Seats and invoices
Your invoice is built from three things: the number of billable seats, the plan's price band for that count, and your billing profile, which decides how GST is split. The Seats and Invoices tabs show exactly those inputs so any charge can be traced.
Who can do this: `settings.manage` to view; only the account owner can edit the billing profile or update the payment method. Invoice reads stay open to Admins even when the account is suspended, so the paper trail is always reachable.
Where to find it
Administration → Settings → Other → Billing, URL `/settings/billing`. The Seats tab, the Invoices tab, and the Billing details & GST and Payment method cards on Overview.
How seats are counted
A seat is every person record with an active employment status, across all your companies. Offboarded people stop counting the moment they are offboarded; people on leave, inactive or serving notice still count; a person assigned to three companies is one seat. One shared count feeds the Seats tab, limit refusals and the invoice, so they never differ.
The Seats tab shows:
- Billable seats right now, for example 48 / 50, with a bar that turns amber at 80% and red at the limit.
- Pricing bands for your plan and cycle, with You are here on the band you fall in. The note explains the rule: all seats are priced at the band you land in; adding seats mid-cycle is charged pro-rata; removing seats takes effect at renewal with no credit for the current cycle.
- Daily history: one row per day with the seat count and the count actually charged (a band minimum can make the charged number higher). Snapshots are written nightly and are the evidence behind any seat query.
Seat limits
Every path that adds a person (the Add employee form, invitations, the CSV importer) checks the plan limit first and refuses with "Your plan includes {n} seats and you are using {m}. Upgrade to add more." Offboarded records imported as history do not count. Upgrading lifts the limit immediately.
Billing details & GST
This card appears on your tax invoices and decides how GST is applied.
| Field | Notes |
|---|---|
| Legal name | Exactly as it should appear on invoices |
| Address line 1, Address line 2, City, PIN code | The billing address |
| State (place of supply) | Decides whether invoices carry CGST + SGST (same state as ZekoHR) or IGST |
| GSTIN | Optional, 15 characters, upper-cased as you type. The form checks the format and check digit and warns when the state code does not match the selected state. Without a GSTIN, invoices are B2C and you cannot claim input credit |
| Billing contact email | Where invoices and payment emails go; can be your finance team, separate from the account owner |
Click Save; "Billing profile saved." confirms. Checkout refuses to start until this profile is complete.
Payment method
The Payment method card shows the collection method and mandate state: Mandate active, Mandate pending approval, Mandate revoked or No payment method yet. Organisations on invoice collection are told that each invoice carries a payment link and bank details for NEFT. For auto-debit, Update opens a Razorpay window to register a new mandate; "A refundable ₹5 verification may be charged". A revoked mandate means renewals cannot be collected until a new one exists.
Invoices
The Invoices tab lists every tax invoice: number, date, total (with the TDS amount withheld shown under it when applicable) and status. PDF downloads the invoice.
| Status | Meaning | What happens next |
|---|---|---|
| Due | Issued, awaiting payment | Pay by the link on the invoice or wait for auto-debit |
| Paid | Settled in full | Nothing |
| Partly paid | A partial amount was received | Settle the balance; typically a TDS difference |
| Settled (TDS withheld) | Paid net of TDS and the TDS was recorded | Nothing; the TDS certificate is your side |
| Draft | Being prepared | Becomes Due when issued |
| Void | Cancelled and replaced | Look for the replacement invoice |
What happens next
- Saving the billing profile does not reissue past invoices; the next invoice uses the new details.
- Each invoice and payment is emailed to the billing contact.
- A failed renewal starts dunning: emails at day 0, 3, 7 and 14, spaced retries, then grace; see Plans and trial.
Rules and limits
- Unattended debits above the RBI limit of ₹15,000 cannot be auto-collected; large annual amounts are billed as orders or invoices instead.
- The GSTIN check in the form is a hint; the server validates again on save.
Troubleshooting
Charged seats is higher than seats. The plan's band has a minimum; see the active band on the Seats tab.
GSTIN says the check digit fails. Re-type it; one wrong character breaks the checksum.
Invoices are going to the wrong person. Change Billing contact email and save.