View Billing History & Invoices
Access all your Toolfy subscription invoices, download receipts for accounting, and review payment history. Stripe handles all billing, so your financial data stays secure.
View billing history in Toolfy
The quickest way to see your billing history is through the Toolfy dashboard.
Navigate to Settings → Subscription
Scroll down to the "Billing history" section. This table shows all charges to your payment method.
Review charges and dates
Each row shows the invoice date, description (e.g., "Toolfy Pro - Monthly", "SMS usage - December 2024"), amount, and status (Paid, Failed, Refunded).
Download individual invoices
Click the "Download PDF" link next to any invoice. This opens a Stripe-hosted invoice with your business details, payment method, and line items.
Access Stripe billing portal
Stripe's customer portal provides full billing history, advanced filtering, and bulk PDF downloads.
How to access
- 1.Go to Settings → Subscription
- 2.Click "Manage billing" (opens Stripe in new tab)
- 3.Verify your email if prompted (one-time security check)
- 4.Access full billing history, payment methods, and downloadable receipts
What you can do in Stripe portal
- • Download all invoices as PDFs (individually or bulk)
- • Filter by date range, payment status, or amount
- • Update your payment method for future charges
- • View detailed line items (e.g., prorated charges, credits, SMS usage)
- • See refund history and reasons
Understanding your invoices
Toolfy invoices (for your subscription) include several standard line items:
| Line item | What it means |
|---|---|
| Toolfy [Plan] - Monthly/Annual | Your base subscription for the plan tier |
| SMS usage - [Month] | Pay-as-you-go SMS charges for managed numbers |
| Proration credit | Refund for unused time when downgrading or canceling |
| Additional team member | Per-user charge if you exceed plan limits |
| Extra storage | Overage charges if file uploads exceed plan limit |
Download invoices for accounting
Single invoice PDF
From Settings → Subscription → Billing history, click "Download PDF" next to any invoice. The PDF includes:
- • Invoice number and date
- • Your business name and billing address
- • Itemized charges with descriptions
- • Payment method (last 4 digits)
- • Total paid and currency
Bulk download (via Stripe portal)
- 1.Open Stripe billing portal (Settings → Subscription → Manage billing)
- 2.Filter invoices by date range (e.g., "2024 tax year")
- 3.Select all invoices and click "Download selected"
- 4.Stripe emails you a ZIP file with all PDFs (usually within 5 minutes)
Update billing details on invoices
Need to change the business name, VAT number, or address on future invoices? Go to Settings → Business Profile and update your details. Changes apply to the next invoice only—past invoices remain as issued.
Failed payments
If a payment fails, Stripe retries automatically. Here's what happens:
Immediate retry (within 1 hour)
Stripe retries once immediately. If it succeeds, you'll never know there was an issue. If it fails again, you receive an email with instructions.
Smart retries (over 7 days)
Stripe retries 3 more times over 7 days at optimal times (when success likelihood is highest based on your card's history). Your Toolfy account stays active during this period.
After 7 days of failures
Your subscription suspends. You can still log in to Toolfy (read-only mode), update your payment method, and retry the charge. If you don't act within 30 days, your account cancels automatically.
Refunds and credits
When you receive a refund
- • Duplicate charges: Automatic refund within 1 business day
- • Billing errors: Contact support—we issue refunds within 48 hours
- • Service outages: Prorated credits applied to next invoice
Proration credits
When you downgrade or cancel mid-cycle, Stripe calculates a prorated credit for unused time. This appears as a negative line item on your next invoice (or as a direct refund if you've canceled).
Refund timeline
Stripe processes refunds in 5–10 business days to your original payment method. Your bank may take an additional 3–5 days to show the credit in your account.
Common questions
Why is my invoice amount different from the plan price?
Your invoice includes prorated charges if you changed plans mid-cycle, plus any usage-based items like SMS messages or extra storage. Each line item shows a description explaining the charge.
Can I get invoices sent to my accountant directly?
Yes. In Settings → Business Profile, add your accountant's email to "Additional invoice recipients". They'll receive a copy of every invoice automatically.
Do invoices include VAT/tax?
If you're in a region where VAT applies (e.g., UK, EU), Stripe calculates and adds VAT automatically. Your invoice shows the tax separately. Provide your VAT number in Business Profile to apply reverse charge if eligible.
How far back does billing history go?
Forever. Stripe retains all invoices indefinitely. The Toolfy dashboard shows the last 24 months by default, but you can access older records via Stripe's billing portal.
Can I change the invoice date or billing cycle?
Your billing date is set when you first subscribe. To change it, contact billing@toolfy.io with your preferred date. We'll adjust your next invoice and update the cycle going forward.
Related articles
- Manage Your Subscription - View current plan and usage
- Update Payment Method - Change your card on file
- Upgrade or Downgrade Your Plan - Change plan tiers