Stripe Billing Setup in MyOrderBox Back Office

MyOrderBox uses Stripe Billing for subscription management and payment processing. This guide covers setup, billing cycles, and managing your account.

About Stripe Billing

Stripe Billing replaced our previous billing provider (Chargebee) to simplify payment management. With Stripe Billing, all your payments and invoices are processed through Stripe's secure platform.

Benefits:

• Single payment provider for card processing and subscriptions
• Simplified invoice and receipt management
• Real-time payment status updates
• Reduced payment processing fees
• Automatic billing and payment retry logic

Billing Cycle Overview

When You're Billed

Your MyOrderBox account is billed on a fixed schedule:

• Billing date: The 10th of every month
• Amount: Depends on your subscription plan (see pricing page)
• What's included: All MyOrderBox services for that month

For example:

• If you sign up on March 15, you're billed on April 10, then May 10, June 10, etc.
• Monthly bills always happen on the same date each month (the 10th)

Payment Processing Timeline

1. Day of billing: Your payment method is charged
2. Within 1 hour: Payment confirmation is sent to your email
3. Within 2-3 business days: Invoice appears in your Back Office
4. Within 5 business days: Payment appears in your bank account (if using bank transfer)

Setting Up Your Billing Information

Initial Setup

When you first create your MyOrderBox account:

1. Go to Back Office > Settings > Billing
2. Enter your Business Name and Address
3. Provide a Billing Email (where invoices will be sent)
4. Add your Payment Method (see below)
5. Click "Save Billing Details"

Your account is now set up for billing.

Adding a Payment Method

To add a credit or debit card:

1. Go to Settings > Billing > Payment Methods
2. Click "Add Payment Method"
3. Enter your card details:
   • Cardholder name
   • Card number
   • Expiration date
   • CVV (3-digit security code)
   • Billing address
4. Click "Save Card"

The card is encrypted and stored securely by Stripe. Your full card number is not saved in MyOrderBox.

To add a bank account (for direct debit):

1. Go to Settings > Billing > Payment Methods
2. Click "Add Bank Account"
3. Enter your bank details:
   • Account holder name
   • IBAN or account number
   • Sort code (UK) or routing number (US)
4. Click "Save Account"

Bank transfers can take 3-5 business days to set up but offer lower fees.

Making a Payment Method Primary

If you have multiple payment methods:

1. Go to Settings > Billing > Payment Methods
2. Click the payment method you want to use
3. Click "Set as Primary"
4. This method will be charged each billing date

Viewing Your Invoices

Invoice History

To view all past and current invoices:

1. Go to Back Office > Settings > Billing > Invoices
2. Your invoices are listed by date
3. Click any invoice to view details:
   • Amount charged
   • Billing period
   • Payment status (Paid, Pending, Failed)
   • Items and services included

Downloading Invoices

To save or print an invoice:

1. Find the invoice in your Invoices list
2. Click "Download PDF"
3. File is saved to your computer as a PDF

Invoices are also emailed automatically to your Billing Email on the day of billing.

Subscription Plans and Changes

Current Plan

Your current subscription plan is shown in:

• Settings > Billing > Current Plan
• Shows: Plan name, pricing, billing date, next billing amount

Upgrading Your Plan

To upgrade to a higher tier:

1. Go to Settings > Billing > Upgrade Plan
2. Review plan features and pricing
3. Select your desired plan
4. Confirm the new monthly price
5. Click "Upgrade"

Prorating: If you upgrade mid-month, you'll be charged a prorated amount (the difference between your old and new plan, calculated for the remaining days of the month). You'll see this charge on your next invoice.

Downgrading Your Plan

To downgrade to a lower tier:

1. Go to Settings > Billing > Change Plan
2. Select your desired plan
3. Note: Downgrades take effect at your next billing date (not immediately)
4. Your price will be lower starting the 10th of next month
5. Click "Confirm Downgrade"

Cancelling Your Subscription

To cancel your account:

1. Go to Settings > Billing > Manage Subscription
2. Click "Cancel Account"
3. Tell us why (feedback is helpful)
4. Confirm the cancellation

Important: Cancelling stops:

• Your kiosk, voice agent, and driver app systems
• New order processing
• Customer access to online ordering
• But does NOT delete your historical data (you can export it)

Payment Troubleshooting

Payment Declined

If a payment fails:

1. You'll receive an email notification immediately
2. Go to Settings > Billing > Payment Methods
3. Verify your card is still valid:
   • Card hasn't expired
   • Card isn't locked or frozen by your bank
   • There are sufficient funds
4. Try updating the card:
   • Click the payment method
   • Click "Edit"
   • Update expiration date or other details
   • Click "Save"

Stripe will automatically retry the payment within 3 days. If it fails again, your account may be suspended.

Payment Pending

Sometimes payments are marked as "Pending" for 1-2 business days while the bank processes them. This is normal for bank transfers or international cards. Your invoices will update once the payment fully processes.

Card Expired

When your card is expiring soon:

1. You'll see a warning in Back Office: "Payment method expiring soon"
2. Update the card before the expiration date:
   • Go to Settings > Billing > Payment Methods
   • Click the expiring card
   • Click "Edit"
   • Enter the new expiration date
   • Click "Save"

Update the card at least 1 week before your next billing date to avoid payment failures.

Duplicate Charges

If you see a duplicate charge:

1. Check your invoice history to confirm it's a duplicate
2. Contact MyOrderBox support immediately with:
   • Invoice numbers
   • Amounts charged
   • Dates of charges
3. We can request a refund from Stripe if an error occurred

Payment Methods Supported

Credit and Debit Cards

• Visa
• Mastercard
• American Express
• Diners Club (in some regions)

Bank Transfers

• SEPA transfers (Europe)
• ACH transfers (United States)
• Faster Payments (UK)

Depending on your location, additional methods may be available.

Invoice Details Explained

A typical invoice includes:

Header:

• Invoice number and date
• Billing period (e.g., March 10 – April 9)

Items:

• Service name (e.g., "MyOrderBox Pro Plan")
• Quantity (usually 1 month)
• Unit price (monthly subscription cost)
• Total

Summary:

• Subtotal
• Applicable taxes (VAT/GST, if required)
• Total Due (amount charged)

Payment Info:

• Payment method used
• Payment date and status
• Transaction ID (for bank transfer tracking)

Tax and VAT

Your invoices may include VAT (Value Added Tax) or GST (Goods and Services Tax) depending on:

• Your business location
• Your registered business type
• Local tax requirements

The tax amount is calculated automatically based on your billing address.

If you have a tax ID or VAT number:

1. Go to Settings > Billing > Business Details
2. Enter your Tax ID
3. Save

If you're registered for VAT, you may be able to reclaim the VAT portion as input tax.

Best Practices

• Keep card details current: Update expiring cards before the billing date
• Monitor invoices: Check your invoices monthly for accuracy
• Enable notifications: Turn on email notifications for payment reminders
• Save invoices: Download and archive invoices for your records
• Plan upgrades carefully: Upgrades take effect immediately; downgrades wait until next billing date

Migrating from Chargebee

If you previously used Chargebee for billing:

Your data:

• All historical invoices are available in Stripe Billing
• Previous Chargebee invoices can still be accessed through Chargebee
• Subscription history is preserved
• Payment methods may need to be re-added if they weren't migrated automatically

What changed:

• Billing now happens through Stripe instead of Chargebee
• Invoices are issued by Stripe (not Chargebee)
• Payment receipts come from Stripe email address
• Customer support for billing goes to MyOrderBox (we handle Stripe backend)

If you have old Chargebee invoices you need, you can access them at chargebee.com using your old account.

Support and Questions

For billing support, contact MyOrderBox support with:

• Your account email
• The issue or question
• Relevant invoice or transaction numbers

We can help with:

• Payment method issues
• Billing date or amount questions
• Accessing old invoices
• Subscription plan changes
• VAT/tax ID setup