This guide covers the billing records for your platform plan, the plan you pay Mateflow for your community: invoices (receipts), the card that pays for it, and your billing address and tax ID. Member payments to you are separate; see Manage subscribers, payments, and refunds.
Who can do this: In the admin console: community owners, admins, and billing admins. In the creator dashboard: the workspace owner makes changes; teammates with Finance access can view. · Where: Web (admin console and creator dashboard). · Plan: Applies to every platform plan.
Where to find platform invoices and payment methods
| Admin console (Admin → Billing) | Creator dashboard (Dashboard (app.mateflow.com) → Billing) | |
|---|---|---|
| Invoices | History: this community's invoices | Invoices: every community in the workspace |
| Cards | The Payment card on Overview, managed in Stripe | Payment methods: cards for the whole workspace |
| Billing details | Billing address & tax details on Overview | Settings: Billing information |
Download invoices in the admin console
- Go to Admin → Billing → History. The top cards show Total Spent, Invoices, Next Payment, and Last Payment.
- In Billing History, search invoices or filter by status: Paid, Pending, Failed, or Refunded.
- Use the icons on a row to view or download that invoice. Click the row itself to see its details, such as the Invoice number, Issue date, Billing period, and Activity, and click Download PDF.
- To export the list, click Export and choose Export as CSV or Export as PDF.
For a Failed invoice, click Retry payment in its details. Stripe's billing portal opens, where you can update your card.
Find invoices for all communities in the creator dashboard
Go to Dashboard (app.mateflow.com) → Billing → Invoices. Filter by community and by status (Paid, Pending, Failed, Void). Click View or PDF on an invoice. Click Export CSV to export the list; you get an email when the file is ready.
Update the card that pays for your platform plan
In the admin console: on Admin → Billing → Overview, the Payment card lists your saved cards On file, marked Default, Expired, or Expires soon. Click Manage in Stripe to add a card, remove one, or change the default in Stripe's secure portal. With no card on file, click Add payment method in Stripe.
Adding a card doesn't start a subscription by itself. To subscribe, see Your platform plan and free trial.
In the creator dashboard: go to Dashboard (app.mateflow.com) → Billing → Payment methods. Cards on a workspace pay for every community in it.
- Click Add card to enter a card on Stripe's secure page.
- Click Make default to choose the card that's charged.
- Click Remove to delete a card. A card that still pays for an active community subscription can't be removed until you make another card the default.
Only the workspace owner can add or remove cards here. Teammates with Finance access see the list.
Add your billing address and tax ID
In the admin console: on Admin → Billing → Overview, open Billing address & tax details. Fill in Company Name, Tax ID (for example a VAT, GST, or EIN number), Address Line 1, Address Line 2, City, State / Province, Postal Code, and Country, then click Save Address.
In the creator dashboard: go to Dashboard (app.mateflow.com) → Billing → Settings. Under Billing information, enter the Billing email, Company name, Address, and Tax ID: choose a Type (US EIN, EU VAT, GB VAT, AU ABN, or CA BN) and enter the Value. Click Save changes. Teammates with Finance access see You have read-only access. Billing managers can make changes.
Stripe generates your platform invoices from the billing details in Stripe's billing portal. To make sure your tax ID is printed on your invoices, add it there as well: on Admin → Billing → Overview, click Manage in Stripe.
Set billing emails and spending alerts
On Dashboard (app.mateflow.com) → Billing → Settings, the workspace owner can also:
- turn on Email notifications for invoices and payment receipts, and Notify me ~7 days before each renewal charge, under Billing preferences;
- turn on Spending alerts and set a Monthly spend threshold, a Single invoice threshold, and the Notify emails that receive the alert.
Things to know about platform invoices
- Tax forms for money members pay you, such as a 1099-K, come from Stripe, not from these pages. See Connect Stripe and get paid.
- Invoices for your members' subscriptions are issued by your own Stripe account, not by Mateflow. The business details and tax ID on them are the ones set in your Stripe account.
- If a payment fails, see Troubleshoot billing and plan problems.
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