Billing invoices are automatically generated and emailed to the billing user whenever a subscription payment is due for your Lightspeed Restaurant account. They are also available in the Back Office under the Invoices tab. These invoices detail the amount owed, the included items and services, and other relevant billing information. Your selected subscription, payment frequency, and number of POS devices associated with your account determine your billing amount.

If your Subscription and billing page looks different, your account is associated with another type of billing system. To download your invoice or pay your invoice from the legacy Invoices page, click the Actions dropdown for the chosen invoice and then your desired action.

Viewing subscription details

The Subscription and billing page allows you to view your subscription and billing invoice details, pay your invoices online, and check their payment status.

1. Log in to the Back Office with your Lightspeed Restaurant credentials.
2. From the upper-right corner, click your name > Subscription and billing.
3. Click Overview to view information about your current subscription, including your latest invoice, details about your business location, and any add-ons.

View information about your subscription at a glance using the Overview tab.

• Your subscription: An active subscription will have a green Active button. This section also shows the name of your location.
• Invoice banner: The due date of your latest invoice. Click Pay your invoice to be taken to the payment portal.
• Location information: These tiles show the number of locations associated with your subscription, as well as number of registers, number of users, and how many of each are currently active.
• Details: View your subscription end date, subscription ID, personal support PIN, and the name of your account manager. Click your manager's name to automatically open an email with their email address.
• Add-ons: View a list of your current add-ons.

Accessing billing invoices

Viewing invoices from the Back Office

View and pay your invoices directly from the Back Office.

1. Log in to the Back Office with your Lightspeed Restaurant credentials.
2. From the upper-right corner, click your name > Subscription and billing.
3. Click Invoices to view detailed information about your invoices.

Downloading billing invoices from email

When a billing invoice is generated, the billing user will receive an email with a PDF to download and view the details.

1. Log in to the email address associated with your Lightspeed Restaurant account.
2. Find your billing invoice email from Lightspeed (do_not_reply@lightspeedhq.com) in your inbox. If you can't see the email in your inbox, check your spam or junk mail folder.
3. Open your email.
4. Download the invoice as a PDF.

Billing invoices

Billing invoices display the payment amount due for your Lightspeed subscription along with other details, such as your invoice number and subscription details. While your billing invoice may differ from the sample provided, it will include similar information. PDF invoices can be accessed from both the email sent to the billing user by Lightspeed, and from the Back Office.

Some invoices begin with a Summary page listing the invoice number, amount, account balance, due date, and payment terms. If automatic payment methods are enabled, any payments made will also be shown. The full invoice includes additional information such as the billing period, your contact details, the Lightspeed Billing department’s contact information, and an itemized breakdown of your Lightspeed subscription products.

Understanding the Invoices tab

The Invoices tab in the Back Office displays a list of billing invoices associated with your subscription. Click the invoice's summary ID to download a PDF version.

• Search by Invoice ID: Search an invoice based on INVS number.
• Invoice summary ID: The invoice number associated with a specific billing period.
• Payment due date: The date your invoice payment is due.
• Status: The status of your invoice payment.
• Payment: Payment options depending on the invoice's Status. The option to Make payment or Set up auto-pay will appear if an invoice has not been fully paid.
  • Paid: The invoice has been fully paid.
  • Partially paid: The invoice has been partially paid before the due date.
  • Outstanding: No payment has been made on the invoice but the due date hasn't passed yet.
  • Overdue: No payment has been made on the invoice and the due date has passed.
• Total: The total amount of your invoice payment.
• Balance: The remaining amount of your invoice payment.

Paying billing invoices

If a billing invoice is not paid within 14 days of the invoice date, your Back Office access will be partially blocked. For the next 14 days, you’ll still be able to pay your invoice and regain access.
If payment is not received after this second period, your Back Office access will be fully blocked, and you’ll need to contact support to restore your account. We recommend enabling automatic payment methods to avoid missed payments.

Pay billing invoices to settle your outstanding Lightspeed Restaurant subscription balance. New billing invoices are created monthly or yearly, depending on your selected subscription type. You'll be notified by email when a new invoice is available. Pay billing invoices online by credit card, Bacs (UK only), or SEPA (European Union only).

If you are still using the legacy Invoices page, you will not be able to pay from the email invoice and must visit https://www.lightspeedhq.com/pay to make payments.

• Paying from Invoices

  Merchants in Europe, North America, the Middle East, and Africa can pay billing invoices directly from the Invoice Summary, or by clicking Make payment in the Back Office. Payments from the Invoice Summary and the Back Office can be made by credit card, Bacs (UK only), Bancontact, iDeal, (Netherlands and Germany only) or SEPA (European Union only).

  Paying billing invoices from the Back Office

  1. Log in to the Back Office with your Lightspeed Restaurant credentials.
  2. From the upper-right corner, click your name > Subscription and billing > Invoices.
  3. Find the invoice you’d like to pay and click Make payment.

     

  4. From the payment link, select a payment method and fill in the required fields. You will have the option here to save the selected payment method to automatically settle future invoices.
  5. Click Pay.
  6. Check your email inbox for a payment confirmation email.

  Paying billing invoices from the Invoice Summary

  1. Log in to the email address associated with your Lightspeed Restaurant account.
  2. Find and open your billing invoice email from Lightspeed (do_not_reply@lightspeedhq.com) in your inbox. If you can't see the email in your inbox, check your spam or junk mail folder.
  3. Click Pay invoice and enter your payment details.
  4. Check your email inbox for a payment confirmation email.

• Paying from Lightspeed Billing

  Merchants in Asia, Australia, and New Zealand can pay billing invoices from Lightspeed Billing. Payments from Lightspeed Billing can be made by credit card.

  Paying billing invoices from Lightspeed Billing

  1. Visit www.lightspeedhq.com/pay.
  2. Enter your invoice number and total invoice amount.

     

  3. Click Next Step.
  4. Verify your payment details.
  5. Enter your payment information and submit the payment.
  6. Check your email inbox for a payment confirmation email.

Setting up and managing automatic payment methods

Automatic payment methods are only available in North America, Europe, the Middle East, and Africa. Merchants in Asia, Australia, and New Zealand must pay manually via Lightspeed Billing.

Set up automatic payment methods to automatically process payments for new billing invoices on the day they’re issued for your Lightspeed account. With automatic payment methods, you'll never miss a payment or need to manually enter payment details again. After setting up automatic payment methods, you can update your payment method if needed.

Setting up automatic payment methods via the Back Office

Credit card, Bacs (UK only), and SEPA (European Union only) are the only payment methods available when enabling automatic payment methods from the Back Office. If an automatic payment is declined by your bank, automatic payment methods will continue to fail until the payment method is updated.

1. Log in to the Back Office with your Lightspeed Restaurant credentials.
2. From the upper-right corner, click your name > Subscription and billing.
3. Click Add payment method.
4. Enter your payment details.
5. Check Use this payment method to automatically settle invoices and click Add.
6. Click Done.

Updating your automatic payment method via the Back Office

Update your automatic payment method by creating a new method or switching to one already saved in the Back Office. Use this to retire a payment method you no longer wish to use. You must add or switch to a new payment method before you can remove the old one.

1. Log in to the Back Office with your Lightspeed Restaurant credentials.
2. From the upper-right corner, click your name > Subscription and billing.
3. Click Manage payment method.
4. Click +Add payment method or Update to update a card's information.
5. If adding a new payment method, click Use for automatic payment on the new payment method.
6. Click Remove on the payment method you no longer wish to use for automatic payment.
7. Click Done.

When your credit card is within one month of expiry, has expired, or the automatic payment method system has encountered a failure, an alert banner will display in the Back Office. Click Update payment method or Make payment from this banner to update your automatic payment method information or make a payment on an outstanding or overdue invoice.

Updating billing information

Update the billing information for your Lightspeed Restaurant account to change the contact, business address, and tax ID details that appear on account billing invoices. Keep this information up to date to ensure billing invoices are accurate and can be processed correctly. Changes to billing information will apply to all future invoices but not to invoices that were already issued.

To update the billing information on future invoices:

1. Locate your invoice number in either your email or in the Back Office.
2. Contact the Billing department or your Account Manager to request an update to your billing information.

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