Billing and Payments

There are a number of payment options available on WhosOffice, here we explain those options and the differences between them.

Managing payments within WhosOffice

  • Login to your WhosOffice account
  • From the "Settings" menu, select "Invoicing and Payments"
  • On the resulting screen, click on the "Payment details" tab on the left hand side, you will then be presented with the first two options below.

Option 1: Monthly, in arrears (by debit/credit card)

This is the most popular option for payments as you are only charged for the users you have registered on your account, so if you have fluctuating staff numbers we would recommend you choose Option 1.

Once you have entered your card details, we will register these details with our secure payment provider; we do not store any card details. You will not have to keep re-entering your details.

At the end of each payable month, we will raise an invoice against your account based on the number of users you have registered on the system at that time (normally counted on the last working day of each month).

We will then collect payment of this invoice against the card you have registered, on the 15th of the following month. If successful the invoice will be marked as paid. In the event a payment attempt is refused, the card details will be removed from our payment providers system and you will need to register new credit/debit card details before the invoice can be paid, to avoid your account being suspended.

Note: Upon choosing monthly payments you will be required to register a card prior to this method being activated on your account.


Option 2: In advance (by debit/credit card)

If you would prefer to pay for between 2 and 15 months up front, option 2 may be best suited to your company.

Advanced payments offer you the flexibility of choosing how long you would like to purchase licences for and how many (Min. 10 users).

The minimum advance payment you can make is two months to a maximum of fifteen months. This allows companies to pick a time span that suits them and also enables companies that would like to pay yearly to establish a yearly cycle.

You will start to receive reminder messages when you have 30 days to go before the end of your selected licence period! Allowing you to select your next licence period. You will also need to enter your Card details each time using this method.

If you miss renewing your licences your account will be suspended until you contact us to reactivate your account. We will then issue an invoice for immediate payment. You will need to pay for, at least, that current month plus as many additional months as you advise us you require.

Note: Upon choosing advanced payments, you will be required to specify the number of users you wish to cover on each invoice. We will then present a quote for which you can pay for now and have the invoice ready for download instantly.

Additional users will be limited and/or charged at your next licence renewal. Larger numbers of additional users beyond the requested amount will need to be invoiced and paid for immediately.


Option 3: Payment via BACs/Bank Payment 

If your company prefers to pay for your subscription on invoice, we can setup your WhosOffice account to invoice you Quarterly or Yearly (in advance). All invoices raised on this option need to be paid in advance of your current subscription expiring.

Option 3 is subject to special request and a minimum of 50 users per account. If you have an account with WhosOffice please contact your account manager or drop an email to the support team (

Title: Billing and Payments
Category: Accounts
Posted: Monday, 24th Mar 2014
By: Phil Cross
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