Set Up Your Subscription in Happeo

⚠️ Important: If you are managed by our Customer Success (CS) team, you do not set up billing yourself. Please contact your Customer Success Manager (CSM) for assistance with your subscription.

1. Go to billing in the Admin Settings

1. As an admin, log in to Happeo.
2. Click your avatar at the top-right corner of the main navigation.
3. Go to Admin Settings > Billing.
4. You’ll see the billing portal embedded directly in the page.
   1. Note: At the top of the page, you’ll also find an indication of how many days left you have of your trial. After your trial expires, you’ll be moved to the Starter Package if you do not alter your subscription plan.

You’ll see an overview of:

• Your subscription plan (Starter, Growth, or Enterprise).
• Whether your subscription is active or not.

Click Open billing portal to see or modify your:

• Package details.
• Account information.
• Billing & shipping addresses.
• Payment methods.
• Billing history.

Note: The price shown next to your active package reflects the total cost of all seats (licenses) in your environment. Read more about seating in Happeo in this article.

2. Set up your account details

Go to Account Information and make sure your account details are correct. You can also add your company name here if you’d like.

3. Edit your package

By default, your subscription starts on the Starter Package. If your organization’s needs change, you can easily upgrade or switch to a different package.

To update your subscription:

1. Open the billing portal and click your current package name (e.g. Starter).
2. Select Edit subscription, then click Change next to your active package.
3. In the window that opens, use the drop-down menu at the top to choose a new package:
   • Starter
   • Growth
   • Enterprise

If you decide to change your subscription, follow the steps above. Your new subscription will take effect at the start of the next billing cycle. 

🔎 See what each package consists of here.

4. Select a billing plan

In the same window where you edit your package, you can also choose a billing plan — either monthly or yearly. 

After selecting your preferred option, click Update to save your changes. 

Your changes will take effect at the next billing cycle. To see when they’ll be applied, go to View scheduled changes.

5. Enter your shipping details

Next, go to Update your shipping details and enter your information. When finished, click Update to save.

It’s important to keep these details accurate — they ensure that any physical correspondence, invoices, or official documents reach the correct address. While most customers won’t receive physical mail unless specifically required, having the right information on file helps prevent issues if documents ever do need to be sent. You can update your shipping details at any time if your address changes.

6. Enter your billing information

The next step is to enter your billing information.

1. Click the Back button to return to the main billing portal menu.
2. Go to Billing & Shipping Addresses and enter your billing details.
3. Click Update to save your information.

🗒️ Note: All subscriptions are billed in euros (€), regardless of region.

You’ll then see your billing and shipping addresses listed in this tab. Keeping these details accurate and up-to-date ensures invoices are generated correctly and helps your organization stay compliant with financial and legal requirements. 

7. Add a payment method

The final step is to add a payment method to ensure your subscription can be billed correctly.

1. From the main Billing portal menu, go to Payment Methods.
2. Enter your card details.
3. Click Add to save them.

💡 You can add multiple payment methods and choose which one to set as your default. If your cards expire or you’d like to switch to a different card, you can update or replace your payment method at any time. Keeping this information up-to-date ensures uninterrupted access to Happeo.

8. Review your changes

After entering your account details, selecting a package and billing plan, and adding your shipping, billing, and payment information, the final step is to review your changes.

Go through each tab in the billing portal to confirm that all details are correct before completing the process.

How to cancel your subscription

If you decide to cancel your subscription, the process depends on whether you’re a self-serve customer or if you are managed by our CS team.

• Self-serve customers: You can request cancellation directly through the billing portal. Detailed steps are outlined in this article.
• Customers managed by our CS team: Please contact your CSM to discuss your cancellation. In most cases, notice periods and contract terms will apply.

🔎 For a step-by-step guide, including what happens to your data and access after cancellation, see our full article on cancelling your subscription.

FAQ

Getting started with billing

I’m not sure if I’m a self-served customer or if I’m a customer managed by Happeo. What should I do?

If you see a billing portal in the Admin Settings > Billing, you are a self-served customer and can follow the steps in this article. 

Customers managed by our CS team should see a message in the Billing section stating “Your subscription is managed by Happeo.”

If you just signed up for Happeo during or after a contract negotiation, your account may be marked as self-served, until your CSM changes it through our backend. During this time, you will likely see the billing portal. You do not need to set up any billing details in such a case.

If you’re unsure, reach out to our Support team or your CSM to confirm.

Who can access the billing section in Happeo?

Only admins have access to the Admin Settings > Billing section. Regular users cannot view or change subscription details.

Can I assign a different person in my organization to manage billing?

Only admins can access the Billing section. If someone from finance or another team needs access, they must be added as an admin. 

🔎 See this article for instructions on how to set a user as an admin.

Payments, invoices & billing history

How can I add a backup payment method?

1. Click your avatar at the top-right corner of the main navigation.
2. Go to Admin Settings > Billing.
3. Open up the billing portal and go to Payment Methods.
4. Click Add New and fill in the payment details.
5. Click Add once everything looks good.
6. (Optional): Categorize the payment method as Primary or Backup.

How can I remove a payment method?

1. Click your avatar at the top-right corner of the main navigation.
2. Go to Admin Settings > Billing.
3. Open up the billing portal and go to Payment Methods.
4. Click the payment method you want to remove.
5. Click Remove Payment Method and confirm removal.

🗒️ Note: You can only remove payment methods that are not set as your primary payment method.

What happens if my payment method fails?

Happeo will retry a failed transaction automatically until a certain number of tries.

Where can I find my billing history and invoices?

Invoices and billing history are accessible from the billing portal. 

1. As an admin, log in to Happeo.
2. Click your avatar at the top-right corner.
3. Navigate to Admin Settings > Billing.
4. Open the billing portal and go to Billing History.
5. Click Download next to the invoice you would like to see and locate the file on your computer.

Managing your subscription

What happens if I want to change my subscription mid-cycle?

For self-serve customers, subscription changes cannot be applied mid-cycle. Any changes you make will take effect at the start of your next billing cycle.

For customers managed by our CS team, a prorated charge will be applied for the new package, and a credit note will be issued for any unused portion of the previous package. The exact process depends on the agreement with your CSM. The agreement will confirm the start date of your new package, and billing will be adjusted accordingly. To review the details for your account, please contact your CSM.

Can I update the number of seats in my subscription?

Yes. Seat-based usage metering is supported, so any updates to your user count will automatically reflect in billing. 

🔎 Click here to learn more about seating in Happeo.