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Payment Methods

Manage how you pay for your Voka AI subscription.

Accepted Payment Methods​

Credit Cards​

Accepted cards:

  • Visa
  • Mastercard
  • American Express
  • Discover

How to add:

  1. Go to Billing → Payment Methods
  2. Click "Add Credit Card"
  3. Enter card details
  4. Click "Save"

Security:

  • PCI-compliant processing
  • Encrypted storage
  • No card numbers stored on our servers

ACH Bank Transfer (US Only)​

Available for:

  • Business plans and above
  • Annual billing only

How to set up:

  1. Go to Billing → Payment Methods
  2. Click "Add Bank Account"
  3. Enter routing and account numbers
  4. Verify micro-deposits (1-2 business days)
  5. Confirm verification

Benefits:

  • No processing fees
  • Automatic monthly debit
  • Reduced failed payment risk

Wire Transfer (Enterprise Only)​

Available for:

  • Enterprise plans
  • Annual contracts

How it works:

  1. Request wire instructions from support
  2. Make one-time annual payment
  3. Receive confirmation
  4. Service activated

Best for:

  • Large annual contracts
  • International payments
  • Accounting department requirements

Managing Payment Methods​

Adding a Payment Method​

  1. Go to Billing → Payment Methods
  2. Click "Add Payment Method"
  3. Select type (card or bank)
  4. Enter details
  5. Click "Save"

Setting Default Payment Method​

If you have multiple payment methods:

  1. Go to Billing → Payment Methods
  2. Find the method you want as default
  3. Click "Set as Default"
  4. Confirm

Default method used for:

  • Monthly subscription charges
  • Overage charges
  • Add-on purchases

Removing a Payment Method​

  1. Go to Billing → Payment Methods
  2. Find the method to remove
  3. Click "Remove"
  4. Confirm

Note: Cannot remove default payment method while on paid plan.

Automatic Billing​

How Auto-Billing Works​

Monthly plans:

  • Charged same day each month
  • Based on signup date
  • Example: Signed up March 15 → charged 15th monthly

Annual plans:

  • One charge per year
  • Overages still billed monthly

What's charged:

  • Monthly base fee
  • Previous month's usage overages
  • Any add-ons or extra purchases

Billing Notifications​

You'll receive email:

  • 7 days before charge
  • When payment succeeds
  • If payment fails

Configure: Settings → Notifications → Billing

Failed Payments​

What Happens​

If payment fails:

  1. Day 1: Automatic retry
  2. Day 3: Second retry + email notification
  3. Day 7: Third retry + service warning
  4. Day 10: Service suspended
  5. Day 30: Account cancelled

Updating Failed Payment​

To resolve:

  1. Update payment method
  2. System automatically retries
  3. Service restored immediately
  4. Or click "Retry Payment" in billing

Service Suspension​

If suspended:

  • AI assistants stop answering calls
  • Phone numbers remain active (forward to voicemail)
  • Cannot make changes
  • Data retained for 30 days

To reactivate:

  • Update payment method
  • Pay outstanding balance
  • Service restored within hours

Invoices & Receipts​

Accessing Invoices​

View all invoices:

  1. Go to Billing → Invoices
  2. See list of all invoices
  3. Click any invoice to view details
  4. Download PDF

Invoice includes:

  • Invoice number
  • Billing period
  • Line item breakdown
  • Taxes
  • Payment method
  • Payment status

Downloading Receipts​

For each payment:

  1. Go to Billing → Invoices
  2. Click invoice
  3. Click "Download Receipt"
  4. Save PDF

Use for:

  • Expense reports
  • Accounting records
  • Tax purposes

Billing Address​

Updating Billing Address​

Why it matters:

  • Determines tax rates
  • Appears on invoices
  • Required for compliance

How to update:

  1. Go to Billing → Account
  2. Click "Edit Billing Address"
  3. Enter new address
  4. Click "Save"

Takes effect: Next billing cycle

Tax Information​

Sales Tax​

Charged based on:

  • Billing address
  • Business location
  • Local tax regulations

Varies by:

  • State (US)
  • Province (Canada)
  • Country (international)

Tax-Exempt Organizations​

If tax-exempt:

  1. Go to Billing → Tax Information
  2. Click "Add Tax Exemption"
  3. Upload exemption certificate
  4. Await approval (1-2 business days)

Accepted for:

  • Non-profits (501c3)
  • Government entities
  • Educational institutions

Refunds & Cancellations​

Refund Policy​

14-day money-back guarantee:

  • First payment only
  • Full refund within 14 days
  • No questions asked

After 14 days:

  • No refunds for partial months
  • Can cancel anytime
  • Charged through end of current period

Cancelling Your Subscription​

To cancel:

  1. Go to Billing → Plans
  2. Click "Cancel Plan"
  3. Select reason (optional)
  4. Confirm cancellation

What happens:

  • Service continues until end of billing period
  • No further charges
  • Data retained for 30 days
  • Can reactivate anytime within 30 days

Reactivating:

  • Go to Billing → Plans
  • Click "Reactivate"
  • Choose plan
  • Enter payment method

Billing Support​

Common Issues​

Payment declined:

  • Verify card details
  • Check with your bank
  • Ensure sufficient funds
  • Try different payment method

Wrong charge amount:

  • Check usage overages
  • Review add-ons
  • See invoice breakdown
  • Contact support if unclear

Duplicate charges:

  • Contact support immediately
  • Provide invoice numbers
  • Refund processed within 5-7 days

Contacting Billing Support​

For billing questions:

Response time:

  • Standard: 24 hours
  • Urgent billing: 4 hours

Security & Compliance​

PCI Compliance​

Your payment data:

  • Processed by Stripe (PCI Level 1)
  • Never stored on our servers
  • Encrypted in transit and at rest

Data Privacy​

We never:

  • Store full card numbers
  • Share payment info with third parties
  • Sell your data

We do:

  • Use tokenization
  • Encrypt all data
  • Follow SOC 2 standards

FAQs​

Can I change payment method anytime?​

Yes, change anytime in Billing → Payment Methods.

When am I charged each month?​

Same day you signed up. Example: Signed up 15th → charged 15th monthly.

Can I get an invoice before payment?​

Yes, email [email protected] 3 days before charge date.

Do you accept PayPal?​

Not currently. Credit card or ACH only.

Can I pay annually?​

Yes! Save 20% with annual billing.

What if my card expires?​

Update before expiration to avoid service interruption.

Need Help?​