Invoices & subscription

Written By Stanislas

Last updated 5 days ago

Learn how to manage your Swiftask subscription, view and download invoices, update payment methods, and handle subscription changes.

Overview

The subscription management section allows workspace administrators and billing partners to oversee all aspects of your Swiftask subscription. You can view your current plan details, manage payment methods, access invoice history, purchase additional credits, and make changes to your subscription.

This centralized dashboard provides complete visibility into your billing information and gives you control over subscription settings, ensuring you can manage costs and maintain uninterrupted service.

Prerequisites

To access subscription and invoice management, you need:

  • Admin, Owner, or Billing Partner role in your workspace

  • Access to workspace administration

  • An active Swiftask subscription (paid plan)

Note: Only Admins, Owners, and Billing Partners can view invoices and manage subscriptions. Individual users (Members and Viewers) cannot access billing information.

Accessing subscription management

To access your subscription settings :

  1. Click the Settings icon at the bottom of the left sidebar

  2. Select Workspace administration

  3. Click Subscription in the left navigation menu

You'll see the subscription management dashboard with three tabs: Overview, Billing, and Settings.

Subscription overview

The Overview tab displays your current subscription details and allows you to manage your plan.

Current plan information

Plan name: Displays your current subscription tier (Pro, Team starter, Team Growth, or Tailored offer)

Billing period: Shows your billing cycle (annual or monthly)

Pricing: Displays the total cost per billing period (e.g., €3,830.00 per year)

Payment method: Shows your current payment method with card type and last 4 digits (e.g., Credit Card VISA4242 12/26)

Auto-renewal: Indicates whether automatic renewal is enabled

Managing your subscription

Upgrade my plan button: Click this button in the top-right corner to upgrade to a higher tier

Change plan button: Click to switch between plans or change billing frequency

Update payment method link: Click to modify your payment information

Viewing and downloading invoices

The Billing tab provides access to your complete invoice history and credit purchase records.

Invoice history

The Invoices section displays all your past invoices in a table format:

Columns:

  • Date: Invoice issue date

  • Invoice Total: Amount charged (e.g., 3830 €)

  • Status: Payment status (PAID, PENDING, FAILED)

  • Action: Download button to save invoice as PDF

Features:

  • Pagination controls at the bottom (rows per page selector and page navigation)

  • Search and filter capabilities (if you have many invoices)

  • Complete historical record of all subscription payments

Downloading an invoice

  1. Navigate to Subscription → Billing tab

  2. Locate the invoice you want to download in the list

  3. Click the Download button in the Action column

  4. The invoice downloads as a PDF file to your computer

Use cases for invoices:

  • Accounting and bookkeeping

  • Expense reporting

  • Tax documentation

  • Budget tracking

  • Audit compliance

Credit purchase history

Below the invoices section, the Credit purchase history table shows all additional credit purchases:

Columns:

  • Date: Purchase date

  • Quantity: Number of credits purchased

  • Amount (€): Cost of the purchase

When this section is empty:

If you haven't purchased additional credits, you'll see: "No data available."

Managing payment methods

Viewing current payment method

Your current payment method is displayed in the Overview tab:

  • Card type (Credit Card)

  • Card brand and last 4 digits (e.g., VISA4242)

  • Expiration date (e.g., 12/26)

Updating your payment method

  1. Navigate to Subscription → Overview tab

  2. Click Update payment method (displayed in red text below the payment method section)

  3. You'll be redirected to a secure payment page

Payment method update page

On the payment page, you can:

  • Enter new card information (card number, expiration date, CVC)

  • Provide cardholder name

  • Select country or region

  • Save information for faster checkout (optional)

Supported payment methods:

  • Visa

  • Mastercard

  • American Express (AmEx)

  • Diners Club

Security: All payment processing is handled securely through Stripe. Your card information is encrypted and never stored on Swiftask servers.

Payment information required

When adding or updating a payment method, you'll need:

  • Card number

  • Expiration date (MM/YY)

  • CVC security code

  • Cardholder name

  • Billing country or region

Upgrading your subscription

When to upgrade

Consider upgrading when:

  • You're approaching your user capacity limit

  • You consistently exhaust monthly credits

  • You need advanced features from higher tiers

  • Your team is growing

How to upgrade

Method 1: From Overview tab

  1. Navigate to Subscription → Overview

  2. Click Upgrade my plan in the top-right corner

  3. Review available plans and select the one you need

  4. Complete the checkout process

Method 2: From Change plan button

  1. Navigate to Subscription → Overview

  2. Click Change plan

  3. Compare plan features and pricing

  4. Select your new plan and confirm

What happens when you upgrade:

  • Your new credit allocation takes effect immediately

  • Additional user slots become available

  • New features are unlocked

  • Billing is adjusted based on your new plan

  • You may receive a prorated credit for your previous plan

Managing auto-renewal

Checking auto-renewal status

In the Overview tab, look for the Auto-Renewal section:

  • Enabled: Your subscription will automatically renew at the end of the billing period

  • Disabled: Your subscription will expire at the end of the billing period

Disabling auto-renewal

If you want to prevent automatic renewal without canceling immediately:

  1. Navigate to Subscription → Settings tab

  2. Locate the auto-renewal toggle or setting

  3. Disable auto-renewal

Note: Disabling auto-renewal means your subscription will not be charged again, but you'll retain access until the end of your current billing period.

Canceling your subscription

The Settings tab provides options for subscription cancellation.

How to cancel

  1. Navigate to Subscription → Settings tab

  2. Locate the Subscription cancellation section

  3. Read the cancellation policy: "You can cancel your subscription at any time. Your subscription will remain active until the end of the current billing period."

  4. Click Cancel my subscription

  5. Confirm your cancellation

What happens when you cancel:

  • Your subscription remains active until the end of the current billing period

  • You retain full access to all features until the billing period ends

  • No further charges will be made

  • Your data is preserved (you can reactivate later)

Important: Cancellation is immediate from a billing perspective, but you keep access until your paid period expires.

Purchasing additional credits

If you need more credits without upgrading your plan:

  1. Navigate to Subscription → Billing tab

  2. Look for the option to purchase additional credits

  3. Select the amount of credits you want to add (5M-1B available)

  4. Complete the purchase

Credit purchase details:

  • Purchases appear in the Credit purchase history section

  • Credits are added immediately to your account

  • One-time purchases (not recurring)

Understanding your invoice

Each invoice includes:

  • Invoice number: Unique identifier for the invoice

  • Issue date: When the invoice was generated

  • Amount: Total charged for the billing period

  • Plan details: Which subscription tier you're paying for

  • Billing period: Dates covered by the invoice

  • Payment method: How the invoice was paid

  • Status: Whether payment was successful

Practical use cases

Finance team managing multiple workspaces

A finance manager with Billing Partner access reviews invoices monthly for budget tracking. They download all invoices at the end of each quarter for accounting records and expense reporting.

Startup upgrading as they grow

A startup on Team starter reaches 80% user capacity. They upgrade to Team Growth through the subscription dashboard, and the additional user slots become available immediately.

Agency managing seasonal credit needs

A marketing agency purchases additional credits during busy campaign seasons instead of upgrading their entire plan. They track these purchases in the credit purchase history for client billing.

Company canceling before renewal

A company decides to switch providers. They cancel their subscription 2 weeks before renewal, ensuring they won't be charged again while maintaining access for the remainder of their paid period.

Tips & best practices

Download invoices regularly

Download and archive your invoices monthly for easier accounting and tax preparation. Don't wait until year-end to collect all invoices.

Update payment methods before expiration

Check your payment method expiration date regularly. Update your card information before it expires to avoid service interruptions.

Review invoices for accuracy

Check each invoice when it's issued to ensure the charges match your expected costs. Report any discrepancies to support immediately.

Plan upgrades strategically

If you're close to needing an upgrade, consider your billing cycle. Upgrading early in your billing period maximizes the value of prorated credits.

Use auto-renewal wisely

Keep auto-renewal enabled if you plan to continue using Swiftask. Disable it only if you're certain you want to stop at the end of your current period.

Track credit purchases

Monitor your credit purchase history to identify patterns. If you're frequently buying additional credits, upgrading to a higher plan may be more cost-effective.

Troubleshooting

Issue: Can't access subscription page

Cause: Insufficient permissions.

Solution:

Only Admins, Owners, and Billing Partners can access subscription management. If you need access:

  1. Contact your workspace owner or admin

  2. Request Admin or Billing Partner role

  3. Billing Partner role provides billing access without technical permissions

Issue: Payment method update fails

Cause: Invalid card information, expired card, or insufficient funds.

Solution:

  1. Double-check all card details (number, expiration, CVC)

  2. Ensure your card is not expired

  3. Verify your card has sufficient credit limit

  4. Try a different card if the issue persists

  5. Contact your bank if the card should work but doesn't

Issue: Invoice download not working

Cause: Browser issue or temporary connection problem.

Solution:

  1. Refresh the page and try again

  2. Try a different browser

  3. Clear your browser cache

  4. Check your download folder—the file may have downloaded without notification

  5. Contact support if the issue persists

Issue: Upgrade shows unexpected price

Cause: Prorated billing or additional users.

Solution:

  1. Review the pricing breakdown on the upgrade page

  2. Check if you have additional users beyond your plan's included amount (1$/month per extra user)

  3. Verify whether you're seeing annual or monthly pricing

  4. Remember that upgrades are prorated—you receive credit for unused time on your current plan