Invoices and payments
GrayPass records the agreed commercial obligations and usage. Stripe supports invoice delivery and payment collection. The invoice and payment state shown in Billing should be read together with the agreement and any credits or adjustments.
Use the invoice and settlement breakdown to reconcile cash, credit notes, customer-balance allocations, and bank payments. The Console presents these amounts separately.
What appears on an invoice
Depending on the agreement and billing event, an invoice can cover an evaluation fee, a platform installment, additional usage, or an approved enterprise addition. The schedule identifies gross platform fees, evaluation credit, and net installment amounts. Applicable taxes and financial adjustments are separate from the definition of usage units.
Review these fields before paying:
- The legal payer and billing contact.
- Agreement and service-period references.
- Invoice kind, currency, issue date, and due date.
- Gross fee, applied evaluation credit or other adjustments, and net amount due.
- For usage, the window, eligible/included/additional quantities, and contracted rate.
- Applicable tax treatment and the supported payment instructions.
For an invoice correction, contact GrayPass with the existing invoice reference and the line to review. Retain that reference throughout reconciliation.
Held, released, and paid are separate states
| State or indication | Meaning | Customer action |
|---|---|---|
| Draft or held | An obligation or a later collection issue is awaiting review. | Review details if requested; confirm payment instructions with GrayPass if the invoice is held. |
| Released/open | The invoice is available under the approved collection process. | Use its hosted payment link or agreed instructions. |
| Paid/collected | The system has recorded a settlement outcome. | Review the payment and adjustment breakdown if reconciling cash. |
| Credited, void, refunded, or disputed | A financial adjustment or exception affects the invoice. | Reconcile the adjustment document, current invoice state, and service access separately. |
| Reconciliation or collections review | Evidence or a payment event needs review. | Contact the billing team with the invoice reference. |
GrayPass releases an invoice after the agreement and applicable billing prerequisites have been checked. The console may show Held instead of a payment link. A later financial review can also affect an invoice that previously had a payment link, so use its current status and the billing team's instructions. If a hold affects your planned start date, contact GrayPass using the existing agreement reference.
Payment methods
Use the invoice's hosted page to see the payment methods available for your account and invoice. Supported payment flows include cards, bank transfer, and ACH debit. Bank methods require the relevant account capability, customer eligibility, and commercial setup. Confirm an essential payment method with GrayPass before your due date; only use the instructions presented for your invoice.
Bank transfer and ACH debit have different settlement and reversal semantics. Track a transfer or debit through final settlement. Retain the reference for a pending bank event and request reconciliation before initiating another payment.
Wallet options and authentication prompts depend on your device, payment method, and account configuration. Follow the hosted page's instructions if authentication is requested. Check the tax lines on the actual invoice and raise an incorrect payer address or tax treatment with GrayPass before payment.
Hosted payment portal
Owners and administrators can open the payment portal from Console → Billing when a supported customer payment account is available. The portal provides the supported payment-method and invoice functions. Use the signed-agreement process for plan changes, renewal terms, cancellation, and enterprise additions.
Use the link created by the console for your current tenant. Do not share a portal session link in a ticket or reuse another person's link. If a portal action fails, record the time and invoice reference and contact founders@graypass.org.
Receipts, balances, and external payments
The invoice view distinguishes collected cash, refunds, credit notes, and, where applicable, verified externally received cash. Reconcile credits as invoice-ledger adjustments and cash as received funds.
For an agreed payment made outside the hosted invoice flow, provide GrayPass with the invoice and remittance references through the agreed billing channel. GrayPass verifies funds received and reconciles the invoice. A receipt records the funds already received; initiate transfers through the agreed payment method. Partial or excess external amounts require review rather than assuming a full settlement; retain your payment record until the invoice reflects the agreed resolution.
Keep remittance details and invoice references together in your own accounting system. Reconcile the invoice's current state after a refund, dispute, reversal, or credit note rather than relying on an old screenshot or notification.
Payment failure and access
A failed or reversed payment may change commercial access according to the agreement and review process. It must not change an assurance decision from deny, hold, or challenge into allow. If commercial access is unavailable, an integration receives an explicit commercial-access error and must follow its safe operational path.
After commercial access is restored, request fresh authorization for the pending operation and follow its decision and proof requirements.
Notifications and disputes
Use the console to inspect the current agreement and invoice state. Keep your billing contact current and confirm the agreed invoice-delivery method during setup. If an expected email is missing, check Billing and contact GrayPass; the signed due date and invoice remain in effect independently of reminders.
For a billing question, share the invoice reference, the discrepancy, UTC dates, and relevant remittance reference through the agreed support route. Never send full payment-card details, API keys, or unrelated customer data. Contractual dispute and payment deadlines remain those of the signed agreement.