Adding a Billing Entity: Regardless of payment method, it is mandatory to link at least one billing entity to your account. You can do that for the first time in the order flow or by selecting "Account" in the top right corner and then clicking on "Billing Entities" in the drop down. You will see a tab on the left called "Billing Entities" and once you navigate to this tab will have the option to "Add a New Billing Entity". You can save as many billing entities as needed, however, we recommend only creating one entry for each billing entity used to avoid confusion.
When the users start an order, they will be presented only with relevant billing info in the checkout flow. They can then select a pre-saved billing entity from the list presented. Note: Depending on permissions, only selected team members can add a billing entity. This helps administrators control expenses and ensure that the correct billing information is used. For billing entities used for invoicing, please ensure the correct information required by your finance organization is included to avoid delays in order processing. For billing entities used for credit card orders, it is important that the information matches the billing information on record with the credit card company to avoid delays with order processing.
Important: Each new billing entity added in the system needs to be connected to a Group, otherwise users will not see it in the checkout flow.
- Go to Account - Team - Group
- Find the group(s) for which this address is relevant
- Search for it in the billing address field, add and save it.
- After this users from that group(s) should see it.
Changing a Billing Entity: Select "Account" in the top right corner and then clicking on "Billing Entities" in the drop down. You will see a tab on the left called "Billing Entities" and once you navigate to this tab will see the billing entities saved to your account and can select "Edit" on the right hand side of the address you want to change.
Billing Entities and Invoices: If your account is set to pay on invoice, the invoice will be emailed to the email address included in the entry (unless we have agreed an alternative invoicing process with your account owner). Please ensure that your billing entity information includes the full legal name of the paying entity (e.g., Gelato AS, Gelato Inc.) and the contact details of the associated finance department to ensure the correct part of your company is invoiced.