Vocatech bills once a month, on the 1st. You see the same amount on the same day, every month, unless your seat count changed.
There are two payment terms: automated and check. Most customers use automated. A handful prefer check. Both are fine.
The billing date
Invoices generate and charges run on the 1st of every month. If the 1st falls on a weekend or a holiday, the cycle still runs on the 1st. Your email arrives that morning with the invoice attached.
The invoice covers the month ahead. April's invoice is for April's service. You are paying forward, not paying for the previous month.
Automated terms
Automated means we have a card or ACH profile on file and the system charges it on the 1st. Most customers use this.
You receive the invoice by email the same day. The charge hits your statement within one to two business days depending on the card network. If it clears, there is nothing to do.
Check terms
Check terms means the invoice is due 10 days after the 1st. You get the invoice on the 1st and have until the 11th to send a check or ACH.
This is common for customers whose finance teams run paper cycles or who prefer to keep phone service on their accounts-payable workflow. If you want check terms, email billing@vocatech.com and we can switch you over.
When a card fails
Cards fail. Expiration dates, travel holds, fraud flags. It happens.
When a charge fails, the system retries automatically over several days. You also get an email on the first failed attempt so you can update the card before the next retry. We do not shut service off the moment a card fails. We reach out first.
If retries keep failing, a real person will call. Nobody wakes up to find their phones dead because of a billing glitch.
Prorated changes
Adding a user on the 15th does not cost a full month. The system prorates the cost from the day you added the seat through the end of the month. The next invoice shows the prorated line for the partial month plus the full month ahead.
Removing a seat mid-month works the same way, as a credit on the next invoice.
Getting help
Billing questions go to billing@vocatech.com. For anything urgent, call 718.395.1550. There is no phone tree for billing. A real person will pick up and pull up your account.