Understand Billing Line Items & Usage Fees
Toolfy invoices list each charge separately—subscription fees, platform fees, usage add-ons, and any credits. Use this guide to reconcile invoices quickly and explain charges to your finance team or to customers asking about pass-through costs.
Recurring subscription charges
These line items cover the plan you picked. Monthly invoices show the single monthly amount. Annual invoices bill once per year but the “Per month (annual)” column helps you compare value across tiers.
| Plan | Monthly invoice | Annual (per month) | What’s included |
|---|---|---|---|
| Solo | £49 GBP (£) $59 USD ($) | £41 GBP (£) $49 USD ($) | 1 user, unlimited jobs/customers, email reminders, bring-your-own Twilio. |
| Team | £99 GBP (£) $129 USD ($) | £83 GBP (£) $109 USD ($) | Up to 5 users, reminders and SMS, 100 SMS/month included. |
| Business | £199 GBP (£) $259 USD ($) | £166 GBP (£) $217 USD ($) | Unlimited users, routing, concierge support, 300 SMS/month included. |
Need a refresher on what each plan unlocks? See the pricing overview for the complete feature matrix.
Usage-based line items
Usage fees only appear when you actually use the feature. They never change your base subscription price and they’re easy to map back to the corresponding feature below.
Toolfy platform fee
1% of every payment processed through Toolfy (card, ACH, wallet) in addition to Stripe’s base fee.
- Covers the customer portal, payout tracking, fraud tooling, and reconciliation exports.
- Manual/offline payments that you log yourself are excluded.
- Shown as “Toolfy platform fee” on invoices and on the payout detail screen.
Learn more: View guide
Stripe processing fees
Charged by Stripe per transaction (e.g., UK domestic cards 1.4% + 20p; US standard cards 2.9% + 30¢).
- Toolfy never adds a markup to Stripe’s published pricing.
- Fees appear both on the Stripe payout report and on Toolfy invoices for transparency.
Learn more: View guide
SMS usage
Messages beyond the plan allowance bill at pass-through carrier rates.
- Team includes 100 SMS/month; Business includes 300 SMS/month. Solo customers bring their own Twilio account.
- Overages: £0.01/SMS in GBP markets, $0.012/SMS in USD markets.
- Usage resets on your billing date—unused credits don’t roll over.
Learn more: View guide
Extra storage
If photo/file storage exceeds your plan’s allotment, Toolfy emails you and adds an “Extra storage” line so you can approve the increase.
- Storage is pooled per workspace (jobs, quotes, files, attachments).
- Charges appear only after you approve the storage bump inside Settings → Subscription.
- Download usage reports anytime under Settings → Subscription → Usage.
Learn more: View guide
Professional services & credits
Occasional one-off items such as onboarding sessions, white-glove migrations, SLA credits, or refunds.
- Each item has a memo that references the support ticket or statement of work.
- Credits show as negative line items and automatically subtract from the invoice total.
Learn more: View guide
Where to see the details
Every invoice shows the same layout—line items first, taxes (if applicable), total, then payment method. Use the tools below to drill deeper or export data for finance.
Toolfy dashboard
- Settings → Subscription lists your upcoming renewal, current plan, and usage percentages.
- The Billing history table links directly to each invoice PDF.
- Preview usage-based items (SMS, extra storage) before they bill.
Stripe customer portal
- Click “Manage billing” to see every historical invoice.
- Filter by status, export PDFs in bulk, or update payment methods.
- Use the link from your invoice email if you’re not logged into Toolfy.
Invoice statuses explained
Status appears both inside Toolfy and on Stripe’s PDF. Match what you see to the table below.
| Status | Meaning |
|---|---|
| Paid | Stripe collected the payment successfully. Download the PDF for your records. |
| Open | Payment is pending. Update the card under Settings → Subscription or pay via the Stripe portal link. |
| Past due | Stripe has retried and will continue following the dunning schedule. Toolfy may enter read-only mode—see Resolve Billing Suspension. |
| Refunded / Credited | Finance applied a credit or refund. The PDF invoice shows both the original charge and the credit memo. |
FAQ
Do I pay VAT or sales tax?
Toolfy collects VAT for UK customers and sales tax in US states where we’re registered. Taxes show as their own line item so you can expense them easily.
Where do credits or refunds appear?
Credits show as negative line items with a memo referencing the support ticket. Refunds issued through Stripe include a “Refunded” status plus the refunded amount. See Refund & Credit Policy for timelines.
Need a breakdown for finance?
Email billing@toolfy.io with the invoice number. We can share CSV exports, explain pass-through fees, or attach receipts for auditors.