Billing and Payment Management

Managing your Coachreport billing is straightforward. Here's everything you need to know about payments, invoices, and billing management:

Payment Methods

Supported Payment Options

Credit and Debit Cards:

• Visa, MasterCard, American Express
• Automatic recurring payments
• Secure PCI-compliant processing
• International card support

Digital Payments:

• PayPal for one-time and recurring payments
• Apple Pay (where supported)
• Google Pay (where supported)
• Bank account direct debits (UK)

Enterprise Options:

• Bank wire transfers
• Purchase orders and invoicing
• Custom payment terms
• Multi-year agreements

Payment Security

Security measures:

• PCI DSS Level 1 compliance
• SSL encryption for all transactions
• Tokenized card storage
• Fraud detection systems
• Regular security audits

Your data protection:

• Card details never stored on our servers
• Encrypted transmission of payment data
• Access logs for all billing activities
• Automatic data retention policies

Billing Cycles and Timing

Monthly Billing

How it works:

• Charged on the same date each month
• Based on your original signup date
• Automatic renewal unless cancelled
• Immediate access upon payment

Example timeline:

• Signup: January 15th
• First charge: January 15th
• Next charge: February 15th
• Subsequent charges: 15th of each month

Annual Billing (10% Discount)

Benefits:

• Save 10% compared to monthly billing
• Locked-in pricing for full year
• Single transaction for easier accounting
• Priority support throughout the year

Billing schedule:

• Single charge for full year
• Automatic renewal after 12 months
• Mid-year upgrades prorated
• Refunds calculated proportionally

Billing Date Management

Changing your billing date:

1. Contact support to request change
2. Prorated charges calculated automatically
3. New date confirmed via email
4. Future charges on new schedule

Understanding Your Invoice

Invoice Components

Header information:

• Invoice number and date
• Your club and contact details
• Billing period covered
• Due date and payment terms

Service details:

• Plan name and features
• Billing period (monthly/annual)
• Quantity (number of users/teams)
• Unit price and total amount

Tax calculations:

• VAT for EU customers
• Sales tax where applicable
• Tax registration numbers
• Regional tax rates applied

Invoice Delivery

Automatic distribution:

• Emailed to billing contact immediately after payment
• Available for download in your account
• Accessible in billing history section
• Automatic reminders for failed payments

Invoice Customization

For Club and Enterprise plans:

• Custom invoice formatting
• Purchase order references
• Department codes and cost centers
• Additional recipient addresses

Payment Processing and Timing

Successful Payments

Payment confirmation:

• Immediate email confirmation
• Account access restored instantly
• Receipt available for download
• Service resumption automatic

Failed Payments

What happens:

1. First failure: Automatic retry in 24 hours
2. Second failure: Retry in 72 hours
3. Third failure: Account suspended, final notice sent
4. Final action: Account cancelled after 7 days

Reasons for failures:

• Insufficient funds
• Expired card details
• Changed billing address
• Bank security blocks
• Card issuer restrictions

Updating Payment Methods

How to update:

1. Go to Account Settings → Billing
2. Click "Update Payment Method"
3. Enter new card or payment details
4. Confirm and save changes
5. Next charge uses new method

Managing Subscription Changes

Plan Upgrades

Immediate upgrades:

• New features available instantly
• Prorated billing for current month
• Next full charge at new rate
• No interruption to service

Upgrade calculation example:

• Current plan: Team (£3.99), 15 days into month
• New plan: Club (£8.99)
• Immediate charge: £2.50 (prorated difference)
• Next month: Full Club plan charge (£8.99)

Plan Downgrades

Downgrade timing:

• Change takes effect at next billing cycle
• Current plan features remain active
• Advance notification of change
• Option to cancel downgrade before effective date

Data handling:

• No data loss during downgrades
• Some features may be archived
• Can re-upgrade to restore full access
• 90-day grace period for reactivation

Cancellations

Cancellation process:

1. Go to Account Settings → Subscription
2. Click "Cancel Subscription"
3. Confirm cancellation reason (optional)
4. Service continues until current period ends
5. Confirmation email sent

Post-cancellation:

• Account access maintained until billing period expires
• Data preserved for 90 days
• Option to reactivate during preservation period
• Automatic data deletion after retention period

Expense Management and Accounting

Business Expense Tracking

Tax-deductible considerations:

• Coaching software often qualifies as business expense
• Consult tax professional for your situation
• Keep all receipts and invoices
• Track usage for business vs personal

Accounting Integration

Export options:

• Download invoices as PDF
• CSV export of billing history
• Integration with popular accounting software
• API access for custom integrations (Enterprise)

Multi-Team Cost Allocation

For clubs with multiple teams:

• Track costs per team or age group
• Allocate expenses across budgets
• Generate team-specific reports
• Parent contribution tracking

International Billing

Currency Handling

Multi-currency support:

• Local currency pricing where available
• Real-time exchange rate conversion
• Consistent pricing in your preferred currency
• Automatic currency selection based on location

International Taxes

Tax compliance:

• EU VAT: Automatically calculated and collected
• UK VAT: Standard rate applied to UK customers
• US Sales Tax: Applied in applicable states
• Australian GST: Included for Australian customers

Regional Payment Methods

Local options:

• SEPA direct debit (European Union)
• Bacs direct debit (United Kingdom)
• ACH transfers (United States)
• Local banking systems where supported

Troubleshooting Billing Issues

Common Problems and Solutions

Payment Declined

Troubleshooting steps:

1. Verify card details are correct
2. Check card expiration date
3. Confirm billing address matches
4. Contact bank to authorize transaction
5. Try alternative payment method

Missing Invoice

How to retrieve:

1. Check spam/junk email folders
2. Log into account → Billing History
3. Download from billing section
4. Contact support for re-send
5. Update email address if needed

Unexpected Charges

Investigation process:

1. Check billing history in account
2. Review plan change timeline
3. Look for upgrade confirmations
4. Contact support with questions
5. Request detailed charge breakdown

Refund Requests

Refund policy:

• 30-day money-back guarantee for new customers
• Prorated refunds for annual plan downgrades
• Service credit for billing errors
• Contact support for refund requests

Getting Billing Support

When to contact support:

• Payment processing issues
• Invoice questions or corrections
• Plan change assistance
• Refund requests
• Account access problems

Support channels:

• Email: billing@coachreport.ai
• Online chat: Available in your account
• Phone: Premium plans have phone support
• Help center: Self-service options available

Best Practices

Account Management

• Keep payment methods current
• Monitor billing emails regularly
• Download and save invoices
• Review charges monthly
• Update contact information promptly

Security

• Use secure internet connections for payments
• Never share account credentials
• Monitor statements for unauthorized charges
• Report suspicious activity immediately
• Use strong passwords for account access

Planning

• Budget for annual renewals
• Consider seasonal usage patterns
• Plan for team growth and upgrades
• Track ROI on coaching software investment
• Evaluate plan needs regularly

Remember: We're here to make billing as simple and transparent as possible. If you have any questions about charges, plans, or payments, don't hesitate to reach out to our support team.