Invoices

AACsearch issues two kinds of billing documents:

• Invoices — for plan subscription charges (monthly or annual).
• Receipts — for wallet top-ups.

Both are emailed to your billing contacts and available in the dashboard. This page covers formats, tax handling, and retention.

Where invoices live

Click any invoice row to open the detail view with a download link (PDF) and a re-send button.

Invoice format

A plan invoice includes:

• Invoice number — sequential per org, format INV-{orgShortId}-{yyyy}-{nnnn}.
• Issued on — date in your billing entity's timezone.
• Due — usually the issue date (paid via saved card); for net-30 enterprise contracts, due date is 30 days out.
• Period — start and end of the billing period.
• Line items — one per quota with overage, plus the base plan fee.
• Subtotal.
• Tax — VAT / sales tax line(s) when applicable.
• Total — what was (or will be) charged.
• Payment method — last four digits of the card, or "Bank transfer" for invoice billing.
• Billing entity — your company name, address, VAT ID.
• AACsearch entity — our company name and tax IDs.

The PDF is rendered by packages/payments/lib/receipt-generator.ts and is byte-stable for any given invoice — re-downloading later produces the same file.

Tax handling per provider

AACsearch routes billing through one of six providers depending on your region. Tax handling varies.

You can see which provider is on file under /[orgSlug]/settings/billing → Payment method. The provider is determined at first checkout and can be changed only by re-running checkout.

Tax IDs and billing entity

To put your company's tax ID on invoices, fill the Billing entity form at /[orgSlug]/settings/billing → Billing details:

• Legal company name.
• Address (street, city, region, postal code, country).
• Tax ID (VAT ID for EU, UTR for UK, EIN for US, INN/KPP for RU, etc.).
• Optional: billing email (separate from the dashboard owner).

Changes take effect for future invoices only. To correct a past invoice's tax ID, open a support ticket — we re-issue with a credit note when the provider supports it.

Billing contacts

Up to three billing contacts can receive invoice emails. By default the org owner is the sole contact. Add more under Billing details → Billing contacts:

• Each contact has a name + email.
• Contacts do not consume seats.
• Contacts cannot log into the dashboard with billing-only access — for that, invite them as viewer.

Use this for finance / AP teams that should receive invoices without dashboard access.

Currency

Plan currency is fixed at first checkout. Most regions are USD; RU-billed customers are RUB. Once chosen, the currency cannot be changed without canceling and re-subscribing (talk to support for help).

The wallet currency is independent and follows the same single-currency rule — see Wallet & AI credits.

Overage line items

When an invoice includes overage, you see one line per quota:

Plan subscription (Pro)                  $99.00
Overage: search units (847,000 over)    $84.70
Overage: connector syncs (215 over)      $4.30
Subtotal                                $188.00
VAT 20%                                  $37.60
Total                                   $225.60

The overage detail expands to show the per-day breakdown so you can attribute spikes to specific dates.

Disputes and refunds

Disputes are handled through the original provider:

• Stripe: chargebacks via your bank are forwarded to Stripe; we respond with usage records.
• Lemon Squeezy / DodoPayments: refund requests through their support portal.
• Tochka: refund through Russian payment law (within 14 days for consumer payments).

To request a refund, open a support ticket from /[orgSlug]/settings/billing → Help. We do not process refunds directly — the provider holds the funds.

Retention

7 years is chosen because it is the longest common statutory retention (Russia, Germany, parts of the US). Enterprise customers can negotiate longer retention contractually.

Programmatic access

The v1 REST endpoint exposes invoices for automation:

curl https://app.aacsearch.com/api/v1/invoices?status=paid \
  -H "Authorization: Bearer $AACSEARCH_ADMIN_KEY"

Returns the list with download URLs (signed, 1-hour TTL). Useful for syncing into your accounting system.

Audit trail

Billing events emit audit log entries:

Wallet operations write to the wallet ledger rather than the audit log; see Wallet & AI credits.

Related

• Plans — plan matrix and pricing.
• Upgrade & downgrade — proration rules on plan changes.
• Wallet & AI credits — top-up receipts and ledger export.
• Quotas — overage mechanics that produce invoice line items.