Understand your billing and invoices

This guide explains the fees on your Teya Account, when we charge them, and how to find your invoices. In short:

• Card transaction fees come out of your daily Settlements — no invoice.
• Service fees (rental, membership, one-off purchases) are invoiced and charged in advance.
• You can download invoices from the Teya App or Business Portal.

Types of fees on your account

Your fees fall into two categories, which we handle differently:

Service fees in detail

These fixed costs cover your hardware and account services:

• Card Machine rental fee: The monthly cost for renting your Teya Card Machine.
• Membership fee: A subscription fee applicable to certain agreements.
• One-off purchases: Items such as a Charging Base or a PayOnce payment (a one-time payment covering rental for a fixed period).

When and how we collect payments

We charge recurring service fees in advance for the upcoming month, deducting your Card Machine rental fee and membership fee automatically from your Settlements. Your billing cycle depends on how you completed Registration and the equipment you use.

Important: Your billing date may vary. If your Registration was completed after April, your Activation date becomes your recurring billing date. For example, if Activation finishes on the 18th, your charges will always process on the 18th of every following month.

When will my billing cycle start if I pay during Registration?

If you pay upfront during Registration (for example, through the Teya Store or self-registration), your billing cycle begins immediately. Your recurring billing date matches the date you completed Registration, and all future charges process on that date automatically.

When will I be billed for my Card Machine rental?

If you rent a Card Machine, you pay nothing during Registration. Your first rental charge happens 7 days after your agreement date, deducted directly from your Settlements. This gives you time to receive your delivery and complete setup.

How are outstanding balances collected?

If your Settlement is too low to cover the fees, we collect the outstanding amount via Direct Debit or Pay by Link. We email you in advance — subject line "Important: Direct Debit Collection in 10 Days" — confirming the amount, the collection date, and the bank details we'll use.

How do I pay for PayOnce?

PayOnce is a one-time upfront payment covering your Card Machine rental for a fixed period, so you pay no ongoing monthly rental fees during that time. You pay before setup is complete, in one of two ways depending on your Registration:

• During Registration: We take the one-off charge automatically as part of the Registration process.
• Via payment link: We send you a secure payment link. You complete the payment by submitting your details through that link.

How to view your invoices

We generate an invoice as soon as a service fee charge succeeds. It covers your Card Machine rental, membership fees, and any other recurring services for the upcoming month.

Receive invoices by email

We send invoices as PDF attachments to the registered email address on your Teya Account. If several charges happen at once, we usually group the PDFs into a single email sent the next day.

Tip: Can't find an invoice? Search your inbox for "Teya invoice" and check your Junk or Promotions folders.

Download via Teya App

1. Open the Teya App and tap your business name at the top of the screen to open the Side Menu.
2. Tap Statements and Billing.
3. Tap Invoices at the top of the screen.
4. Tap the download button next to the invoice you want.

Download via Teya Business Portal

1. Open the Business Portal and log in with your credentials.
2. In the left sidebar, select Invoices under Settings.
3. Select the invoice you wish to download.
4. Click the download button next to the invoice you want.

What your invoice shows

A standard UK invoice includes:

• Invoice number and date: Unique identifiers for your records.
• Seller information: Typically Teya Solutions Ltd.
• Fee description: A clear name for the charge (for example, "Terminal rental").
• Service period: The dates covered (for example, 1–31 March).
• VAT amount: The applicable tax (typically standard rate).

Managing changes to your fees

Adding a new service

If you add a subscription (such as a new Card Machine) mid-cycle, we don't charge you immediately. Your next invoice shows two separate lines:

• A pro-rata charge for the days you used the service in the previous month.
• A full charge for the upcoming month.

Inactive accounts (the 90-day rule)

To treat inactive accounts fairly, we stop charging recurring fees if you stop transacting:

• How it works: If you don't accept Payments for 90 days, we pause your recurring billing.
• Resuming billing: A successful transaction resets the 90-day counter and resumes billing automatically. This prevents balances from building up on unused accounts.

Closing your account

If you close your account, we review it for outstanding balances or cancellation fees. Because we charge recurring fees in advance, we don't issue pro-rata refunds for unused days in your final month.