MyDocSafe subscriptions can be billed monthly or annually, depending on the plan and commercial arrangement. Some additional services are charged separately from the core subscription, so you may receive more than one invoice or line item during a billing period.
We use Stripe for most subscription billing and card payments. MyDocSafe does not store your full payment-card details.
Monthly vs annual billing
Standard MyDocSafe plans can be purchased on a monthly or annual basis.
Monthly billing
subscription fees are charged each month;
useful if you prefer flexibility;
additional seats added to a monthly plan are normally billed on the same cadence.
Annual billing
subscription fees are charged annually in advance;
our published pricing currently offers a discount for annual billing;
additional internal users added to an annual subscription are normally billed annually as well.
Current plans and pricing are available on the MyDocSafe pricing page.
Our Terms of Service state that subscription fees are billed in advance on a recurring basis.
How do I receive invoices?
Invoices are normally issued electronically. For Stripe-billed subscriptions, billing notifications and invoices are sent to the billing contact associated with your account. The original MyDocSafe billing process used Stripe for recurring invoices, and payment-card details can be updated from the account settings.
For larger or Enterprise customers, invoicing may instead follow the arrangements agreed in your order form, quotation or contract.
Extras may be billed separately
Some MyDocSafe services are usage-based or purchased in addition to your normal subscription.
Examples may include:
ID verification;
Advanced or Qualified Electronic Signatures (AES/QES);
SMS charges
additional guest-user licences;
additional storage;
API usage above an included allowance;
consultancy or implementation services;
bespoke Enterprise services.
Our current pricing lists ID verification and AES/QES as pay-as-you-go services and allows additional guest-user licences and storage to be purchased separately.
As a result, your billing may consist of:
Core subscription
plus
additional licences
plus
usage-based extras
These may appear as separate invoices or separate invoice items depending on how your account has been configured.
Adding a purchase order number
If your organisation requires a PO number to appear on invoices, please tell us before the invoice is issued wherever possible.
Send us:
your organisation name;
MyDocSafe account name;
PO number;
any required PO wording or reference;
the billing contact who should receive invoices.
For Enterprise or procurement-led customers, the PO number can normally be recorded as part of the commercial setup.
If your PO changes annually, please send the new number before the next renewal invoice is generated.
The easiest route for existing customers is to contact us through in-app support.
Changing the billing contact
If invoices need to be sent to a different person or shared finance mailbox, contact MyDocSafe support and provide:
organisation/account name;
existing billing contact, if known;
new billing name;
new billing email address.
For example, you may prefer invoices to go to:
accounts@yourfirm.com
rather than an individual employee.
Using a shared finance mailbox can help avoid missed renewal or payment notifications when staff change roles.
Changing the billing address
If your company's billing address or legal entity details change, contact us before your next invoice.
Please provide:
legal entity name;
billing address;
company registration number where relevant;
VAT number, if applicable;
effective date of the change.
Changing the visible company name or address elsewhere in MyDocSafe may not automatically update historical invoices, so billing changes should be reported separately.
VAT
The VAT treatment of MyDocSafe invoices depends principally on where the customer belongs for VAT purposes and whether the customer is acting as a business.
All MyDocSafe prices should be treated as exclusive of applicable taxes unless expressly stated otherwise. Our Terms of Service confirm that fees are exclusive of taxes unless stated otherwise. (MyDocSafe)
A simplified guide for business customers is:
Customer location | Typical treatment |
United Kingdom | UK VAT is normally charged |
EU business customer | UK VAT is normally not charged where the B2B place-of-supply rules apply; the customer may account for VAT locally under the reverse charge |
Business customer outside UK/EU | Usually outside the scope of UK VAT under the general B2B place-of-supply rule |
Consumer / non-business customer outside the UK | Different rules may apply, particularly for electronically supplied services |
HMRC's general B2B rule is that services are normally treated as supplied where the business customer belongs. A UK supplier therefore generally does not charge UK VAT where a qualifying B2B customer belongs outside the UK.
The actual treatment can depend on the customer's circumstances and the nature of the service, so the invoice issued by MyDocSafe should be treated as the definitive billing document.
EU customers and reverse charge
For an EU business customer, we may ask you to provide your VAT registration number and other evidence confirming that you are purchasing MyDocSafe as a business.
Where the normal cross-border B2B rules apply:
MyDocSafe does not charge UK VAT;
the invoice may state that the reverse charge applies;
the customer is responsible for accounting for any local VAT required in its country.
HMRC guidance confirms that, for cross-border B2B digital services, the business customer is generally responsible for accounting for VAT in its own jurisdiction.
For example, a VAT-registered accounting firm in France purchasing MyDocSafe for its business would normally expect the transaction to be treated as a B2B supply rather than being charged UK VAT, subject to the applicable VAT rules.
Rest-of-world business customers
Where a business customer belongs outside both the UK and EU, the general B2B place-of-supply rule will usually mean the supply is outside the scope of UK VAT.
Local taxes may nevertheless apply in the customer's country.
Customers are responsible for ensuring that they account for any local taxes that apply to them.
Why do you need my VAT number?
A VAT number helps us establish the correct tax treatment for cross-border business purchases.
If you are an EU business customer, please make sure the VAT number and legal entity details supplied to MyDocSafe are accurate.
If you do not provide sufficient evidence that you are purchasing as a business, different VAT rules may apply. HMRC guidance specifically notes that customer business status is relevant when determining the VAT treatment of cross-border digital services.
Updating your payment method
Where your subscription is paid through Stripe, payment details can be managed through your MyDocSafe account.
Go to:
Home → Settings → Subscription & Billing
The existing billing guidance states that payment-card information is held by Stripe rather than MyDocSafe and that Stripe may notify you when a stored card is due to expire.
MyDocSafe's current pricing also supports major credit cards, direct debit and, for Enterprise plans, bank transfer.
If you have a billing question
Contact MyDocSafe through the in-app support route and include:
your organisation name;
account name;
invoice number, if applicable;
billing email;
PO number, if relevant;
VAT number, where relevant;
a short explanation of what needs changing.
For VAT or procurement queries, it is best to contact us before the next invoice is generated, so that the correct legal entity, billing address, PO and VAT information can be applied from the outset.