Billing
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.
Billing
Click Account in Settings and select Billing.
- My Plan: This displays the BambooHR package that you are currently using 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.
- Billing Center: Here, you can view information about your most recent invoices, and review any past due amounts. If there is at least one payment, the far right side of the section has an Invoice History card that you can click on to visit the Invoice History page. See below to learn more about viewing your billing history.
- Billing Information: View your customer information, current billing address, primary payment method, and Accounts Payable contacts. See below to learn how to update these pieces of information. *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.
- Billing Contacts: This shows which users in your account are authorized to view and update billing information. See below to learn more about how you can update your billing contacts.
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 (see below) *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
Active Employees
If you click Download Active Employees (CSV) a CSV for that invoice will be downloaded to your computer with the name active_employees_MM-DD-YYYY, where the date is the amendment date. This is available to provide convenient visibility into the employees you are being billed for. The file has columns for Name, Employee #, Location, HR product package (with number of active employees in parenthesis), and one additional column for each add-on you are subscribed to with the number of active employees in parenthesis next to the product name. Employees are listed in alphabetical order, and have a Yes or No listed in that row to indicate if they are active or not in the add-on.
Please note that if the invoice is a one-time invoice (e.g., for a paid service), the Download Active Employees (CSV) option does not show. Also, the option will be grayed out if the invoice was generated before 4/29/2024.
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 repayment(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.
Update customer information
Only the Account Owner and Billing Contacts are able to edit the customer information. They can do this by clicking Edit.
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.
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) or card, click Add Bank or Card, and select the desired option.
What if my primary payment method is wire or check?
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 ACH.
Please note, however, that when you are changing your primary payment method from wire or check to anything else, you will need to contact our billing team if you want to change it back to wire or check in the future.
When adding a new bank account, 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.
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 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.
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 (see below).
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.
Add or remove a billing contact
To add or remove a billing contact, go to Settings > Billing > Click on the edit icon next to "Billing Contacts."
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.
On the Update Billing Contacts page, 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.
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.