Billing
The Billing tab is your record of what you’re paying Zavo every month and a full archive of every invoice we’ve sent you. Open it when you need to:
- See your current subscription at a glance — total monthly cost and next billing date
- Check what’s included — each module (Reservations, Marketing, etc.), how many of each you’ve got, and the one-time and monthly prices line by line
- Download an invoice as a PDF (for your accountant, your records, or a VAT return)
- Download a receipt for a paid invoice (proof of payment)
- Scan past invoices and confirm a charge that hit your card last month
Billing is a read-only view of your subscription and invoice history. It is not a self-service checkout — you can’t change plans, swap cards, or cancel from this page.
For any of those — upgrades, downgrades, adding a location, updating your card, cancelling — contact Zavo support and we’ll handle it for you. Everything you agree with us there will then show up on this page within one billing cycle.
Getting to the page
In the Dashboard sidebar, click Billing (the receipt icon). If you have access to more than one organisation (e.g. you operate under multiple companies), use the organisation switcher at the top of the sidebar to pick which one you want to look at — every organisation has its own billing separately.
If your business runs multiple venues (Soho + Shoreditch + Camden), Zavo puts them all under a single organisation and you get one combined bill for the whole thing. You don’t have to flip locations to see billing — the numbers on this page always reflect the organisation as a whole.
The individual locations show on the Current Subscription table as line items (e.g. “3 × Location add-on”).
Demo accounts
If you’re still trying Zavo out on a demo account, the Billing page looks completely different — you get a single blue panel:
No subscription card, no invoices, no numbers. Nothing to pay while you’re exploring. When you move off demo onto a real paid plan, the normal billing view takes over.
Current Subscription
The first card on the page. It has three parts: a summary header, the line-by-line items table, and a small VAT note.
The header
Across the top of the card:
- Credit-card icon + the title “Current Subscription”
- Next billing date just underneath — formatted in UK style, e.g. “Next billing date: 15 May 2026”. This is when your card will be charged again.
- On the right, your monthly total in large bold (“£247.50”) with “per month” underneath it. This is what you pay every month, after any discounts we’ve agreed. It’s the single most important number on the page.
If you’ve just signed up and billing hasn’t kicked in yet, you’ll see “No active billing plan.” on the header with a short explanation inside the card — “You do not have an active billing plan yet. Once your subscription is set up, your recurring charges and next billing date will appear here.”
The items table
Everything you’re being charged for, broken down into rows. Four columns:
| Column | What you see |
|---|---|
| Item | A small product thumbnail, the product name (e.g. “Reservations”, “Marketing”, “Location add-on”), a category tag (e.g. Add-on, Feature), and a short description underneath. |
| Qty | How many of that item you’re subscribed to. For most lines this is 1. For location add-ons it’s the number of venues (3). |
| One-time* | The one-off setup fee — if there was one. Most lines will show a dash here once the setup has been paid. |
| Monthly* | What that line costs you each month. |
If we’ve applied a discount on any line, you’ll see the full price struck through above the reduced price — so you always know your agreed rate.
The VAT note
At the bottom of the card, in small grey text:
* Prices shown exclude VAT (20%).
All the numbers on this card are net of VAT — the VAT is added on top at invoice time. Your actual invoice (in the Past Invoices section below) shows the VAT line separately and the gross total.
Past Invoices
The second card on the page — every invoice we’ve ever sent you, newest at the top.
The table
| Column | What you see |
|---|---|
| Invoice | A short invoice reference (e.g. INV-0042). If we haven’t generated a short reference yet, you’ll see the numeric invoice ID instead. Use it if you’re emailing support about a specific charge. |
| Date | The date the invoice was raised — formatted in UK style, e.g. 15 Feb 2025. |
| Type | Either Recurring (your monthly subscription bill) or One-time (a one-off charge like setup, add-on fee, or extra training). One-time shows in a blue outline. |
| Status | See the reference below. |
| Amount | The total on the invoice, including VAT. Displayed in the currency your plan is billed in (GBP for most UK venues; we’ll show whatever currency we’ve agreed with you). |
| Actions | A three-dot menu with Download invoice and (if paid) Download receipt. |
Status reference
| Status | Meaning |
|---|---|
| Paid (green) | We’ve received payment. Both the invoice PDF and the receipt PDF are available to download. |
| Pending (yellow) | We’re still waiting on payment. The card may be in-flight with your bank, or about to be charged. |
| Failed (red) | Your card declined, or the payment bounced. See the If a payment fails section below. |
The three-dot menu — downloading PDFs
On any invoice row, click the ••• on the right. Two options appear (depending on status):
- Download invoice — always available. Downloads the invoice PDF to your computer. Use it for your accountant, for your records, or to reclaim VAT.
- Download receipt — only available for Paid invoices. Downloads a receipt PDF confirming the payment was received. Use it as proof of payment.
Each download opens as a normal browser download — filename comes straight from Zavo, so you can drop it into your accounting folder without renaming.
A red message appears at the top of the invoices table if a download doesn’t go through — usually a browser quirk or temporary network blip. Just try the menu again. If it keeps failing, contact support and we’ll email the PDF to you manually.
Pagination
At the bottom of the invoice table:
- On the left — “Showing X–Y of Z invoices” so you always know where you are.
- On the right — Previous / Next buttons and a “Page X of Y” counter.
Ten invoices per page. Older invoices are on later pages — keep clicking Next to walk back through your history.
What you can’t do on this page (and what to do instead)
Everything below the line you’ll handle via Zavo support rather than self-serve. Email us or open a support chat and we’ll action it:
| You want to… | How |
|---|---|
| Upgrade or downgrade your plan | Contact Zavo support. |
| Add or remove a location | Contact Zavo support. |
| Turn on / off a feature (Marketing, Reservations, AI agent) | Contact Zavo support. |
| Change the card we charge | Contact Zavo support — we’ll send you a secure link to update your card. |
| Change the billing email or company details on invoices | Contact Zavo support. |
| Add a VAT number to your invoices | Contact Zavo support. |
| Cancel or pause your subscription | Contact Zavo support. |
| Apply a discount code | Contact Zavo support — we’ll apply it and it’ll show up on this page at your next billing cycle. |
Restaurant subscriptions aren’t one-size-fits-all — the right plan depends on how many venues you have, whether you’re using Reservations or Marketing, what hardware’s on site, and what we’ve agreed commercially. Routing every change through a human means you always get the right answer (and never get surprise charges you didn’t agree to).
If a payment fails
If a monthly charge fails (card expired, insufficient funds, bank flagged it as unusual activity) the invoice status on this page flips to Failed.
What to do:
- Don’t panic — a failed payment doesn’t turn off your POS or cut off your service immediately. Your card processing, reservations, KDS and everything else keeps running.
- Check the card on file with your bank — most failures are just an expiry or a temporary block.
- Contact Zavo support — we’ll retry the charge, or send you a secure link to update your card.
We’ll also email you automatically the moment a charge fails, so you rarely have to discover it from this page first.
Multi-organisation
If your group owns several independent businesses with Zavo (each with its own legal entity and invoice), each is a separate organisation in the Dashboard. Each one has its own Billing page with its own subscription and invoice history.
To see another organisation’s billing:
- Click the organisation switcher at the top of the Dashboard sidebar.
- Pick the other organisation.
- Go back to Billing. The data refreshes to that organisation.
Nothing on this page ever mixes data across organisations — you’ll always see numbers for the one organisation you’ve got selected right now. That organisation’s name is shown at the top of the sidebar so you always know which set of books you’re looking at.
Who can see Billing — permissions at a glance
Because billing shows money in and out, it’s often restricted to a small number of people on your team.
| Permission | What it unlocks |
|---|---|
View Plans & Invoices (billing.view) | See the Billing page, the subscription table, and past invoices. Also needed to download PDFs. |
Manage Billing (billing.manage) | Reserved for future self-serve billing features — currently all changes still route through support. |
Head to Permissions to set who on your team has each. A common recipe:
- Owners / founders — both permissions.
- General managers — View Plans & Invoices only, so they can pull invoices for accountants without being able to action changes.
- Floor managers / servers / kitchen — neither. Billing info is usually above their pay grade and it keeps the sidebar uncluttered for them.
Common workflows
”My accountant wants all of last year’s invoices”
- Open Billing → scroll to Past Invoices.
- Walk through the pages with Next until you find the oldest invoice in the range you want.
- For each one: click ••• → Download invoice.
- Also grab Download receipt for any paid ones — your accountant may want both.
- Drop the PDFs into your usual accounting folder and email them off.
”How much am I paying Zavo this month?”
- Open Billing.
- Look at the top-right of the Current Subscription card — the big number next to “per month”. That’s your monthly before VAT.
- If you want the gross (VAT-inclusive) number, check the most recent Recurring invoice in the Past Invoices table — the Amount column is the VAT-inclusive total.
”What am I actually paying for?”
- Open Billing → the Current Subscription items table.
- Scan the item column — every product you’re subscribed to is one row. Category tags (Feature, Add-on) and the short description under each name tell you what it does.
- If something looks wrong — extra locations you don’t have, a feature you don’t use — contact support and we’ll tidy it up.
”I saw a charge on my card but I don’t know what it was for”
- Open Billing → Past Invoices.
- Match the charge amount and date against rows in the table. The Type column tells you whether it was your regular monthly bill (Recurring) or a one-off (One-time).
- Click ••• → Download invoice on that row — the PDF breaks down exactly what was billed.
”Our card just expired — what now?”
- You’ll probably see a red Failed status on the latest invoice.
- Contact Zavo support — we’ll send a secure link to update the card.
- Once the card’s updated, we re-run the charge. Status flips to Paid within a day and a receipt becomes available to download.
Quick recap
- Monthly total → big number top-right of the Current Subscription card (before VAT).
- Next billing date → under the Current Subscription title.
- What’s included → the items table on the Current Subscription card.
- Past invoices / receipts → scroll down, click ••• on any row.
- Change plan, card, company details, or cancel → contact Zavo support.
- Seeing a Demo banner? → you’re still on a demo. Nothing to pay. Move to a real plan via support when you’re ready.
- Red Failed status? → we’ll email you; also contact support to retry with a fresh card.
Next steps
- Permissions — Control who on your team can see Billing
- Settings — Organisation-level profile and contact details
- Payments — Different page: your restaurant’s guest-facing transactions (not what you pay Zavo)