Everything you pay for in vehReports — credit top-ups and subscriptions — is handled in one place: Billing. This article covers the three things you'll set up and maintain there: the payment cards on file, your invoices and receipts, and the billing details and VAT/tax ID that print on every invoice. For what credits cost and how top-ups and subscriptions work, see Credits, pricing, top-ups and subscriptions.
Who can manage billing
Billing is restricted to two team roles:
- Owner — full access, including managing cards, invoices, billing details and transferring ownership.
- Billing — can manage credits, orders, cards, invoices and billing details, and view reports and agreements.
Managers can see your credit balance but cannot manage payment details, and Inspectors don't see billing at all. If you need to give a colleague — such as a bookkeeper or finance manager — access to invoices and cards without handing over the whole account, invite them with the Billing role. See Roles explained and Managing your team.
A quick reassurance on cost before you go further: managing cards, invoices and billing details never costs anything, and neither do most actions in vehReports. Only two things ever use a credit (about £1 each) — signing off an inspection report and signing a rental agreement. Driver licence checks, DVLA and MOT lookups, adding vehicles, customers, templates and team members, and building or previewing drafts are all free and unlimited.
Where to find it all
Open the Billing area. You'll find sections for your saved cards, your invoices, and your billing details. New companies start with around 10 free welcome credits, so you can get going and try the product before you ever add a card.
Payment cards
What cards are used for
A saved card is charged when you buy a credit top-up pack or when a monthly subscription renews. You can keep more than one card on file — for example a company card for day-to-day top-ups and a backup — and choose which one is the default used for charges.
Adding a card
- Open the Billing area and go to the cards section.
- Add a new card and enter the card number, expiry and security code.
- Save it. The card is then available for top-ups and as a subscription payment method.
Card details are handled securely by our payment processor — vehReports doesn't store your full card number.
Setting the default card
The default card is the one charged automatically for subscription renewals and the one offered first at checkout. If you keep several cards, set the one you want used as the default so renewals always come off the right card.
Removing a card
Remove any card you no longer use from the same screen. There is one important rule, below.
The default-card rule
You can't remove the default card while you have an active subscription. A subscription needs a card on file to take the monthly payment, so the default card is protected while the subscription is running. To remove it you have two options:
- Set another card as the default first, then remove the old one — this keeps the subscription running without interruption, or
- Cancel the subscription, after which the card is no longer tied to a recurring charge and can be removed.
If you only have one-off top-ups (no subscription), there's no such restriction — you can add and remove cards freely. You can manage your subscription itself (subscribe, swap tier, cancel or resume) in the same Billing area; see Credits, pricing, top-ups and subscriptions.
What if a payment fails?
If a card is declined at renewal — for example it's expired or has insufficient funds — update the card or set a different default, and the charge can be retried. Keeping a valid default card on file is the simplest way to avoid a missed subscription renewal. You can also choose to be notified of failed payments by email or SMS; see Choosing which notifications you get.
Invoices and receipts
Where to find your invoices
Open the Billing area and go to the invoices section. Every top-up and every subscription payment has its own invoice that you can view on screen and download.
Downloading for your records
You can download invoices as PDFs to keep for your own records or to pass to your accountant or bookkeeper. Each invoice shows:
- your billing name and address,
- your VAT or tax ID (if you've set one), and
- the VAT breakdown for the charge.
Prices for credit packs and subscriptions are shown exclusive of VAT, with VAT added on top, so the invoice gives you a clean breakdown of the net amount, the VAT and the total.
Making sure invoices show the right details
Invoices use whatever billing details are set at the moment the payment is taken, so it's well worth getting your billing name, address and VAT/tax ID right before your first top-up. See the next section for how to set them.
What if an invoice has the wrong details?
Update your billing details (below) and they'll apply to all future invoices straight away. Invoices that have already been issued stay exactly as they were at the time of payment — that's normal and expected, because an issued invoice is a fixed record. If a past invoice has an error you can't live with, raise a support ticket and we'll help.
Billing details and VAT
What you can set
In the Billing area, in the details section, set your:
- billing name and address — the company name and address that should appear on invoices, and
- VAT or tax ID — your VAT registration number (or equivalent tax ID).
These are the details vehReports prints on the invoices it issues, which is why it's worth setting them up before your first purchase.
Where your VAT/tax ID comes from
Your VAT number is part of your company details, so if you entered it when you set up your company it's already on file and will appear on your invoices as part of the VAT breakdown.
You can add or correct your VAT number at any time — either here in the Billing details section or from your company profile. Both update the same information, so a change made in one place is reflected on your future invoices.
Why it matters
These details print on every invoice. Getting them right means your invoices are valid for your records and your accountant doesn't have to chase corrections after the fact. An accurate VAT number also ensures the VAT breakdown on each invoice is correct for your bookkeeping.
Keeping them current
Update your billing details whenever your company details change — a move of premises, a name change, or a new VAT registration. New invoices use the current details; previously issued invoices stay as they were. So the best moment to check them is just before a top-up or before a subscription renews.
Common questions
Can I add a colleague to manage just the bills? Yes. Invite them with the Billing role and they'll be able to manage cards, top-ups, invoices and billing details, and view reports and agreements — without access to anything else, such as transferring ownership. See Managing your team.
Why can't I delete my card? You almost certainly have an active subscription and that card is the default. Set another card as the default first, or cancel the subscription, then remove it.
Will changing my billing address re-issue old invoices? No. Only future invoices pick up the change. Already-issued invoices are a fixed record and don't change.
Do I need a card at all to start? No. New companies get around 10 free welcome credits, so you can build and sign off your first reports before adding any payment method. You'll be prompted to top up when you run low.
Where do I actually buy credits or start a subscription? In the same Billing area. The pricing, pack sizes, expiry rules and subscription tiers are all explained in Credits, pricing, top-ups and subscriptions, and the free-versus-paid breakdown is in Understanding credits.