Manage Your Billing

Settings → Billing is your DishBooks account at a glance: what you’re paying for, when you’ll be charged next, the card on file and every invoice we’ve sent you. It updates on its own as your business changes. Add a location or turn on Bill Pay, and you’ll see it here right away.

Before you start

Billing is visible to the Owner and anyone whose role has Billing set to View or Manage. View shows the page and invoices. Manage also lets someone change payment methods, plans and Bill Pay. No default role besides Owner has Billing. Don’t see it? Ask your Owner. See Set up roles.

Your plan

The top of the page shows:

• Billed locations: how many locations you’re paying for. An active entity with no active locations counts as one. Click Edit locations to jump straight to Settings → Locations, where you can add a location or make one inactive. See Set up your locations.
• Next billing date: when your next charge goes through. Your first charge comes one month after you start your free trial, and after that every 30 days.
• Billing address: the address on your invoices. Click Edit to update it.
• Your DishBooks plan: your price per location times the number of billed locations.
• Bill Pay (add-on): lets DishBooks mail checks to your vendors. It has its own monthly fee per location plus a small fee per check, and you only pay the monthly fee for the locations you turn it on for. See Turn on Bill Pay below.
• Subtotal and Next billing total: what you’ll be charged on your next billing date.

Breakdown by entity lists each entity with its number of locations and its share of the total. Click an entity (or Expand all) to see its locations.

Turn on Bill Pay

1. Next to Bill Pay, click Choose locations. The Bill Pay locations panel opens, with your locations grouped by entity.
2. Tick the locations that should use Bill Pay. Select all picks every location; Clear unticks them all.
3. Check What changes at the bottom before you save. It shows what you’ll be charged right away for the locations you just added, and what Bill Pay will add to your regular bill from your next billing date.
4. Click Save.

To turn Bill Pay off for a location, open the same panel, untick it and save.

Payment methods

The card you entered when you signed up for DishBooks pays for everything to start. It’s marked Default, and it shows the last four digits, the expiration date and which locations it covers.

Want to split it up? Say each of your entities has its own business credit card. Click Add payment method, enter the card and click Add. Tick Set as default payment method if this card should replace the current default. Once you have two or more cards, each row in Location billing gets a Payment method dropdown. Pick the card for each location, or Default to follow the default card. Each card then shows how many locations it covers and its monthly amount.

To change the default later, click Set as default on another card. You can remove a card with the trash icon, once it isn’t the default and no location uses it.

Location billing

Location billing lists every location and the plan it’s on: the DishBooks Plan or Basic. To switch a location, click its Plan dropdown and pick the other one. DishBooks shows what the change costs and asks you to confirm before anything is saved.

• Moving up to the DishBooks Plan takes effect right away. DishBooks charges the prorated amount for the days left in the cycle to the location’s payment method.
• Moving down to Basic takes effect on your next billing date. The location stays on its current plan until then, with no credit for this cycle, and its row shows Downgrades with the date.

DishBooks Plan or Basic?

• DishBooks Plan is for your restaurants: every location that serves guests.
• Basic is for entities that aren’t restaurants, like a holding company, a management company or a property LLC.

Basic includes nearly everything: the GL-level cost breakdown, prime costPrime costCOGS plus total labor cost. Usually a restaurant's biggest controllable expense. and COGSCOGSCost of goods sold. What you spent on the food and drink you sold in a period. visibility, the Smart Dashboard, multi-location and consolidated reporting, fiscal calendar accounting and Dex, your financial assistant. What it leaves out is the day-to-day work a non-restaurant entity doesn’t need:

• POSPOSPoint of sale. The system you ring up checks on, like Toast or Square. and other third-party connections.
• AI-driven bank reconciliation. Bank transactions are entered by hand instead.
• Bills, sales days and AR. From the day Basic starts, they stay viewable but can’t be changed, and the location can’t carry add-ons like Bill Pay.

The difference is the kind of business, not how much of DishBooks you get to use. Not sure which plan fits? Reach out and we’ll help you pick.

Invoices

Every DishBooks invoice lives at the bottom of the page, newest first, with the invoice number, date, the period it covers, the amount and whether it’s Paid or Unpaid. Each one is also emailed to your billing email.

• Click the eye to view an invoice.
• Click the download arrow to save a copy for your records or your accountant.

You’re billed at the start of each period, so an invoice dated September 21 covers September 21 through October 20.

Added a location partway through the month? You’ll see a smaller invoice for just the days left in that billing period.

If a payment fails

A Payment past due banner appears at the top of the page with the reason the card was declined. Anyone with Manage can click Retry payment, choose which card to charge and click Charge. Adding another card first works too.

Delete your account

At the very bottom is Delete your account. Deleting is instant: everyone loses access, billing stops and all of your account data is gone right away. There’s no undo, so download anything you need first, like your reports and invoices.

Thinking about it because something isn’t working? Reach out to us first. We’d love the chance to help.

Tips and common questions

What am I billed for?

Each active location on your plan, plus any add-ons like Bill Pay.

We closed a location. How do I stop paying for it?

Make the location inactive in Settings → Locations. Your billing updates to match. See Set up your locations.

I added a new location. When does billing start?

After a grace period of about a day. Then you’ll get a smaller invoice for the rest of the current billing period, and the location is included in your regular bill from then on. During your free trial nothing is charged.

Can my accountant get copies of our invoices?

Yes. Download them from Invoices, or give your accountant the Billing permission.

What can I pay with?

A credit card.

What’s next

Your account’s in good shape. Make sure the right people can see it.