Automated payments: SEPA direct debit mandates have been enabled for all payments within your Personio account, with immediate effect. Switch to direct debit now!

This article explains how to view your billing information, subscription details, invoices, and credit notes. If you have edit rights, you can also change your plan and payment settings.

Access the Subscription and Billing section

To access the Subscription and Billing section, follow these steps:

1. Go to Settings.
2.  In the Account & support section, click Subscription & Billing.

You need Administrator rights or view rights to Subscription Management to access the Subscription and Billing section. To make changes, you need Administrator rights or edit rights to Subscription Management.

Subscription

In the Subscription section, you can view and manage your organization's current subscription details, like the plan and number of employees. The price for each plan depends on the number of employees you intend to manage. 

See how to change your Personio plan on your own and an overview of our plans and apps.

Billing information

The Billing information section contains your company name, VAT number, and billing address details. Make sure all your billing details are accurate so that Personio creates the correct invoices for you. To change your billing information, including your billing address:

1. Click Edit.
2. Complete all fields.
3. Click Save. 

• You don't need to enter country codes for VAT purposes — you only need to enter the VAT ID number. If you don't have a VAT ID number, Contract Owners can contact us to ensure you are invoiced correctly.
• Changes to your billing address require review and approval from Personio. Your billing address doesn't update until Personio approves your request. 

Payment methods

This table shows the available payment methods and what you can use them for.

Payment by SEPA direct debit

For all monthly and yearly billing periods and/or the chargeable job ad function in Personio, you need to store a valid payment method in your account. We recommend SEPA direct debit as the default so you can automate your payments in Personio.

With SEPA direct debit, you can avoid making time-consuming manual transfers or dealing with repeated requests to authenticate credit card payments. Simply enter a name, a valid email address for invoices, and the IBAN of the account to be debited. You also need to enter a billing address. Click on the checkbox to agree to the current Terms and Conditions and confirm that you are authorized to create a SEPA direct debit. Click on Save to finalize the process.

You will then receive a confirmation email at the email address you have previously entered. Two days before a direct debit is made to your account, you'll receive another email notification.

Note:
You can cancel your SEPA direct debit at any time. To do so, either click on the link in the confirmation email or Contract Owners can contact Support.

Monthly credit card payment 

Alternatively, you can store a valid credit card in your account for monthly payments. Click on the Credit card tab and enter your credit card data, then click on Save to finalize the process.

According to the EU Directive on Strong Customer Authentication (SCA), banks may request credit card holders to provide dedicated authentication before completing online credit card transactions. If a payment process initiated by Personio needs to be authenticated, Personio provides for two different scenarios:

1. If you are logged on to Personio at the time the transaction is initiated, Personio opens a relevant authentication dialog where you can approve the payment immediately.
2. If you are not logged on to Personio at the time the transaction is initiated, the system is unable to automatically debit your credit card for the invoice amount. In this case, the first payment attempt will fail, and Personio will then send a relevant email notification to the Email address for invoices stored in your account. This notification describes the reason for the error and provides a link where you can authenticate the payment directly.

Note:
For credit card payments, it is essential that you store a current, valid email address for invoices in the Billing contact section.

Yearly payment by invoice

If you choose a yearly billing period but don't want to use SEPA direct debits, Personio can issue an invoice for the subscription fee. Chargeable publications of job openings will continue to be settled via credit card.

If you would like to switch to yearly billing, Contract Owners can contact Support. For more info, see how to perform an upgrade.

Data Processing Agreement (DPA)

The DPA forms the basis for the processing of personal data. You can find the DPA, Technical and Organizational Measures (TOM), and subprocessor list in the Personio Trust Center.

Invoices

The Upcoming invoices widget shows net amounts and scheduled dates for upcoming charges, like recurring subscription payments or account changes. This does not include subscription renewal invoices.

The Issued invoices widget shows past invoices with their gross amounts. Use this to review invoice details and download documents. 

In the Invoices tab, you can see a list of all past and upcoming invoices created by Personio. This includes monthly subscription fees (applicable only to accounts on monthly payment plans) and job ads. 

• Click any row in the list to preview the invoice details or download the document.
• Check your current payment status and authorize outstanding payments by clicking the Pay now button. 
• Invoices for your monthly subscription fee are also emailed to the designated billing email address.
• If Personio issues a credit note to your account, it will also be visible and accessible within this tab.

More information

• Learn how to perform an upgrade.
• Learn how to change your Personio plan on your own.
• Learn about our plans and apps.