Billing invoices are automatically generated and emailed to the billing user and also visible in your Invoices tab whenever a subscription payment is due for your Retail account. These invoices detail the amount owed, the included items and services, and other relevant billing information. Your selected subscription, payment frequency, and number of POS devices associated with your account determine your billing amount.

Viewing subscription details

The Subscription and billing page allows you to view your subscription and billing invoice details, pay your invoices online, and check their payment status.

1. Navigate to Settings > Billing & Subscription. Only admin users and account owners can navigate to this page.

   

2. Click Overview to view information about your current subscription, details about your business location, and any add-ons:

• Your subscription: An active subscription will have a green Active flag. This section also shows the name of your location.
• Invoice banner: The due date of your latest invoice. Click Pay your invoice to be taken to the payment portal.
• Location information: These tiles show the number of locations associated with your subscription, as well as number of registers, number of users, and how many of each are currently active.
• Details: View your subscription end date, subscription ID, personal support PIN, and the name of your account manager. Click your manager's name to automatically open an email with their email address.
• Add-ons: View a list of your current add-ons.

Accessing billing invoices

You can access your Lightspeed billing invoices from your email or from the Invoices tab in Retail POS.

Downloading billing invoices from email

When a billing invoice is generated, the billing user will receive an email with a PDF to download and view the details.

1. Log in to the email address associated with your Retail account.
2. Find your billing invoice email from Lightspeed (do_not_reply@lightspeedhq.com) in your inbox. If you can't see the email in your inbox, check your spam or junk mail folder.
3. Open the email and download the invoice as a PDF.

Understanding the Invoices tab

The Invoices tab displays a list of billing invoices associated with your subscription. Click the invoice summary ID to download a PDF version.

• Search by Invoice summary ID: Search an invoice based on INVS number.
• Invoice summary ID: The invoice number associated with a specific billing period.
• Status: The status of your invoice payment.
  • Paid: The invoice has been fully paid.
  • Partially paid: The invoice has been partially paid before the due date.
  • Outstanding: No payment has been made on the invoice but the due date hasn't passed yet.
  • Overdue: No payment has been made on the invoice and the due date has passed.
• Payment due date: The date your invoice payment is due.
• Total: The total amount of your invoice payment.
• Balance: The remaining amount of your invoice payment.

Paying billing invoices

If a billing invoice is not paid within 14 days of the invoice date, your account access will be partially blocked. For the next 14 days, you’ll still be able to pay your invoice and regain access.
If payment is not received after this second period, your account access will be fully blocked, and you’ll need to contact support to restore your account. We recommend enabling automatic payment methods to avoid missed payments.

Pay billing invoices to settle your outstanding Lightspeed Retail subscription balance. New billing invoices are created monthly or yearly, depending on your selected subscription type. You'll be notified by email when a new invoice is available. Pay billing invoices online credit card or Apple/Google Pay (all regions), Bacs (UK), or iDeal, Bancontact, or SEPA (Netherlands and Germany).

To pay your invoice from the Invoices tab

1. Navigate to Settings > Billing & Subscription.
2. Click the Invoices tab.

3. Click Pay invoice beside the Payment due date column for the invoice you'd like to pay.

   

This will open a new tab in your browser where you can view your invoice information, confirm your payment details, and enter your payment information.

To pay your invoice from the email invoice

In your invoice summary email, click the Pay invoice button and follow the steps to settle your invoice using a payment method on file like a credit card or Apple/Google Pay (all regions), Bacs (UK), or iDeal, Bancontact, or SEPA (Netherlands and Germany).

You can also Click here to pay this invoice at the bottom of the invoice PDF to access the payment link page.

To make a payment, follow the instructions on the payment link page.

After you've submitted your payment, the invoice status will be updated on the Subscription and Billing page.

• If your payment is successful:
  • The status will change to Settled.
  • You will receive an email receipt from Lightspeed via Stripe.
• If your payment fails, for example due to insufficient funds:
  • The status will change to Failed.
  • You will receive an email titled "Action required: your payment invoice [ID] was unsuccessful". This email contains a payment link to settle your invoice.

It can take up to one hour for invoice payments to be reflected on your subscription status banner.

Setting up and managing automatic payment methods

Automatic payment methods are only available in North America, Europe, the Middle East, and Africa.

Set up automatic payment methods to automatically process payments for new billing invoices on the day they’re issued for your Lightspeed account. After setting up automatic payment methods, you can update your payment method if needed.

Setting up automatic payment methods

Credit card, Bacs (UK only), and SEPA (Netherlands and Germany) are the only payment methods available when enabling automatic payment methods in Retail POS. If an automatic payment is declined by your bank, automatic payment methods will continue to fail until the payment method is updated.

1. Navigate to Settings > Billing & Subscription.
2. Click Add payment method.
3. Enter your payment details.
4. Check Use this payment method to automatically settle invoices and click Add.
5. Click Done.

Updating your automatic payment method

Update your automatic payment method by creating a new method or switching to one you've already saved. You must add or switch to a new payment method before you can remove the old one. You can manage your automatic payment method on the Subscription and Billing page.

1. On the Overview tab, click Manage payment method.

   

2. Click + Add payment method.
3. Enter the card information and click the checkbox beside Use for automatic payment. This card will now be your default payment method.
4. To remove a payment method, click Remove beside the card. To switch default payment method, click Use for automatic payment beside the card. You can't remove a card unless there is another saved card to switch to.

   

5. Click Done.

When your credit card is within one month of expiry, has expired, or the automatic payment method system has encountered a failure, an alert banner will display in your account. Click Update payment method or Make payment from this banner to update your automatic payment method information or make a payment on an outstanding or overdue invoice.

Updating billing information

Update the billing information for your Retail POS account to change the contact, business address, and tax ID details that appear on account billing invoices. Keep this information up to date to ensure billing invoices are accurate and can be processed correctly. Changes to billing information will apply to all future invoices but not to invoices that were already issued.

To update the billing information on future invoices, contact Support or your Account Manager to request an update to your billing information.

What's next?