Invoices and Receipts

Synaptiq generates invoices automatically through Stripe for every billing event. This page explains how to access your invoices, understand line items, configure tax details, and request custom invoices.

Accessing Invoices in the Dashboard

All invoices are available at /admin/billing/invoices. The invoice history table shows:

| Column | Description | |---|---| | Date | The date the invoice was issued | | Invoice # | A unique identifier (e.g., SYN-2026-0412) | | Amount | The total charged, including taxes | | Status | Paid, Pending, Failed, or Refunded | | Actions | View, download PDF, or email a copy |

Invoices are listed in reverse chronological order. Use the date range filter to locate invoices from a specific period. The search field accepts invoice numbers, amounts, or status keywords.

Downloading PDF Invoices

To download a PDF copy of any invoice:

1. Go to /admin/billing/invoices
2. Find the invoice in the list
3. Click the download icon or select Download PDF from the actions menu

PDFs are generated in real time from Stripe and include all line items, taxes, and your billing details. The PDF is formatted for standard accounting use and includes your company name, address, and tax ID if configured.

Bulk Download

To download multiple invoices at once:

1. Check the boxes next to the invoices you need
2. Click Download Selected at the top of the table
3. A ZIP file containing all selected PDFs is downloaded to your device

This is useful for end-of-quarter or end-of-year accounting.

Understanding Invoice Line Items

Each invoice contains detailed line items. A typical invoice includes:

• Subscription charge -- your plan name, price, and billing period (e.g., "Synaptiq Growth Plan - Monthly, $99.00, Mar 15 - Apr 15, 2026")
• Proration credits -- if you upgraded mid-cycle, the unused portion of your previous plan appears as a negative line item
• Overage packs -- each overage pack purchased during the cycle appears as a separate $20.00 line item
• Taxes -- sales tax or VAT calculated by Stripe Tax based on your billing address, shown below the subtotal

If you have a valid tax exemption, the tax line shows $0.00 with a note referencing your exemption.

Receipt Emails and Billing Contact

Synaptiq sends a receipt email after every successful payment, including the invoice number, amount charged, payment method (last four digits), and a link to the full invoice.

Receipts are sent to the billing contact email, which is separate from your login email. To update it:

1. Go to /admin/billing and click Billing Details
2. Under Billing Contact Email, enter the address (or multiple comma-separated addresses)
3. Click Save

You can send receipts to a finance distribution list (e.g., ap@yourcompany.com), the account owner, or both. For agencies, configure per-workspace billing contacts under /admin/billing/agency. Changes take effect immediately for future emails; previous invoices are not re-sent but remain in the dashboard.

Tax ID Configuration

Adding a tax ID to your account serves two purposes: it appears on your invoices for your records, and it may qualify you for tax exemption depending on your jurisdiction.

Adding a Tax ID

1. Go to /admin/billing
2. Click Billing Details
3. Scroll to Tax Information
4. Select your tax ID type from the dropdown:

| Type | Format | Example | |---|---|---| | US EIN | XX-XXXXXXX | 12-3456789 | | EU VAT | Country code + number | DE123456789 | | UK VAT | GB + 9 or 12 digits | GB123456789 | | AU ABN | 11 digits | 12345678901 | | CA BN | 9 digits + RT + 4 digits | 123456789RT0001 |

5. Enter your tax ID number
6. Click Save

Stripe validates the tax ID format. For EU VAT numbers, Synaptiq also performs a VIES validation check. If validation fails, you will see an error message with details.

Tax Exemption

If your organization is tax-exempt:

1. Add your tax ID as described above
2. For EU customers with a valid VAT number in a different country than Synaptiq's billing entity, reverse-charge is applied automatically (0% VAT)
3. For US tax-exempt organizations, email a copy of your exemption certificate to billing@synaptiqintel.com. The exemption is applied manually within 1-2 business days.

Once applied, future invoices reflect the exemption. Existing invoices are not retroactively adjusted.

Requesting Custom Invoices

Enterprise customers have custom invoicing built in. Your dedicated CSM can configure NET 30/60 payment terms, purchase order numbers, custom company details, and consolidated quarterly invoices. Contact your CSM or email billing@synaptiqintel.com.

Growth customers can request one-off invoice changes (e.g., adding a PO number) by emailing billing@synaptiqintel.com with the invoice number and the changes needed. The billing team issues revised invoices within 2 business days.

Refunds

To request a refund for an erroneous charge or a cancelled trial:

1. Go to /admin/billing/invoices and click the invoice in question
2. Click Request Refund and describe the issue
3. The billing team reviews requests within 3 business days

Approved refunds are issued to the original payment method and typically appear within 5-10 business days. The invoice status updates to Refunded in the dashboard.

Invoice Data Retention

Synaptiq retains all invoice records indefinitely, regardless of your plan. Even after cancellation, your complete invoice history remains accessible at /admin/billing/invoices for accounting and tax purposes.