Updating Payment Methods and Billing Information

Keeping your payment details current prevents failed charges and service interruptions. This guide covers cards, billing contacts, addresses, and tax information — all managed from Settings > Billing.

Adding or Replacing a Payment Card

Only workspace Admins can change payment methods:

1. Go to Settings > Billing > Payment Method
2. Click + Add Card
3. Enter the card number, expiry, CVC, and cardholder name
4. Click Save Card
5. If you have multiple cards, click Set as Default on the one you want charged

The previous default card stays on file as a backup — Loomstack automatically retries a failed charge against backup cards before suspending service.

Removing an Old Card

1. In Settings > Billing > Payment Method, find the card
2. Click the three-dot menu next to it and select Remove
3. You can’t remove the default card while a subscription is active — set another card as default first

Fixing a Failed Payment

If a charge fails (expired card, insufficient funds, bank decline), you’ll see a red banner in your workspace and receive an email:

1. Click Update Payment in the banner, or go to Settings > Billing
2. Add a new card or update the existing one
3. Click Retry Payment

Loomstack retries automatically on days 3, 7, and 14 after a failure. Your workspace becomes read-only after 14 days of failed payment and is fully restored the moment a retry succeeds — no data is lost.

Updating Your Billing Address and Company Details

Your billing address appears on every invoice:

1. Go to Settings > Billing > Billing Details
2. Edit the company name, address, and country
3. Click Save

Changes apply to all future invoices. To correct an already-issued invoice, contact billing@loomstack.com with the invoice number.

Adding a VAT or Tax ID

For businesses in regions with VAT/GST:

1. In Settings > Billing > Billing Details, find the Tax ID field
2. Select your ID type (EU VAT, UK VAT, GST, etc.)
3. Enter the number and click Save

Valid tax IDs are verified automatically and appear on invoices, which may exempt you from tax charges depending on your region.

Changing the Billing Email

Invoices and payment notifications go to the billing contact, which doesn’t have to be an Admin:

1. Go to Settings > Billing > Billing Contact
2. Enter one or more email addresses (e.g., your finance team’s shared inbox)
3. Click Save

Summary

Keep a backup card on file, update your billing details before they expire, and point the billing contact at your finance inbox. If a payment ever fails, you have a 14-day grace window to fix it with zero data loss.