Billing Within your Account
Where can I see my billing information?
Purpose: The Billing tab in Settings shows your basic billing information for your account. This help guide will give you an example and describe the information that appears on this tab.
Table of Contents
Overview
Click Account in Settings and select Billing.
1. My plan: View your package and add-on information, as well as your current headcount.
2. Billing center: View information about your most recent invoices, any past due charges, and invoice history.
3. Billing information: View and edit your customer information, current billing address, primary payment method, and Accounts Payable contacts.
4. Billing contacts: View and edit the users authorized to view and update billing information.
My plan
This section shows your current package and the headcount for the total number of active employees in your account. It also includes the current add-ons you have enabled in your account. Click Explore other available add-ons to learn about additional add-ons we have available in BambooHR.
BambooHR offers three subscription packages: Core, Pro, and Elite.
- Core: Minimum billing of $250 per month for up to 25 active employees.
- Pro: Minimum billing of $425 per month for up to 25 active employees.
- Elite: Minimum billing of $625 per month for up to 25 active employees.
Once you have 26 or more active employees, a volume discount is automatically applied, reducing the cost per employee as your employee count increases. This discount is automatically applied and does not require any action on your part.
BambooHR offers three add-on services: Benefits Administration, Payroll, and Time Tracking.
- Benefits Administration: Billed at a monthly minimum of $140 until you exceed 25 people, after which the volume discount is applied.
- Payroll: Billed separately with a minimum of $190 for 1-25 employees. Payroll is billed on your first payroll run of the month. If no payroll is run for over 30 days, the account transitions to Maintenance Mode, incurring a Monthly Account Management Fee of $125, plus $7.00 per additional state (the first state is free).
- Time Tracking: Minimum of $9.00 until you add more than 3 employees. The volume discount applies if you exceed 25 employees.
Billing center
The Billing Center section in Settings > Account is where you can review your most recent invoices, any past-due charges, and invoice history. If there is at least one payment, the far right side of the section will have an Invoice History link that you can click on to visit the Invoice History page. See below to learn more about viewing your billing history.
The Invoice History is viewable to the account owner and all billing contacts.
From the Billing Center, click Invoice History to see a list of your billing history sorted by year.
You can set the date range to see all invoices within the selected date range. The Invoice History includes the following information:
- Billing date
- Amount
- Invoice #
- Option to preview or download a PDF of the invoice and/or active employee information *Note: These options only appear when you hover over a line of history.
- An information modal about what you are billed for.
You can select invoices individually or select all invoices in bulk on the page to include them in a CSV file download. After selecting at least one invoice, click Export and select CSV to download the selected invoices.
In addition to the information listed above, the balance will also be included in the export. Please note that a non-zero balance will only appear if you have not paid the entire amount on the invoice yet.
Invoice
1. Customer Number: If you call in with a billing question, we will ask you for your customer number.
2. Credit balance: If you are prepaying, you will see your remaining balance here.
3. PO Number and Tax ID: Please note that these fields will remain blank unless you provide us with information to display there.
4. Implementation Fee: This one-time flat rate fee is due upfront with your payment for the first month of use.
5. Unit Price: The Unit (per person) Price is a default field that can't be removed. It takes the monthly minimum price and divides that by the number of employees you have. Once you go above 26 employees, the volume discount will kick in and adjust your per-person price.
6. Prepay discount: Any discounts you are eligible for (except for the volume discount) will show as a separate credit to your account.
The unit price cannot be removed from your invoice, but it will still attempt to populate, even if you are under the minimum amount of employees. In the example above, you can see the customer only has 12 employees, meaning their monthly fee is $250. The unit price automatically adjusted to $20.83.
Updating the name on your invoice
To ensure your invoice accurately reflects your company's name, please be aware that changing the company name on your invoice will also change it across your entire BambooHR account. If you wish to proceed with this change, please contact our support team at [email protected].
Adding an additional company name to your invoice
We cannot add a secondary company name to your invoice, however, we have two options for you to ensure the additional company name shows on your invoice.
Option 1: We can add the additional company name as the first address line, so it appears right above your address on the invoice.
Option 2: We can replace one or both of the two Accounts Payable contact names on your invoice with an additional company name. These contacts are typically listed directly below your company name on the invoice.
If this is something you would like, please reach out to our billing team and they can adjust that for you. Please be aware that any of your Billing Contacts have the ability to update your address. It may help if they understand the alternative solution we are using so they don't change it inadvertently.
If you have a failed payment, you will enter the grace period. You will see a banner at the top of your account letting you know how many days you have left of the grace period, and a link to take you to your billing tab.
You can find information about your past due payment(s) in the Billing Center section in Settings. The total past due amount is shown as well as either the number of days the payment is past due if there is only one, or if more than one invoice is past due, the number of payments.
There is also a Retry Payment button and if you pay by credit card, there will be a link named "Update Card and Retry Payment." Clicking Retry Payment will open a modal where you can retry payment by using the card on file. Note that if your card has expired, you will need to update that first. Select which invoice(s) you would like to pay for and click Submit Payment. Please note that you need to select any invoices older than 21 days past due to make a payment in this modal.
If your payment method is ACH, you will also be able to click Retry Payment and a similar modal will pull up.
When you click Submit Payment, if you are submitting with 11 days or less left in the grace period, you will see this confirmation modal. Click I Understand to initiate your ACH payment.
This excludes the ability to prepay annually. To process an annual prepayment, please contact our Billing team.
Billing Information
The Billing Information section is where you can view or edit your customer information, current billing address, primary payment method, and Accounts Payable contacts.
Please note that if your billing address is NOT in the United States, you will also see a field for Company Tax ID. This is only editable by Account Owners and Billing Contacts.
Your current billing address is in the Billing Information section in Settings under Bill To. If your company pays using a credit card,* you can update this address by clicking Edit under Bill To. Updating the address will automatically update both the Sold To and Bill To addresses on your invoice. Street Address 1, City and Zip Code are required fields. Please note that you will not be able to change the state or country here. If you need to update those two fields, please contact our Billing team.
*If you need to update your billing address and your company pays with ACH, please reach out to our Billing team.
Please note that this link is only available to the Account Owner and any billing contacts listed in your account.
If needed, you can update your payment method, or change your primary payment method, on the Billing page by clicking Manage. If you change or add a payment method, an email alert will go out to the account owner and billing contacts.
Clicking Manage will pull up a modal where you can see all your payment methods, with the primary payment method at the top, and the 'Other Payment Methods' listed with the most recently added at the top. Hover over a payment method to see additional options.
If it is a bank, you will see the option to delete, View, or Set as Primary.
If it is a card, you will see the option to delete, Edit, or Set as Primary.
Clicking the trash icon will pull up a modal asking you to confirm that you would like to delete the selected payment method.
If you select Set as Primary, a modal will appear allowing you to confirm you would like to set this as the primary payment method.
Clicking Edit will allow you to update the Expiration Date and/or Billing Zip Code. You will need to enter the Security Code to save any changes.
If you need to add a new/additional bank account (ACH/SEPA) or card, click Add Bank or Card, and select the desired option.
When adding a new bank account (ACH), you will fill out a form with the following information:
- The name of the account holder (no symbols or punctuation)
- Bank name
- Routing number
- Bank account number
- Account type (Checking, Saving, Business Checking)
- Set as Primary Payment Method
Be sure to click Save to update your changes. Clicking on the X in the right corner of the modal will not save your changes.
If you are in the EU and using SEPA, the form you see will be slightly different with the following fields to complete:
- Account Holder Name
- IBAN Number
- Bank Name
- Set as Primary Payment Method
Please note you will not be able to edit a SEPA payment method. If you need to change it, add a new payment method and delete the old entry.
If you are not currently on EU/SEPA and would like more information about switching, reach out to our billing team!
When adding a new card, you will fill out a form with the following information:
- Cardholder Name
- Card Number
- Expiration Date
- CVV
- Billing Zip Code
- Set as Primary Payment Method
Be sure to click Save to update your changes. Clicking on the X in the right corner of the modal will not save your changes.
If your account is currently past due, you may receive a prompt to reach out to a support hero to avoid suspension. If your card has expired, the card number and expiration date will be highlighted in orange. You can click Update Card if the card has expired and no attempted payments occurred since the expiration. Or, if a payment was missed since the card expired, you can click Update Card and Retry Payment.
If your primary payment method is wire or check, you will still be able to add other payment methods, and select new primary payment methods. This process is the same as with a card or bank.
The option to pay via wire or check is typically limited to prepaying customers. If you would like to make a prepayment using a different method, you can follow the same instructions to add the other payment method. Please notify billing to process the actual prepayment.
If multiple wires are received for the monthly amount without a prepayment being made, then we will assume you no longer want to prepay and will removed the discount and apply a monthly wire fee.
If your billing address is NOT in the United States, you will also see a field for Company Tax ID. You may also use this field for a VAT ID. Only Account Owners and Billing Contacts can update this information.
Billing Contacts
The Billing Contacts section is where you view and edit the users authorized to view and update billing information. Billing Contacts have special permissions that allow them to perform specific actions in BambooHR.
All new Full Admin users are automatically added as billing contacts. The Account Owner who adds the new Full Admin user will receive an email alert that reminds them of the employee becoming a billing contact.
If another Full Admin user has added them, the Account Owner will receive an email alert telling them who has added the new Full Admin user and that they are a billing contact too.
The Account Owner can remove that access if needed.
The Account Owner is the only user who can add or remove individuals as billing contacts. Please note that only Full Admin users, custom access level users, and manager access level users will show up as an option in the list for adding a new billing contact.
Add or remove a billing contact
If you would like to add an account payable contact who needs to receive emailed invoices and past due notifications, they will also need to be added to our internal billing system. Please reach out to our Billing team to set this up.
To add or remove a billing contact, go to Settings > Billing > Update Contacts.
In the Billing Contacts modal, click the dropdown list and select an individual's name. Then, click Add.
To remove a contact, hover over the individual's name in the list and click on the trash can icon that appears to the right. Confirm that you want to remove the individual as a billing contact.
Edit a billing contact email
Billing contacts can update the email that invoices are sent to directly in their account. If you need to change the contact name, please reach out to our Billing team. They would be happy to adjust it for you.
If for some reason there is no information here, you will see a note prompting you to reach out to our billing team to add that information.
In addition to billing contacts, we also have what we refer to as an accounts payable contact. These contacts automatically receive emailed invoices, past due reminders, and any other billing communications triggered by our billing system. They are also authorized to speak to our team regarding the billing details for your account.
Invoices and payment requests sent to the accounts payable contacts are kept on file for your account. Each account may designate two contacts to receive invoice emails each month when the payment is made.
To add or edit Accounts Payable Contacts, click Edit under Accounts Payable Emails on the Billing tab in Settings. The Account Owner, billing contacts, and Full Admins (with access to Billing as a billing contact) can view and edit the Accounts Payable emails.
Clicking Edit will pull up the Edit Email Addresses modal. You will need to have at least one email address added to click Save. Once you click Save, you will see a banner confirming that the email has been updated.
If a billing contact or Full Admins (with access to Billing as a billing contact) updates the Account Payable emails (by adding or deleting), the Account Owner will receive the above email letting them know about the change.
Access for billing contacts
Billing contacts can do the following:
- View invoices under the Billing History of your account.
- Manage the Billing Information.
- Make payments.
- Request to cancel an account or other BambooHR products.
Note that billing contacts can view the Account Info tab and the Billing tab, but they can only modify the above items. Billing contacts do not have any additional access granted.