Charges and invoices

You go through a checkout page only when the organisation first subscribes, and its job is to collect a card. After that the card is saved against your organisation, and every later change is billed against it directly.

That is why adding a seat, a viewer pack or a storage pack does not send you to a payment page. There is no second step: the click is the purchase, which is why each of those controls asks you to confirm and names the price first.

When you add a seat or a pack, your card is charged straight away for the rest of the current term, not the whole year: the amount is pro rated to what is left. The capacity is usable at once, and your next renewal includes it in full.

This is the one that surprises people, so it is stated plainly.

• The capacity goes straight away. A released seat stops counting towards your limit the moment you confirm.
• Nothing is refunded, because the current term has already been paid for.
• What changes is your next renewal, which is lower.

So releasing capacity you are still using costs you that capacity and saves you nothing until renewal. If you expect to need the seat again within the term, keep it: it is already paid for, and a replacement can fill it at no extra cost.

Removing a person is a different act from releasing their seat, and only the second one changes what you pay. How seats, viewer places and storage work.

AI tools, such as the project designer, are paid for in credits held by your organisation. Your plan includes a yearly allowance, which starts again at each renewal: unused included credits do not carry over. Each answer the designer gives uses a few credits, worked out from what it actually cost to run, so a short question uses fewer than designing a whole project.

The admin can buy a pack of credits on Organisation, Billing, through a checkout page, which also issues the invoice. A pack lasts twelve months. Included credits are used first, then the pack that ends soonest. When the balance runs low the designer stops answering until more credits are added; nothing else in Mapit Cloud uses them.

Your organisation’s Billing page opens a billing portal where you can read every invoice, see your renewal date, change the card and update your business details. Invoices are issued as each charge happens, so an added seat produces its own invoice rather than waiting for the renewal.

The team add-on is sold business to business and priced before VAT, so tax is added at checkout according to where your business is. If your business is VAT registered, enter your VAT number when you subscribe.

You can also add or correct it later: open the billing portal from your organisation’s Billing page and update your billing details there. One thing to know before you rely on that. A VAT number added afterwards appears on future invoices, not on ones already issued. If you need a corrected invoice for a charge that has already gone through, ask us rather than the portal.

Nothing is switched off the moment a renewal fails. Your organisation keeps working while the card is retried, because a billing problem is not a reason to stop a crew collecting in a field. You will be able to update the card from the billing portal.