Invoices and receipts

Where to find your invoices

Open Billing → Invoices in the staff portal. You'll see a table of every Vantrexia invoice ever issued to your tenant.

Column	What it tells you
Number	Invoice number issued by our payment processor
Period	The service period this invoice covers
Amount	Total charged in USD
Status	Paid, Open, Past Due, Void, or Uncollectible
Issued	Date the invoice was finalized
Actions	View detail, download PDF, download receipt

Click any row to open the invoice detail. The detail page lists every line item, applied coupons, taxes, and the payment method used.

What's on a typical monthly invoice

A monthly Vantrexia invoice usually has three kinds of line items:

Subscription: your base platform fee (Starter, Professional, etc.). Shown as <Plan name> — Monthly or — Annual.
Overage: per-patient, per-staff-seat, or per-device charges if you exceeded your tier's included quotas during the period. Shown as <X> patients @ <rate> for the units over the line.
Devices: any RPM devices ordered during the period. Each device is its own line: Blood Pressure Monitor (BP-CUFF-001) — $99.99. The device price typically includes a 1-year cellular data plan.

You may also see:

Discounts / Coupons as a negative line if a promotion is active
Taxes depending on your state and shipping address
Proration credits if you upgraded mid-period

Devices show on the invoice for the period in which they shipped, not the period they were ordered. If you order on the 30th and we ship on the 1st, the device hits next month's invoice.

Understanding device line items

When you order RPM devices through Billing → Order devices, each unit has a single up-front line on the next invoice. The price covers:

The device hardware (e.g., a cellular blood pressure cuff)
Configuration, packaging, and shipping to either your office or the patient
One year of cellular data so the device can transmit out of the box

After year one, an annual SIM renewal line item (low monthly rate per device) appears on the invoice. Devices you've retired stop renewing automatically.

Downloading PDFs and receipts

Every finalized invoice has two downloads:

Invoice PDF: the formal, line-itemized invoice. Use this for accounting and HIPAA-vendor expense tracking.
Receipt PDF: proof of payment. Use this for reimbursement requests or audit packets.

To download:

Open Billing → Invoices.

Find the invoice and click the download icon on the row (or open the row and use the buttons in the header).

Both files save to your browser's downloads folder.

You can also forward the receipt directly from the hosted invoice page. The invoice detail screen has an Email receipt button that sends a copy to any address you type.

Payment methods

Supported payment methods:

Method	Notes
Credit card	Visa, Mastercard, American Express, Discover. Most common.
Debit card	Same as credit.
ACH bank transfer (US)	Lower fees on annual plans; takes 2–4 business days to verify on first use.

To change your default payment method:

Open Billing → Subscription.

Click Manage payment methods. This opens our payment processor's secure billing portal in a new tab.

Add, update, or remove cards and bank accounts there.

Mark one as default. It's the method we'll charge on the next invoice.

Vantrexia never sees your full card number. Cards are stored directly with our PCI-DSS Level 1 payment processor. The staff portal only displays the brand and last 4 digits.

If a payment fails (expired card, insufficient funds, etc.), the payment processor retries automatically a few times over the following days. Your subscription status moves to Past Due during retries and the billing owner gets a series of emails.

If retries all fail, the subscription moves to Unpaid and access is suspended. You'll see a full-screen banner in the portal until you update the payment method. To recover quickly:

Open Billing → Subscription.

Click Manage payment methods and add a working card.

Click Pay now on the open invoice. Access restores within seconds of the charge succeeding.

Billing contacts

By default, billing emails (invoices, receipts, failure notices) go to the tenant's Owner. To CC additional people. For example, your office manager and your accountant:

Open Settings → Billing → Contacts.

Click Add billing contact and enter their name and email.

Choose which notifications they should receive (invoices, receipts, failure notices, all).

Click Save.

Billing contacts do not get a Vantrexia login. They only receive billing email. If they need to see invoices in-app too, invite them as a teammate with the Admin role and they'll have full Billing access.

Disputes and refunds

If a charge looks wrong, contact us first: most issues are quick fixes (a coupon that didn't apply, a device that should have been credited, etc.). Email billing@vantrexia.com with the invoice number and what you'd expect to see. We respond within one business day.

Filing a chargeback with your card issuer should be a last resort. Chargebacks freeze the related subscription until they're resolved and add unnecessary delay.