If your payment card or billing information has changed, this can be amended in RotaCloud either by yourself or by reaching out to our team*.
*Billing information can only be change by or at the request of an Admin user.
Updating card details
Your payment card details can be changed by an Admin user on your billing page. To access this, go to your settings by clicking cog icon in the top right corner of your account. From the menu on the left, select 'Billing'.
Scroll down to the bottom of the page and click 'Update card'. You can then enter and save your new card details. Any future or outstanding invoices will then be taken from this card.
Updating invoice business name
The business name that appears on your invoices is the company name entered when setting up RotaCloud. You can change this any time you like by clicking on the cog icon on the top right corner to access your settings, then selecting 'Company Details' from the menu on the left.
In the 'Company name' section, enter your preferred business name and scroll down to save. Once done, this will be reflected on your invoices.
Updating invoice address
If you choose, your invoice can have your business address on it. If you need this changed (or added), please reach out to our support team via live chat or at support@rotacloud.com and they'll be happy to help.
Please be aware that the address entered in your account is just for your own reference and does not feed through to invoices.
Switching to annual or monthly billing
RotaCloud offers either monthly or annual billing. Annual billing will give you the benefit two months free as a reward for your commitment to the system (you will be billed upfront for 10 months and will receive access for the next 12). If you numbers tend to fluctuate a lot, or you're not yet ready to commit to the system, we would recommend monthly billing.
If you'd like to switch to monthly or annual billing, go to your settings by clicking cog icon in the top right corner of your account. From the menu on the left, select 'Billing'. You can the click the monthly or yearly option as needed. One your next billing date, you'll then be charged accordingly.
Changing VAT country
Your billing country can be changed by an Admin user on your billing page. To access this, go to your settings by clicking cog icon in the top right corner of your account. From the menu on the left, select 'Billing'.
Scroll down to the bottom of the page and select your country under the 'Country' dropdown. Click 'Save' to the right of the list and your invoices will reflect this.
Updating billing email
Your billing email can be changed by an Admin user on your billing page. To access this, go to your settings by clicking cog icon in the top right corner of your account. From the menu on the left, select 'Billing'.
Scroll down to the bottom of the page and, under 'Billing email', enter your preferred email address. This can be any email address you like and doesn't need to be a user in RotaCloud - this is where all billing-related emails such as invoice, warnings if you exceed your plan etc. will be sent.
Please be aware it's only possible to add one email address as your billing email.
Upgrading your plan
There are two different ways your RotaCloud account can be upgraded - by adding additional packages (Time and Attendance, Pro, SMS) or by moving up into a new pricing bracket.
Additional packages can be added on your billing page. To access this, click the cog icon in the top right corner of your screen and select 'Billing' from the menu on the left. Here, you'll see the add-on packages listed - tick the one's you'd like to add and you'll see the price itemised on the right of your screen along with a summary of your existing plan.
If you're happy to go ahead, click 'Update subscription' and you'll be billed pro-rata for the cost of the upgrade.
If you're upgrading to Time and Attendance, we do offer a free 30 day trial of both packages so you can try it before adding it to your plan. If you haven't used this, you can access it by clicking on Attendance or any Pro tools to start your trial.
To move into a new pricing band (for example, moving from an 'up to 10 employees' plan to a 'up to 20 employees' plan), simply add the additional users you need on your employees page and you'll be automatically invoiced for them pro-rata.
An email will be sent to your billing email address making you aware of the additional costs and giving you a five day grace period to remove the users if you don't wish to be charged. If the users remain on your account, you'll be charged for them.