Billing & Plans
Reading Your Invoice
Every charge Kapsule makes produces two records that describe the same transaction from different angles: an order, which is what you bought, and an invoice, which is the document your accountant wants.
Understanding which is which makes the Billing page much easier to navigate.
Order Numbers and Invoice Numbers
| Record | Format | What it is |
|---|---|---|
| Order | KC- followed by digits | The purchase: what you bought, provisioning state, and the refund controls |
| Invoice | KCI- followed by the year and a sequence | The tax document: line items, GST, totals, and the PDF |
The invoice sequence restarts each calendar year, so an invoice number is unique within its year rather than for all time.
Because an order and an invoice usually describe the same transaction, opening an invoice that belongs to an order sends you to the order page instead. That is not an error. The order page carries a View tax invoice button that gives you the same document. There is no separate invoices index page: All Invoices on the Billing overview takes you to the Orders tab.
Finding an Invoice
- Go to Billing.
- Open the Orders tab.
- Find the row by date, description, or amount.
- Click View.
- In the Manage card, use View tax invoice or Download PDF.
The five most recent invoices are also listed in the right column of the Plans tab if you just want the latest one.
What Is on the Invoice
The document is laid out in five blocks.
The Header
The top of the invoice carries our details on the left: Kapsule Group Limited, NZBN 9429050450015, and our GST number where GST was charged.
On the right sit the document type, the invoice number in a monospaced font, a status pill, the issue date, and, once paid, the date of payment.
The document is headed Tax invoice where New Zealand GST was charged, and simply Invoice where none was. See GST and Tax Invoices.
Billed To
This block holds your details as they stood when the invoice was issued: account name, billing email, and address.
If you have entered your own NZBN and GST number in the panel, they appear here as well. They are printed only on invoices issued after you saved them, which is why filling them in early matters.
The Line Items
The table has four columns: Description, Qty, Unit price, and Amount. Each line also carries a service period underneath it, showing the exact dates the charge covers.
Descriptions are built from the product, the plan, the billing cycle, and what kind of event caused the charge. You will see phrasing such as:
- "Web Hosting Pro, monthly subscription" for the first charge on a new subscription.
- "Web Hosting Start, monthly renewal" for every charge after that.
- "Upgrade to Web Hosting Pro (monthly)" for a mid-period upgrade.
That distinction between subscription and renewal is the quickest way to tell a new purchase from a recurring one when you are scanning a year of invoices.
The Totals
Where GST was charged, three rows appear:
- Subtotal (ex-GST), the sum of the line items before tax.
- GST (15%), the tax component.
- The total, which is the figure that hit your card.
Where no GST was charged, the GST row is omitted entirely and the subtotal row is labelled simply Subtotal.
The total is the only figure on the whole Billing area that matches your bank statement. Plan prices, the monthly bill figure on the Billing overview, and the recurring amounts on the plans table are all exclusive of GST.
Payment and Status
A Payment panel on the side shows which card was used, as a brand and the last four digits, and whether the invoice is paid, awaiting payment, or failed.
The status pill can read Paid, Due, Failed, Draft, Void, Uncollectible, Refunded, or Partially refunded.
An invoice is cut before the charge is attempted, so a failed or declined payment still leaves a document behind. That is deliberate: it means a failed charge is visible and traceable rather than silent. A failed invoice shows a banner reading "We could not process this invoice. Update your payment method and we will retry automatically", with an Update card button. See When a Payment Fails.
Downloading the PDF
The Manage card on an order or invoice offers three actions:
- View invoice opens the PDF in a new tab.
- Download PDF saves it, named after the invoice number.
- Contact support opens a ticket if something looks wrong.
Opening the invoice in a modal also gives you a Print option.
The PDF is generated on demand and is access controlled, so the link only works for someone signed in to your account. It is safe to email the file itself to your accountant, but a link will not work for them unless they have a login.
Reconciling a Year of Invoices
If you are preparing an annual return:
- Open the Orders tab and page back through the year.
- Download each PDF. The filename is the invoice number, so they sort chronologically once the year prefix is in place.
- Check that your NZBN and GST number appear on the ones you intend to claim against. If they are missing, they were not saved at the time and cannot be added retrospectively.
- Note that domain registrations and renewals are separate charges from your hosting, so a single month can produce several documents.
The Paid this year statistic on the Billing overview gives you a quick cross-check on the total and the number of invoices.
Troubleshooting
The invoice link took me to an order page. Expected. Use View tax invoice on that page for the document.
My invoice says Invoice, not Tax invoice. No GST was charged, which means your account currency is not NZD. A zero-GST document is correctly not a tax invoice.
The PDF will not open for my accountant. They are not signed in to your account. Send them the downloaded file rather than the link, or invite them with the Billing role. See Inviting Team Members and Setting Roles.
My company details are wrong on an old invoice. Issued invoices are immutable by design. Correct the details in the panel and they will appear on future invoices. If an invoice is materially wrong, open a support ticket.
I cannot find an invoice for a charge on my statement. Check the Orders tab around that date, including automatic renewals. If nothing matches, quote the statement date, amount, and last four digits of the card in a support ticket.
The invoice is marked Refunded. The money has been sent back to the original payment method. See Refunds and What Is Refundable.