The HQ Billing Card lives on the Default Billing settings page. It shows what HQ's card is expected to cover, lets you choose who pays for each location, and holds the card itself. This article is about that card. For choosing the org-wide default, see Setting up your HQ account.
Open HQ dashboard → Settings → Default Billing and scroll to the HQ Billing Card.
What the card is for
The card description says one card pays the +HQ add-on, connection fees, and the subscription of every location set to "HQ pays". Locations set to "Shop pays" use their own card.
Only organization owners can manage it. Everyone else sees "Only organization owners can manage the HQ billing card."
Next monthly charge
The top of the card shows Next monthly charge with a total and a line for each item. Under the list it says how many active locations there are and how many are paid by HQ. It adds that locations added mid-month join the next charge, with no partial charges.
If nothing is billable, it says there is nothing billable to HQ right now: no +HQ add-on and no locations set to "HQ pays".
Who pays per location
Under Who pays per location, each location has two buttons: HQ pays and Shop pays. The selected one is highlighted. Click the other to switch. A note says changes apply from the next HQ charge.
Add, replace or stop the card
What you see depends on whether card billing is switched on for your account:
- If it isn't, the card says card billing isn't switched on yet, that SalesThumb is invoicing by hand for now, and that the preview shows what HQ's card will be charged once it is.
- If it is, you see either No HQ card on file with an Add HQ card button, or Card on file with its status and the next charge date, plus Replace card and Stop HQ card billing.
The card status reads No card yet, Active, Past due or Stopped.
- Click Add HQ card or Replace card. A secure card form opens.
- Enter the card and submit. You see "HQ card saved." If the card is declined you see "Card was declined. Try a different card."
- While no card is on file and something is billable, a note under the buttons gives the amount of the first charge. It says it runs within the hour after the card is saved, then monthly on that date.
To stop, click Stop HQ card billing. A confirmation titled Stop HQ card billing? says HQ's card won't be charged again. It also says HQ-paid locations won't move to their own cards, and that SalesThumb will invoice them by hand until a card is added again. Click Stop billing to confirm. You see "HQ card billing stopped."
HQ invoices
When there are invoices, an HQ invoices list shows each date, a status such as PAID or FAILED, and the amount. Hover a failed status to see the reason when one is available.
Frequently asked questions
Q: Who can manage the HQ Billing Card?
A: Only organization owners. Everyone else sees a note that only organization owners can manage the HQ billing card.
Q: What does the HQ Billing Card pay for?
A: The +HQ add-on, connection fees, and the subscription of every location set to HQ pays. Locations set to Shop pays use their own card.
Q: When does a change to HQ pays or Shop pays take effect?
A: From the next HQ charge. A location added mid-month joins the next charge, with no partial charges.
Q: What happens if I click Stop HQ card billing?
A: HQ's card won't be charged again. HQ-paid locations don't move to their own cards, and SalesThumb invoices them by hand until a card is added again.
Q: Why does the card say card billing isn't switched on?
A: Card billing isn't live for your account yet, so SalesThumb is invoicing by hand. The preview shows what HQ's card will be charged once it is.