Your Billing Identity controls who your Octopods invoices are made out to, who receives them, and the tax information associated with your billing account.
You can manage these details from Billing → Billing identity.
Note: Only account admins can update Billing Identity. Other account members can view these details but cannot change them.
What information can I manage?
Section | What it controls |
Company & address | The company name and address printed in the invoice's Bill to section. |
Who receives the invoice | The primary email address for invoices and billing notices. |
Tax | Your VAT number and current tax treatment. |
Send a copy to | Additional email addresses that receive invoice copies. |
How do I update my company name or billing address?
To change the information printed on your future Octopods invoices:
Open Billing → Billing identity.
Find Company & address.
Update your company name or billing address.
Select Save billing details.
The address form adjusts its fields based on your selected country.
Note: Your Billing Identity address is separate from the billing address associated with your saved payment card. See Managing Payment Methods for information about card billing details.
How do I change my primary billing email?
Your Primary billing contact receives Octopods invoices and payment notices.
To update it:
Open Billing → Billing identity.
Find Who receives the invoice.
Update the Primary billing contact email address.
Select Save billing details.
Note: Your primary billing contact can be different from your Octopods login email. Changing it does not change your login credentials.
How do I send invoices to additional recipients?
Octopods lets you add up to 5 additional invoice recipients, alongside your primary billing contact.
This is useful if you want your finance team, accountant, or other colleagues to receive invoice copies.
Add an invoice recipient
Open Billing → Billing identity.
Find Send a copy to.
Enter the recipient's email address.
Optionally, add a label, such as Finance or Accountant.
Select Add.
The recipient will receive copies of future invoices.
Remove an invoice recipient
To stop sending invoice copies to an address:
Open Billing → Billing identity.
Find the recipient under Send a copy to.
Select Remove next to their email address.
The recipient will no longer receive future invoice copies. You can add them again later if needed.
How do I add, update, or remove a VAT number?
To manage your VAT number in Octopods:
Open Billing → Billing identity.
Find Tax.
Enter your VAT number, including its country prefix, or clear the field to remove it.
Select Save billing details.
Octopods checks the VAT number's format and submits supported EU VAT numbers for verification.
Your current classification appears under Tax treatment, which is read-only and cannot be manually changed.
For information about VAT verification statuses, reverse charge, tax exemptions, and incorrect tax treatment, see VAT and Tax Handling.
When do Billing Identity changes take effect?
Changes to your Billing Identity apply to future invoices issued after the changes are saved.
Future invoices: Use your updated company, address, and billing contact information.
Previously issued invoices: Are not automatically updated or reissued.
VAT changes: May require verification before the appropriate tax treatment takes effect.
If you change your billing country, review your Tax treatment. Changing your address alone does not guarantee that existing subscription tax settings have been recalculated.
For more information about country-specific VAT rules and verification, see VAT and Tax Handling.
To review or download your invoices, see Viewing and Understanding Invoices.
If you need to correct an already issued invoice or your tax treatment appears incorrect, contact Octopods Support.
Why can't I update my Billing Identity?
Only Octopods account admins can change billing information or manage invoice recipients.
If you're an account member without admin permissions, you can view Billing Identity but cannot make changes.
Ask an account admin to update the information for you.
What if my billing information won't save?
If you're having trouble updating your Octopods Billing Identity, check that:
Your billing address is complete if you've entered or changed it.
Your primary billing contact contains a valid email address.
Your VAT number has the correct country prefix and format, if applicable.
You have account admin permissions.
If the address form doesn't load, reload the page and try again.
For VAT verification errors, see VAT and Tax Handling.
If the issue continues, contact Octopods Support.
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