Understanding and Downloading Invoices

Every charge on your Loomstack account produces an invoice you can view, download, and forward to your finance team. This guide explains where invoices live and what each part means.

Finding Your Billing History

1. Go to Settings > Billing > Invoices
2. You’ll see a table of every invoice with date, amount, status, and plan
3. Use the date filter to narrow to a specific quarter or year

Invoice statuses:

• Paid - Charge succeeded; a receipt is available
• Open - Issued but not yet charged (bank transfer customers)
• Failed - The charge was declined; see the payment banner to retry
• Refunded - Fully or partially refunded, with the refund amount shown

Downloading a Single Invoice

1. In Settings > Billing > Invoices, find the invoice
2. Click the download icon on the right
3. Choose Invoice PDF (issued before payment) or Receipt PDF (proof of payment)

Both documents include your company name, billing address, and tax ID as configured in Billing Details.

Reading the Line Items

A typical Loomstack invoice contains:

• Base plan - Your tier and billing period (e.g., “Pro plan, Mar 1–Mar 31”)
• Additional seats - Members beyond your plan’s included seats, priced per seat
• Proration credits - Negative line items from mid-cycle upgrades or seat removals
• Tax - VAT/GST where applicable, or 0% with a valid tax ID
• Total - The exact amount charged to your payment method

If a proration credit looks unfamiliar, check Settings > Audit Log for plan or seat changes during that period.

Exporting Your Billing History

For accounting or reimbursement, export everything at once:

1. Go to Settings > Billing > Invoices
2. Click Export in the top right
3. Choose CSV (a spreadsheet of all invoices) or ZIP of PDFs
4. The export is emailed to the billing contact within a few minutes

Sending Invoices to Your Finance Team Automatically

Instead of downloading manually every month:

1. Go to Settings > Billing > Billing Contact
2. Add your finance team’s email (e.g., ap@yourcompany.com)
3. Every future invoice and receipt is emailed there automatically as a PDF attachment

Requesting a Correction

If an invoice has the wrong company name, address, or tax ID:

1. First update your details in Settings > Billing > Billing Details
2. Email billing@loomstack.com with the invoice number and requested change
3. A corrected invoice is typically issued within 2 business days

Summary

All invoices live under Settings > Billing > Invoices, downloadable individually or in bulk. Set your finance inbox as the billing contact once, and you’ll never need to download an invoice manually again.