> ## Documentation Index
> Fetch the complete documentation index at: https://docs.nexalytica.com/llms.txt
> Use this file to discover all available pages before exploring further.
# Manage Payment Methods, Invoices, and Billing Alerts
> Add and manage payment cards, download invoice PDFs, configure billing alert thresholds, and understand Nexalytica's billing state banners.
Keeping your billing details current ensures uninterrupted access to Nexalytica. This page covers everything outside of plan selection: where to find and download past invoices, how to add or change payment cards, how to keep billing information accurate, and how to tune alert preferences so you hear about credit and budget events at the right time. It also explains the system-wide banners that appear when your account is in a special billing state — and exactly what to do to resolve each one.
Only **Org Owners** and **Admins** can access any billing settings. Managers and employees do not have access to billing pages.
***
## Invoices tab
The Invoices tab is a read-only history of every invoice generated for your organisation. Invoices are created and emailed automatically by the billing system; there is nothing you need to trigger manually.
### Filtering the invoice list
Use the **Show last** dropdown to limit the list to invoices from the past **3, 6, 9, or 12 months** (default is 6 months).
### Downloading an invoice PDF
Each row in the invoice list represents one billing cycle. The **PDF** button on a row opens the official invoice PDF in a new browser tab. The PDF button is only available on **Paid** invoices — unpaid invoices show a dash in that column.
### Invoice total summary
Below the list, a **Total (N months)** figure shows the combined value of all paid invoices within your selected time window.
To receive an email whenever a new invoice is ready, enable the **Invoice ready** toggle on the Settings tab.
***
## Payment tab
The Payment tab has two sections: **Payment methods** and **Billing information**.
Nexalytica never handles raw card numbers. Card details are encrypted and tokenised directly in your browser by the payment processor before any data reaches Nexalytica's servers.
### Payment methods
#### Adding a card
The **Add payment method** dialog opens.
Enter the **Cardholder name** and then enter your card number, expiry, and CVC in the secure payment processor field.
Click **Add card** to save. Click **Cancel** to close without saving.
#### Managing existing cards
| Action | How to trigger | Notes |
| ----------- | --------------------------------------------- | ------------------------------------------------------------------------------------------------------ |
| Set default | Click **Set default** on any non-default card | Makes that card the one charged on the next billing cycle; the **Default** badge moves to the new card |
| Delete | Click the **trash icon** on a card | Disabled on the default card — set another card as default first, then delete |
The **Default** badge marks whichever card is currently used for billing. You cannot delete the default card while it is the only card on file.
### Billing information
The Billing information section stores the details that appear on your invoices. Click **Edit** to make any field editable.
| Field | Description |
| -------------- | ------------------------------------------------- |
| Company | Legal entity or trading name |
| Address line 1 | Street address |
| Address line 2 | Suite, floor, or building (optional) |
| City | City or town |
| Postcode | Postcode or ZIP code |
| Country | Country of registration |
| VAT number | VAT / tax registration number (optional) |
| Billing email | Email address that receives billing notifications |
Click **Save changes** to apply your edits, or **Cancel** to discard them.
***
## Settings tab (billing alert preferences)
The Settings tab controls which billing events trigger emails or in-app alerts. All changes are staged locally and only take effect when you click **Save preferences** — the button remains disabled until you make at least one change.
### Budget and credit thresholds
Sets the percentage of a department's credit budget at which a **Near limit** alert fires. Drag the slider between **50%** and **100%**.
Sets the percentage of the organisation's total credit allowance at which an org-wide low-credit alert fires. Drag the slider between **50%** and **100%**.
### Email notification toggles
| Toggle | What it does |
| ------------------------ | -------------------------------------------------------------------------- |
| Over-budget email | Sends an email when a department exceeds its allocated credit budget |
| Low credit email | Emails the billing contact when org-wide credits cross the usage threshold |
| Weekly billing digest | Sends a Monday summary of spend, usage, and department breakdown |
| Invoice ready | Notifies you when a new invoice has been generated |
| Payment failure | Sends an immediate alert if a charge is declined |
| Plan change confirmation | Emails you when your plan is upgraded or downgraded |
Set each threshold and toggle to your preferred value.
Click **Save preferences**. The button activates only after at least one setting has been changed.
***
## Billing state banners
When your account enters a special billing state, Nexalytica displays a persistent banner visible to all Org Owners and Admins across the entire platform. Each state has a distinct appearance, behaviour, and resolution path.
A trial banner counts down the days remaining in your trial period.
| Days remaining | Banner colour | Dismissible? |
| ---------------- | ------------- | ------------ |
| More than 3 days | Grey | Yes |
| 3 days or fewer | Amber | Yes |
| Final day | Red | **No** |
You have full access to all features during the trial. Click **Upgrade now** in the banner to open the plan picker and choose a paid plan.
If a charge is declined, a **red, non-dismissible** banner appears across the platform:
> **Payment failed. Update your card to avoid losing access.**
A countdown shows how many days remain before your account moves to read-only mode. You retain full access during this grace window. Click **Update card** in the banner to go directly to the Payment tab and update your payment method.
If payment is not resolved by the end of the grace period, your account enters read-only mode. An **amber, non-dismissible** banner appears:
* **Creating and editing are disabled.** You can still view existing dashboards and data.
* A countdown shows how many days remain before your account is fully blocked.
* Click **Update card** to open the Payment tab and resolve the outstanding payment.
If read-only mode expires without a successful payment, access to Nexalytica is blocked entirely. You are redirected to the plan picker where you must provide a valid payment method or select a valid plan to restore access.
### Resolving a billing issue
Click **Update card** in any billing banner, or navigate to **Settings → Billing → Payment**.
Add a new card or set an existing card as default to ensure the next charge attempt uses a valid method.
Once a charge succeeds, full access is restored immediately. There is no separate reactivation step required.
Do not wait until your account is fully gated to resolve a payment issue. Updating your card during the grace period avoids any disruption to your team's work.