Manage client engagement billing

Open A Company's Billing

Open the company from CRM and select Engagement & Billing. From Companies, use Open CRM to reach the same record. This page supports subscriptions created through LedgerHQ onboarding and subscriptions already running in the firm's connected Stripe account.

The billing summary shows:

• the current package or custom monthly amount;
• the live Stripe subscription status;
• the next billing date;
• the saved card brand, last four digits, and expiration;
• a payment problem when Stripe reports one; and
• the original signed engagement letter.

An onboarding-created subscription includes the plan-change and cancellation controls below. Existing linked subscriptions have their own card-update, invoice-history, Open in Stripe, and Unlink controls.

Change The Monthly Subscription

For an onboarding-created subscription, select Change subscription. Choose a published package or Custom monthly amount. A custom amount can be from $1 through $100,000 per month. Review the selection and select Confirm change.

The new amount begins on the next invoice. Stripe does not prorate the current period or move the billing date. The signed engagement letter stays as the historical agreement the client originally accepted, so its displayed amount may differ from the live subscription after a change.

Fix Or Replace A Card

Select Update payment method to open Stripe's secure card-entry page. When the replacement is saved, it becomes the subscription's default payment method. For onboarding billing, if the latest invoice is overdue, LedgerHQ asks Stripe to retry that invoice once.

For an onboarding subscription with an owner contact available, select Email secure link to have the client enter the card. Choose an owner, and select Send link. The selected owner receives a short-lived secure link to Stripe-hosted card entry. Never ask a client to send card numbers by email, Tally, or a support ticket.

Schedule A Cancellation

For an onboarding-created subscription, select Cancel at period end, review the service-through date, and select Schedule cancellation. Service remains active through the current billing period. This action does not create an immediate cancellation or refund.

What The Client Can Do

Signed-in company owners can open Billing in the web client portal. They can see the current bookkeeping plan, amount, subscription status, next billing date, saved-card summary, and signed engagement letter.

An owner can select Update payment method and save a replacement through Stripe. After Stripe returns to LedgerHQ, the Billing page refreshes. Clients cannot change the package, enter a custom amount, or cancel the subscription.

Firm members can select Client Portal > Preview client portal in CRM to review the client experience. Preview mode is read-only, so the card-update action is hidden there.

Link Existing Stripe Subscriptions

If the firm has not connected Stripe, use Connect firm Stripe, finish the connection, and return to Refresh connection. Then select Link existing Stripe subscriptions and check the Firm Stripe account. Once a subscription is linked, use Link more subscriptions for additional ones. Search by customer name, email, customer ID, or subscription ID. Select the correct subscriptions and confirm Link [count] subscriptions.

Linking keeps existing charges and billing schedules unchanged. The company owner can see the linked subscriptions, their available invoices, and Update payment method in the portal. A card update applies to the selected subscription. The displayed recurring charges are before invoice-level taxes, discounts, and credits.

Use Billing history, View invoice, PDF, and Load more invoices to review available billing records. Use Open in Stripe for plan changes or cancellation of an existing linked subscription.

Unlink removes the subscription and its invoices from this company's portal. It leaves Stripe billing running. A subscription already assigned to another billing recipient cannot be linked again.

These are the firm's charges for bookkeeping services. A company's charges to its own customers use Customer subscriptions.

Add An Agreement Signed Elsewhere

From Engagement & Billing, choose Upload existing engagement, select the Signed engagement PDF, and choose Upload and read. Review the extracted details, correct them if needed, and select Save engagement.

Edit details changes the recorded agreement information. The uploaded signed PDF stays unchanged. Use View signed letter to inspect it or Replace signed copy to supply a replacement. Saving an agreement does not create a Stripe subscription.