Personio generates invoices automatically based on your subscription and any additional services you use. This article explains where to find and download your invoices, what information they contain, and how to update their details.
Before you start
- 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.
View and download your Personio invoices
As soon as issued, we send Personio invoices to the email address listed in the Billing contact widget in the Settings > Subscription & billing overview. You can edit this email address directly in the widget.
To download your Personio invoices:
- Go to Settings.
- Under Account & support, click Subscription & billing.
- Click Invoices.
- Here, you can see a list of invoices for your account, their status, date, and billed amount. If you have credit notes, they appear here, too.
Review invoice details
All Personio invoices and credit notes follow a standard format, which you cannot customize. The following table lists the types of Personio invoices and documents:
| Type of document | Description | Notes |
|---|---|---|
| Personio apps and services invoices | Covers your Personio plan and any additional app. | Contract-based, recurring (annually or monthly), and prorated if additional licenses are booked mid-term. |
| Personio Payroll invoices | Covers your Personio Payroll subscription. | Issued monthly, usually on the 4th of each month. |
| Invoices for one-off services | Generated when booking a specific, non-recurrent service. | Usage-based. Examples include professional services, job postings, electronic signatures, and AI credits. |
| Credit notes | Documents issued to correct, reduce, or offset an existing invoice balance. |
Common items
All your invoices include the following information by default:
- Personio SE & Co. KG header (issuer name + address)
- Document type and number
- Date
- Amount (always in EUR)
- Customer ID
- Payment status
- Billed to (company name)
- Footer (legal entity, bank details)
Payment status
The following table lists the possible statuses for your invoices:
| Status | Description |
|---|---|
| Paid | Payment has fully covered the invoice total. |
| Payment Due / Posted | Personio has finalized the invoice, and it's awaiting payment collection (or within the payment terms window). |
| Not Paid | Automatic payment collection failed, or the invoice passed its due date without receiving payment. |
| Voided | The invoice was canceled or written off and requires no further payment. |
| Pending | This status applies when you initiate an online transaction (like SEPA Direct Debit) and it's awaiting confirmation." |
An invoice can show a payment in progress indicator alongside its status. This means the system has initiated payment collection but is still processing it. If you see this indicator, you don't need to take any action. Payments can take a few business days to settle, which is common with SEPA Direct Debit.
Depending on the type of invoice, they also contain other information:
Personio apps and services invoices
- Payment terms
- Billing period
- Next billing date
Invoices for one-off services
Each invoice contains a clear description of the service it covers, plus any other relevant information.
For example, line items in job posting invoices indicate the website the posting was promoted on, the job role, and the period of time of the promotion.
Credit notes
- Credit note number
- Reference invoice number
- Credit note reason code
- Credit note status
- Amount available
Credit note statuses
The following table lists the possible statuses for credit notes:
| Status | Description |
|---|---|
| Refund Due | Some or all the credits are still available for use. |
| Refunded | All the credits have been refunded. |
| Voided | The credit note has been canceled. |
| Adjusted | The credit has been entirely allocated against an invoice amount. |
Update invoice details
You can update the billing information that appears in future invoices. Follow these steps:
- Go to Settings.
- Under Account & support, click Subscription & billing.
- Scroll down to the Billing information widget. All the information you enter here appears in your invoices.
- Click Edit.
- Update the needed information and save the changes.
Frequently asked questions
Some information in an already issued invoice is incorrect or missing. Can I correct it?
You cannot update the information that appears on already issued invoices. Contact us and our team can help you with that.
I want to dispute an invoice.
Contact us with your invoice details and the reason for the dispute. Our team will review it and get back to you.
Can I add a cost center or purchase order number to my invoice?
You cannot add a cost center or internal order number to your invoices. However, our team can add a purchase order to your invoices. Contact us.
Can I get an account statement or a balance confirmation?
If you need an account statement or a balance confirmation, contact us and our team can help you with that.
It looks like I've been charged twice.
When you upgrade or change your plan, we issue a credit note for the unused portion of your previous package and a new invoice for the updated package. Both documents appear in your invoice list, but you're not being charged twice: the credit note offsets the overlap. You can check your credit notes in Settings > Account & support > Subscription & billing > Invoices. If that doesn't apply, contact us and our team can help you with that.
Why am I not being charged in my currency?
We currently only support EUR as invoice currency.
I have a credit note with an open credit balance. What does that mean?
We issue credit notes in case of billing adjustments or service changes. The open credit balance will automatically apply toward future invoices. If you prefer, you can contact us to request a credit payout instead.