Invoices, payment, usage and workspace ownership

Once the subscription is active, its management page brings together your billing details, your invoices, the payment method and renewal, month-by-month usage, your contractual documents and the ownership of the workspace. This article describes each of these tabs. It is for the owner of the workspace and the people who manage the subscription.

Before you start #

• These tabs require the “Subscription and billing (subscribe, invoices, billing details)” permission, in the “Platform administration” menu, “Subscription” section of the role matrix: Access level to view, Execute level to make changes. By default, the Administrator and the HR Manager hold it.
• The tabs only exist with an active subscription. To subscribe, see Subscribing and changing your subscription.
• The owner of the workspace is the person who holds the client account. This is not a permission in the matrix: some actions in the Workspace ownership tab are reserved for them.

Opening the management page #

Click your avatar, then My Subscription. Below the header, the Usage for the period block shows three gauges: Storage, Electronic signatures and Document validations, with the percentage of the cap reached. Further down are six tabs.

Billing information #

The tab shows the Billing contact (first name, last name, country, phone, email) and the company information (Legal name, VAT number, address). An empty field shows To complete.

1. Click Edit.
2. Correct the fields. The VAT number is checked when you save.
3. Click Save, or Cancel to go back.

Invoices #

The Invoices tab lists your invoices with their number, status, date and amount. The possible statuses are Paid, Upcoming, Unpaid (past due) and Partial. The PDF button on each row downloads the invoice. Each invoice is also sent by email, with its PDF, when it is issued.

Payment and renewal #

The Payment tab confirms the Payment by invoice method: Illizeo does not charge cards and you have no payment method to register. Invoices are paid by bank transfer, on the due date, to the Bank details shown. For Switzerland and Liechtenstein, they carry a Swiss QR-bill.

The Automatic renewal block says whether the subscription will renew, for how long and on what date.

• The switch and the Disable renewal button take effect as soon as you click, with no confirmation: the subscription ends at its term, like a cancellation, and the owner is told by email.
• The notice period applies: once it has passed, the end moves to the following renewal date. The screen then shows the date on which access ends.
• To change your mind before the term, use Cancel the cancellation at the top of the page.

Monthly usage #

The Monthly usage tab brings together up to three blocks.

• API platform (if your plan includes the API, or if it has already been used): the units included and consumed, broken down into API calls, Webhooks delivered and Scheduled exports. The Safety cap list sets a maximum, expressed as a multiple of the quota, or No cap; it is saved as soon as you change its value. At the cap, API calls are refused until the following month. The people who manage the subscription are alerted as the quota and the cap approach.
• Artificial intelligence: while AI is not enabled, tick the acceptance of usage-based billing, then click Enable AI. Once it is enabled, the block shows who enabled it and when; set the Monthly cap, then Save. At the cap, the AI features disappear until the following month. Disable AI removes them for everyone.
• The Billed active employees, month by month history: active employees, billed employees, overage, storage and signatures for each month. Export to CSV downloads this table.

Data protection and terms #

The Data protection tab explains how Illizeo processes your data.

• The Data deletion block reminds you that your data is permanently deleted 30 days after the end of the contract. Export my data prepares an archive of your workspace; a Download button appears when it is ready, and you are notified by email.
• One panel per contractual document: general conditions of sale, data processing agreement (DPA), technical and organisational measures, list of subcontractors, terms for artificial intelligence features, support and professional services conditions. Each one shows the accepted version and its date, offers Read the version in force and keeps the Acceptance history (date, email, IP address, browser), with View the accepted text.

When a new version of a document comes into force, an Our terms have been updated banner appears at the top of the management page. Tick the acceptance box, on behalf of your organisation, then click Accept. People who manage the subscription at the Execute level also see this request in a window when they arrive in Illizeo, with a Later option.

Workspace ownership #

The Workspace ownership tab names the owner, who holds the client account: subscription, invoices and the decision to transfer the workspace. The label This is you appears when it is you. Other people see the tab in read-only mode.

Creating another workspace with your address #

Intended for partners who manage several companies, Create another workspace opens the sign-up wizard with your address and name already filled in. You choose the company and set a password. The new workspace is fully independent, with its own subscription; the current workspace does not change. The link is valid for 30 minutes.

Transferring ownership #

1. Click Transfer ownership.
2. Under New owner, choose a collaborator, then click Continue.
3. Read the summary, then click Send the proposal.

Nothing changes until the person accepts. They receive an email and must accept from the link, signed in to their own account, before the expiry date shown. Once the transfer is accepted, they become the holder of the client account and receive the Administrator role; you stay in the workspace as a collaborator, with your current roles. While the proposal is pending, Cancel the proposal withdraws it.

Good to know #

• The details printed on invoices are those recorded when you subscribed. If you later change the Billing information tab, subsequent invoices do not change as a result: ask Illizeo Support to update them.
• The usage CSV export has French column headings and amounts in Swiss francs.
• Each tab has its own address: you can bookmark it.

FAQ #

I cannot see the Invoices tab. #

The tabs only appear with an active subscription. During the trial, the page shows the plan selection.

I cannot transfer ownership. #

Only the current owner can. If you are the owner and the list is empty, no collaborator can receive ownership at the moment.