\"Payment Details modal in empty state: CARD section reads No card on file with a green Add link top-right; BILLING DETAILS section below with a Bill as company toggle (off), FULL NAME input, COUNTRY dropdown, ADDRESS LINE 1, ADDRESS LINE 2, CITY, STATE\/Province, POSTAL CODE inputs, plus Cancel and green Save buttons at the bottom\" \/><\/p>\n<ul>\n<li><strong>CARD<\/strong> \u2013 <em>&#8220;No card on file&#8221;<\/em> with a green <strong>Add<\/strong> link in the top-right.<\/li>\n<li><strong>BILLING DETAILS<\/strong> \u2013 empty form with a <em>Bill as company<\/em> toggle (off) and the personal-billing fields below.<\/li>\n<\/ul>\n<h3>Filled state \u2013 after first save<\/h3>\n<p>Once you&#8217;ve added a card and saved billing details, the modal switches to a compact summary view:<\/p>\n<p><img decoding=\"async\" src=\"\/wp-content\/uploads\/help\/ss-bp-08-payment-details-filled.png\" alt=\"Payment Details modal in filled state: CARD section shows Visa with last four digits and an Exp date, plus a green Update link top-right; BILLING DETAILS section shows the saved billing name (with person icon) and address (with location icon), plus a green Edit link top-right; below, a single Close button\" \/><\/p>\n<ul>\n<li><strong>CARD<\/strong> \u2013 <em>Visa **** [last 4]<\/em> with the <em>Exp [MM\/YY]<\/em>, and a green <strong>Update<\/strong> link to swap the card.<\/li>\n<li><strong>BILLING DETAILS<\/strong> \u2013 name (with person icon) and address (with map-pin icon) on two lines, plus a green <strong>Edit<\/strong> link to change them.<\/li>\n<\/ul>\n<p>The <em>Save<\/em> button is replaced by <strong>Close<\/strong> in this state \u2013 saved data isn&#8217;t editable until you click <em>Update<\/em> or <em>Edit<\/em>, which switch the relevant section back into form mode.<\/p>\n<h2>Adding or updating the card<\/h2>\n<p>Click <strong>Add<\/strong> (empty state) or <strong>Update<\/strong> (filled state). The CARD section expands to an <strong>inline Stripe card form<\/strong> \u2013 card number, MM\/YY, CVC, ZIP. We don&#8217;t redirect you anywhere: this is Stripe Elements rendered in-modal, so your card data goes straight to Stripe and never touches the Upwex backend.<\/p>\n<ol>\n<li>Type or paste the card details.<\/li>\n<li>Click <strong>Save Card<\/strong>.<\/li>\n<li>Stripe validates and creates a SetupIntent (3D Secure prompt may appear for some cards\/regions).<\/li>\n<li>On success \u2013 the card becomes your default payment method for the subscription, top-ups, and any future plan upgrades. The CARD section collapses back to the summary view (Visa **** XXXX).<\/li>\n<\/ol>\n<p>If the card is declined or fails 3D Secure, the form stays open with an inline error from Stripe. Try a different card or contact your bank.<\/p>\n<h2>Editing billing details<\/h2>\n<p>Click <strong>Edit<\/strong> (filled state) or fill in the empty form (empty state). All fields persist to your Stripe customer record and appear on every future invoice.<\/p>\n<h3>Personal billing (Bill as company toggle OFF)<\/h3>\n<ul>\n<li><strong>Full Name<\/strong> \u2013 your legal name as it should appear on invoices.<\/li>\n<li><strong>Country<\/strong> \u2013 full ISO list of 195+ countries; pick yours.<\/li>\n<li><strong>Address Line 1<\/strong> \/ <strong>Address Line 2<\/strong> \u2013 street address.<\/li>\n<li><strong>City<\/strong>.<\/li>\n<li><strong>State \/ Province<\/strong> \u2013 for US and Canada this is a sub-dropdown of states\/provinces; for everywhere else it&#8217;s a freeform text field.<\/li>\n<li><strong>Postal Code<\/strong>.<\/li>\n<\/ul>\n<h3>Company billing (Bill as company toggle ON)<\/h3>\n<p>Flip the <strong>Bill as company<\/strong> toggle to ON. The <em>Full Name<\/em> field is replaced by:<\/p>\n<ul>\n<li><strong>Company Name<\/strong> \u2013 appears on every invoice (e.g. <em>Acme GmbH<\/em>).<\/li>\n<li><strong>Tax ID<\/strong> \u2013 your VAT \/ EIN \/ Tax Number. Format example: <em>DE123456789<\/em> (Germany), <em>GB123456789<\/em> (UK), <em>123-45-6789<\/em> (US EIN). <strong>Optional<\/strong> \u2013 leave blank if you don&#8217;t have one.<\/li>\n<\/ul>\n<p>The address fields below are unchanged.<\/p>\n<h2>How the Tax ID gets validated<\/h2>\n<p>Upwex doesn&#8217;t try to validate your VAT format on the frontend. When you click <em>Save<\/em>, the Tax ID is sent to Stripe along with your country, and Stripe figures out the rest:<\/p>\n<ol>\n<li><strong>Type is auto-resolved from your country.<\/strong> Germany \/ France \/ Italy \/ etc. \u2192 <code>eu_vat<\/code>; UK \u2192 <code>gb_vat<\/code>; US \u2192 <code>us_ein<\/code>; Canada \u2192 <code>ca_bn<\/code>; etc. You don&#8217;t pick the type yourself \u2013 the modal hint <em>&#8220;Type is determined automatically from your country&#8221;<\/em> says so.<\/li>\n<li><strong>Format and existence are validated by Stripe.<\/strong> EU VAT IDs are checked against VIES (the official EU registry). Other regions go through their respective tax-authority APIs.<\/li>\n<li><strong>If the Tax ID is rejected<\/strong> \u2013 Stripe returns an error and the modal shows the exact reason inline (&#8220;VAT number is not valid&#8221;, &#8220;Format does not match&#8221;, etc.). Fix and re-save.<\/li>\n<li><strong>If the Tax ID is accepted<\/strong> \u2013 it&#8217;s saved to your Stripe customer record and printed on every future invoice.<\/li>\n<\/ol>\n<h2>EU VAT reverse-charge<\/h2>\n<p>If you save a <strong>valid EU VAT ID<\/strong> (and your country is in the EU), Stripe automatically applies the <strong>reverse-charge mechanism<\/strong> on your invoices:<\/p>\n<ul>\n<li>Future invoices show <strong>0% VAT<\/strong> with a &#8220;VAT reverse charge \u2013 recipient liable&#8221; note.<\/li>\n<li>You handle VAT on your side via your local return.<\/li>\n<li>The <em>incl. tax\/mo<\/em> total on the PLAN card drops accordingly the next time the page refreshes.<\/li>\n<\/ul>\n<p>Without a valid VAT ID, EU customers are charged the local VAT rate (Stripe Tax computes it from your country). Non-EU customers (e.g. US, UK post-Brexit, India) follow their own tax rules \u2013 sales tax, GST, etc., depending on jurisdiction.<\/p>\n<h2>Where the saved details show up<\/h2>\n<ul>\n<li><strong>Invoice PDFs<\/strong> (Payment History \u2192 <em>Invoice<\/em> button) \u2013 your name\/company, address, country, Tax ID, and the applied tax (or reverse-charge note) all appear on every PDF.<\/li>\n<li><strong>Stripe receipt emails<\/strong> \u2013 sent to the email on your account after every successful charge; they include the same data and a link to the hosted PDF copy.<\/li>\n<li><strong>Inside Upwex<\/strong> \u2013 only the read-only summary in the Payment Details modal. Nowhere else.<\/li>\n<\/ul>\n<p>Exporting all your invoices for accounting? Open Payment History, click <em>Invoice<\/em> on each row to download the PDF \u2013 they have everything finance needs.<\/p>\n<h2>Mid-cycle changes<\/h2>\n<p>Editing your billing details is <strong>not<\/strong> retroactive. Past invoices are immutable artefacts (a regulatory requirement for invoices in most jurisdictions) \u2013 Upwex won&#8217;t reissue them with corrected data, and Stripe doesn&#8217;t either.<\/p>\n<ul>\n<li>Edits take effect on the <strong>next invoice<\/strong> Stripe generates.<\/li>\n<li>If you spotted a mistake on an already-issued invoice and need a corrected one for accounting \u2013 <a href=\"mailto:support@upwex.io\">contact support<\/a> with the invoice number; we can issue a credit note + new invoice if the regulatory window is still open.<\/li>\n<\/ul>\n<h2>Who can edit billing details<\/h2>\n<p><strong>Owner<\/strong> and <strong>Admin<\/strong> roles only. The Billing page itself is hidden from Members in the sidebar \u2013 they can&#8217;t open it. The backend enforces the same gate (Members get a 403 if they try to call the billing API directly), so there&#8217;s no way to bypass.<\/p>\n<p>If you need to update billing details and you&#8217;re a Member \u2013 ask the team Owner or any Admin to do it on your behalf.<\/p>\n<h2>Related articles<\/h2>\n<ul>\n<li><a href=\"\/articles\/pricing-plans-overview\/\">Pricing plans overview<\/a> \u2013 what each plan tier costs and how Yearly billing works<\/li>\n<li><a href=\"\/articles\/upgrade-downgrade-plans\/\">Upgrade, downgrade or switch plans<\/a> \u2013 proration on plan changes (the Tax line on those modals depends on this Billing Info)<\/li>\n<li><a href=\"\/articles\/top-up-ai-credits\/\">Top up AI Credits<\/a> \u2013 top-up invoices use the same billing data and tax setup<\/li>\n<li><a href=\"\/articles\/cancel-subscription\/\">Cancel your subscription<\/a> \u2013 what happens to billing data after cancellation<\/li>\n<\/ul>\n","protected":false},"excerpt":{"rendered":"<p>Update your billing details, company name, VAT ID and address for invoices.<\/p>\n","protected":false},"featured_media":0,"template":"","class_list":["post-695","knowledge_article","type-knowledge_article","status-publish","hentry","knowledge_category-billing-credits"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v23.6 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Edit billing information (including VAT) | Upwex Customer Service &amp; Support | Upwex Help<\/title>\n<meta name=\"description\" content=\"Explore comprehensive guides, FAQs, and step-by-step tutorials for Upwex. 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