Invoices, taxes, and payments

This page explains how Outpost bills, what each invoice status means, how sales tax is worked out, what happens when an invoice is not paid, and what each part of the console’s Settings > Billing page shows. Prices are on Plans and limits.

How billing works

Topic	How it works
Billing period	One month, from your billing day to the same day of the next month. In a month without that day, the period turns over on the last day of the month.
When you are billed	Monthly in arrears. Each invoice covers the plan fee and the usage of the period that has ended.
What is on an invoice	The plan or platform fee, metered usage such as active endpoints, unmanaged devices, and Outpost Cloud Storage beyond what your plan includes, and sales tax.
Partial periods	The plan fee for a first or last period, or a period in which you change plan, is split by day. Storage is already measured over time and is charged as used.
Free plans	Home Lab is never invoiced. Nothing is invoiced during a free trial.
Contracts	None. There are no annual contracts or minimum terms.
Currency	US dollars.

How you are charged

When an invoice is issued, Outpost charges your default payment method for the full amount automatically. A card payment usually completes at once. A bank payment can take a few business days to clear.

If a charge fails, Outpost emails a link to pay the invoice another way, and retries the charge. If your bank asks you to confirm the payment, Outpost emails a link to do that.

To pay an invoice yourself, such as with a different card:

1. Sign in to the Outpost portal and open the Billing page. See Manage payment methods and billing address.
2. On the Invoices card, select Pay beside the invoice. Stripe’s page opens.
3. Complete the payment. You return to the Billing page, which says Thank you. Your payment was received and is being applied. A bank payment can take a few business days to clear.

Pay appears only on an invoice with a balance and no payment already in progress.

Where invoices go

• By email. When an invoice is issued, Outpost emails it as a PDF to your account’s invoice recipients. The email states the period, the issue date, the due date, the total, and the amount due. At sign-up, the account owner’s verified email address is the first recipient. You choose the rest yourself, as described in Choose who receives invoices.
• In the Outpost portal, on the Billing page’s Invoices card, with each invoice’s Issued and Due dates, Total, Balance, and Status. Select an invoice number to download its PDF.
• In the console, on Settings > Billing. See The console’s Billing page.

Choose who receives invoices

Invoices, receipts, and payment reminders go to every confirmed invoice recipient. You manage the list on the Invoice recipients card, in either of two places:

• In the Outpost portal, on Account details. Only the account owner sees the card.
• In the console, on Settings > Billing. You need billing:manage. Without it, the card reads Invoices go to the recipients chosen by your account owner.

To add a recipient:

1. On the Invoice recipients card, in Email address, enter the address.
2. Select Add recipient.

The new address receives an email with a confirmation link that works for 24 hours. Its row shows Waiting for confirmation until someone at that address confirms, and nothing is sent to it before then. If the link expires, the row shows Link expired. Select Resend link to send a new one.

To stop sending to an address, select Remove on its row and confirm. The last confirmed recipient cannot be removed. Add and confirm another one first.

An account can have up to 5 recipients, 3 of them waiting for confirmation at once. Confirmation emails are also limited per day. When a limit is reached, the card says which one, for example Too many confirmation emails have been sent today. Try again tomorrow.

Invoice statuses

The portal shows the label in the second column. The console shows the status value in the first.

Status	Portal label	Meaning
draft	Draft	Being prepared. Not final and not payable yet.
issued	issued	Final and awaiting payment.
sent	Sent	Final, sent, and awaiting payment.
partial	Partially paid	Part paid. The balance is still owed.
paid	Paid	Paid in full.
past_due	Past due	The due date has passed with a balance still owed.
void	Void	Canceled. Nothing is owed on it, and it keeps its number.

Sales tax

Sales tax is calculated by Stripe from your billing address and added to the invoice before it is issued. An invoice is never issued without tax, so an invoice on a paid plan waits until a valid billing address is on file. Add or correct the address on the portal’s Billing page. See Manage payment methods and billing address.

If your organization is exempt from sales tax, contact support with a current exemption certificate.

Overdue invoices and suspension

Pay each invoice by the due date it shows.

Stage	What happens	What you see
A payment fails or the due date passes	The invoice becomes past due. Outpost sends reminders and may retry the payment.	The portal’s Billing page says This account has an overdue invoice. Pay it below to keep your service running.
30 days after the due date	Outpost may suspend access until the invoice is paid. Outpost emails the account owner.	The console refuses most actions. Settings > Billing shows This account is suspended for non-payment. Pay the overdue invoice in the Outpost portal to restore it.
Payment	Access is restored as soon as the payment clears.	The notices go away.
Still unpaid	Outpost may end the subscription. The data export and deletion schedule then applies.	Outpost emails the account owner the dates. See Cancel your subscription and export your data.

While suspended for non-payment, you can still sign in to the console and open Settings > Billing, and you can sign in to the Outpost portal to pay.

To dispute a charge, contact support within 30 days of the invoice. Undisputed amounts remain due.

The console’s Billing page

In the console, select Settings > Billing. You need the billing:read permission, which owners hold. Changing the billing date needs billing:manage. See Permissions.

The page shows these cards, top to bottom. Some appear only in the situation described.

Card	What it shows
Notice at the top	Only when something needs attention: the trial and its pause date, a paused or suspended account in Outpost’s words, or This account is closing. with a link to export your data.
Plan	The plan and its status, Includes (the plan’s limits, such as 15 endpoints, 10 unmanaged devices, 1 console user, own storage only), Suspended with the reason when the account is suspended, the Platform fee, and whether a Payment method is on file.
Published rates	The rates your invoices apply to your usage, with any included quantity and the date they took effect.
Current period	The Period in progress, Active endpoints and Active unmanaged devices so far, Storage so far in GB-months, and Endpoints reporting now. A count reads Not reported yet until your Outpost has reported it. It also gives the date the next invoice is expected. Nothing here is final until the period closes.
Pioneer AI	Only when Outpost Cloud AI was used this period: an estimate by model. AI through your own provider is not billed by Outpost.
Trial	Only during a trial: Days remaining, Endpoint allowance, and the date of your first invoice. See Free trials.
Balance and statement	Your current balance. Select Show statement for every charge, payment, and credit, oldest first.
Invoices	Each invoice’s number, Period, Issued date, Active endpoints, Unmanaged devices, Total, Status, Balance, and a PDF link. Select a number for the invoice’s charges and totals. An invoice marked Held: waiting for usage counts is waiting for your Outpost to report the period’s counts.
Export account data	Only for owners, and only while the account is closing. See Cancel your subscription and export your data.
Billing date	The day of the month your billing period turns over, and the one-time change described below.
Invoice recipients	The addresses that receive invoices, receipts, and payment reminders. With billing:manage you can add and remove them here. See Choose who receives invoices.

Paying an invoice and managing payment methods happen in the Outpost portal, not the console.

Change the billing date

You can move your billing date once, for example to line up with your own accounting month.

1. On the Billing date card, select Change billing date.
2. In New billing day, select a day from 1 to 31.
3. Read the note, which gives the date your current period will end.
4. Select Confirm.

The current period is shortened to end on the new day, and its plan fee is split by day. The change cannot be made again. A second change goes through support.

The change is refused in these cases, with the message shown:

Message	Cause
This account is already billed on day followed by the day	The day you chose is the current one.
This billing period is about to close. Please try again on or after a date	The period is too close to its end.
This account has an unpaid invoice past its due date. Please settle it before changing the billing date.	An invoice is overdue.
This account has no active subscription, so there is no billing date to change.	There is no running subscription.

When the Billing page does not load

Message	Cause
Billing is unavailable: this deployment is not connected to Outpost.	Your Depot cannot reach the Outpost service.
This organization is not linked to an Outpost account, so there is no billing to show.	The organization you are signed in to is not the one the account is billed under.
You do not have permission to view billing.	You do not hold billing:read.
Could not reach billing. Please try again.	A temporary failure. Reload the page.

Related

• Plans and limits
• Manage payment methods and billing address
• Free trials