At a glance

This article explains the structure of your Circula invoices.

Invoice Structure

First line: Your subscription plan

Unit price: Price per license
Number of active licenses: For example, "x 1"
Discount: The discount equals the unit price of the licenses × the number of fixed licenses used. It is removed so that only additional flexible licenses are counted.

Note

A user is considered “active” if they have performed one of the following actions in the last 30 days:
- Submitted an expense
- Approved or rejected an expense
- Controlled an expense
- Created a report

Second line: Circula Licenses

Calculation: “Circula Licenses” is the actual price for fixed licenses.

Licenses and discounts in the first and second lines

Third Line: Additional Features

This may include the following add-ons:

Additional entity (monthly or annually)
GoBD-compliant archiving (monthly or annually, system: Accantum)
Monthly or annual flat rates for:
- Credit card
- Meal allowance
- Mobility budget
- Internet allowance
- Recreation allowance

Additional Features in the invoice

Important!

VAT is always 19%.

The grey insert shows the discount based on your subscription plan (number of fixed licenses × unit price). The fixed price is subtracted so only the additional flexible licenses are counted.

One-Time Invoices

Additional invoices may occur for individually agreed onboardings or customizations.

Identifying Fixed Licenses in the Contract

The number of fixed licenses can be found in your contract.

Quantity

With a standard Circula plan, up to 10 licenses can be used. The number of fixed licenses can also be checked directly on the invoice, but this only reflects the fixed licenses used in the last period. Check the number next to the unit price for this.

Total Amount excl. VAT

As long as the “Total excl. VAT” in your subscription plan line shows a value of 0, this means only the fixed licenses included in the contract have been used.
In this case, you pay the fixed contractual license price and not the (higher) unit price displayed on the invoice.

Tip

If the “Total excl. VAT” in the subscription plan line shows a value greater than 0, it means you used more licenses than specified in your contract.
Each of these additional (flexible) licenses is billed at the stated price.

Checking Currently Used Licenses

Admins can check the number of licenses used for the current period in their Circula account.

Go to: Settings > Billing > Your subscription > Active users

The number of active licenses also appears on the invoice next to the unit price.

A user is considered “active” if they have performed one of the following actions in the last 30 days:

Submitted an expense
Approved or rejected an expense
Controlled an expense
Created a report

Changing Billing Information

Invoices are sent to the email address specified in the billing settings. You can change this email address in your Circula account:
Settings > Billing > Billing Information > Billing email

Edit the email address and click “Save.”

Changing the billing email address

Billing Period and Receiving Invoices

Invoices are sent for the upcoming period (new service period) and are based on usage from the previous period.

Receiving the Invoice

You can view your next due date, if you go to Settings > Billing > Your subscription > Next payment day.

If you would like to change the invoice date, contact our support team via email at support@circula.com or via the chat in your Circula account.

Annual Subscription

Your invoice is generated each year on the same date as your first invoice, i.e., the date your account was originally activated and you received your first invoice.

Monthly Subscription

You receive your invoice each month on the same calendar day your account was activated and you received your first invoice.

Important!

Even with an annual subscription, additional monthly invoices may occur:
If you activate more users than the number of fixed licenses included in your contract, these additional (flexible) licenses will be billed separately on a monthly basis, regardless of your annual billing schedule.

Example of a monthly invoice:

Example of an annual invoice:

Frequently Asked Questions About Invoices

Why am I receiving monthly invoices when I have an annual subscription?

If you receive additional monthly invoices, it's because you have more active users than your fixed licenses cover.
Circula charges a set fee per active user per month in this case.

How can I receive already sent invoices again?

To receive previous invoices, email support@circula.com or use the chat option in your Circula account.

Can I change invoice details for past invoices?

To change invoice details for past invoices email support@circula.com or use the chat option in your Circula account.

What are the accepted payment methods?

Accepted payment methods:

Credit card
SEPA direct debit

How can I update my payment method?

Credit Card
- Circula account > Settings > Billing > Your payment method > Add card
SEPA direct debit
- Contact our Support Team to get a SEPA mandate sent to you

You can easily reach our support team via email at [support@circula.com] or through chat: