Webinato - A Comprehensive Billing Guide
Learn how to manage invoices and more
Tharinda Lasika
Last Update één maand geleden
1. General Billing Information
Webinato is a prepaid service. Your invoices are automatically generated at the beginning of each month and are due by the 4th day of the month.
- Billing Cycle: Please note, if you started your subscription in the middle of the month you will receive a pro-rated invoice on your second billing cycle.
- Billing Contact: Persons designated as Billing Contact receive an email notification with a link to a detailed PDF format invoice before that invoice is due. They may also download their invoice in the View/Pay Invoices section of the Admin Page.
- Assign a Billing Contact: To assign a person as Billing Contact,
- A Super Admin must log into the Manage Users section of the Admin Page. For security purposes, the only person authorized to make a payment is your Billing Contact. If you do not know who that is or they do not have access at the time, please contact your Super Admin.
- Different Charges
- Webinato invoices reflect two types of expenses:
- Prepaid subscription fees for the upcoming month
- Post paid fees for MP4 conversions and buffer seats from the previous month.
- Account Expiration: Your account will expire if you have an outstanding balance past the 4th of the month. To avoid expiration and any unnecessary interruptions to your service, please pay any outstanding balances before the 4th of the month.
- Automatic Payments: Many of our customers find it easier to set up automatic payments via credit card to avoid a disruption in service.
- Simply login to your Admin Page and go to View/Pay Invoices.
- Click on the credit card logo at the bottom,
- Enter your card information
- Check the box labeled Automatically charge my card from now on.
- If you already have a credit card on file, scroll to the bottom and check the box. Your credit card will be charged on the 1st of every month.
2. Accepted forms of payment
Below are the accepted forms of payment. Please review the PDF detailed invoice available in the billing section of the Admin Page before making your payment. Also note only users set as Billing Contact can receive invoices and make payments.
Please be sure to provide your company name with payment. You MUST SEND an email to [email protected] to notify us of the wire transfer, including your company name as well as Invoice ID shown on the PDF invoice.
- Credit Card: Payment by credit card is the easiest, fastest method and can be automated. Simply login to your Admin page and go to View/Pay Invoices. Click on the credit card logo at the bottom and enter your card information. To set up automatic payments, check off the box labeled Automatically charge my card from now on. If you already have a credit card on file, scroll to the bottom and check the box. Your credit card will be charged on the 1st of every month.
- Wire Transfer: Wire transfer payments are accepted only for US $2,000.00 or more unless other payment methods have failed and you have contacted Webinato billing to explain the situation. Wires must be sent to:
- Company Name: omNovia Technologies
- Remit to Address: 845 Market Street; Suite 450, San Francisco, CA 94103
- Bank Details - Contact us for wire instructions.
Please be sure to provide your company name with payment. You MUST SEND an email to [email protected] to notify us of the wire transfer, including your company name as well as Invoice ID shown on the PDF invoice.
3. Why am I receiving Billing emails and invoices?
You are receiving billing emails with invoices ONLY if you have created your own web conference account OR someone in your organization has set up a user account for you in our system and has specifically designated you as a Billing Contact.
If you believe you should not be the billing contact, please contact the person in your organization in charge of your web conference service and ask him/her to go to the "Manage Users" section of the Admin Page and remove you as a Billing Contact.
If you believe you should not be the billing contact, please contact the person in your organization in charge of your web conference service and ask him/her to go to the "Manage Users" section of the Admin Page and remove you as a Billing Contact.
4. Why am I getting notices that my room is expiring or expired?
If your account has expired, that means you have an outstanding payment that is due immediately. Once the invoice has been paid, you will have full access to your account. Please note that you must be listed as a Billing contact on the account in order to make a payment. If you are not, you will need to get in touch with the designated person on your account.
If you have signed up and paid for a full year of service, you may still incur charges for extras such as buffer seats, recast views and mp4 downloads. These charges have to be paid in full each month to keep your account from expiring.
If you have signed up and paid for a full year of service, you may still incur charges for extras such as buffer seats, recast views and mp4 downloads. These charges have to be paid in full each month to keep your account from expiring.
5. My Room has expired. What happens now?
- If your account has expired, that means you have an outstanding payment that is due immediately. Once the invoice has been paid, you will have full access to your account.
- Please note that you must be listed as a Billing contact on the account in order to make a payment. If you are not, you will need to get in touch with the designated person on your account.
- If you have signed up and paid for a full year of service, you may still incur charges for extras such as buffer seats, recast views and mp4 downloads. These charges have to be paid in full each month to keep your account from expiring.
6. What is the "Billing Cycle"? Understating your First and Second Invoices
Webinato is a prepaid service. Your invoices are automatically generated at the beginning of each month and are due by the 4th day of the month.
On your first invoice, you are requested to pay for:
When paying for your first month of subscription (Case 3), please note the following important points:
Example:
On your first invoice, you are requested to pay for:
- Case 1: A particular event
- Case 2: A full year of service if you selected a prepaid plan
- Case 3: One month of service
When paying for your first month of subscription (Case 3), please note the following important points:
- Your invoice is generated for a full month of service; but your expiration date is set to the beginning of the following month.
- On the 1st day of the following month, you will receive a new Invoice, and from that point on all invoices will be generated at the beginning of the month.
- On your second invoice, you will receive a credit for the unused days of the previous month.
Example:
- You Sign up on the 20th of May for webinar service at $600 / month. Your first invoice will be $600.
- Then on June 1, you will receive an invoice for $600 along with a credit of $400 (for the 20 days in June you already paid for in your first invoice). Therefore, the amount to pay for the June invoice will be $200 ($600 - $400).
- In July and any following months, you will receive a $600 invoice on the first of the month.
7. Buffer Seats
Buffer seats allow conference presenters and moderators to raise the room capacity for a 24-hour period. Many clients use buffer seats for special events where the room attendance will be higher than a regular scheduled conference.
- How are buffer seats applied to my room?
An account Admin or Organizer must first contact Sales and setup the number of buffer seats in order to take advantage of this flexibility. - How are buffer seats charged?
The Webinato platform does not charge for buffer seats unless the room reaches capacity and a buffer seat is used. If you have 10 buffer seats and one is used, you will be charged for that 1 time usage and that usage lasts 24 hours. If that single person leaves and another takes his place within 24 hours, you are still only charged for that first usage. - How can I change the number of Buffer Seats?
Please submit a request to [email protected] to adjust the number of buffer seats associated with your company.
8. Enterprize Seating
- Enterprise seating is the method that the web conference provider uses to handle how many users can be simultaneously logged into the room(s) of a given account. The number of seats is referred to as "capacity".
- An account is given a specified number of seats. Users may continue occupying the seats in one or all the rooms of that account until the capacity has been reached.
- Any combination of people in any or all of the rooms of an account that does not exceed the account's capacity is valid.
The ABC company has four rooms and a capacity of 200. Any one of the following are possible with their capacity of 200.
- 50 people each may be in all four rooms.
- 200 people may be in one room.
- 100 people may be in one room and another 100 people may be in another room.
9. How do I cancel?
1. Click Modify Account Status
2. Click "Suspend or Cancel"
3. Select your preferred action
4. You MUST provide a reason.
5. Confirm the action
PLEASE NOTE: To cancel your account, you will need to click the "I would like and account manager to contact" button to send the reason for account cancellation to your Account Representative. They will then contact you via phone regarding the cancellation and process the final steps for you.
10. How do I set up auto payment?
To Setup Automatic Credit Card Payments:
1. Navigate to your Admin Page, or click this link to log in: https://www.webinato.com/members/members.php
1. Navigate to your Admin Page, or click this link to log in: https://www.webinato.com/members/members.php
2. On your Admin Page, click the link for Billing (Please note that ONLY the Billing Contact can see this link. Please contact your account Super Admin for more information).
3. On the Billing Page, scroll down and fill out the form, replacing the current information with your updated Credit Card information.
4. Confirm the information is correct, then click Submit Payment. You will now be set up for Automatic Payment via Credit Card. You can always return to this page to update your information, should it change again in the future. Your credit card will be charged on the 1st of every month.
11. Automatic Credit Card Payments FAQ
Why am I auto-enrolled in Automatic Credit Card payments?
omNovia is a prepaid service and all subscription accounts use automatic credit card payments as their payment method.
How safe is the Credit Card Payment?
Payments are protected by Secure Socket Layer (SSL) encryption technology (256 bits). SSL encrypts all your credit card and personal information before they are sent over the Internet. Your information is authenticated and encrypted as transmitted.
How is my information stored?
Your credit card information is encrypted using 256 bit SSL and then stored by our secure server.
When will my credit card be charged?
Any subscription charges, as well as any additional charges accrued during the current billing period, will be charged on the first day of the next billing period. For monthly subscriptions, this occurs on the 1st of every month.
What happens if my credit card information changes, or I want to use a new card?
To change your existing credit card information at any time, simply login to your Admin page and click on the Billing link. There, scroll down and enter your new card information.
Why was my credit card payment rejected?
Please note that we rely on a reputable 3rd party Credit Card company to charge your cards when you try to make a payment in our billing system. At times Credit Cards are rejected for legitimate reasons such as wrong address associated with the cards. Other times the Credit Card is rejected for more 'obscure' reasons depending on the algorithm used by our Credit Card processor.
Suggestions: Verify your address and phone number associated with the card, check with your bank if there is not a daily quota or a new limit set on the card, or use a different card.
What is SSL?
Secure Socket Layer protocol. A security protocol that prevents eavesdropping, tampering, or message forgery with HTTP transmissions based on server-side public/private key pairs and provides support for client-side public/private key usage.
omNovia is a prepaid service and all subscription accounts use automatic credit card payments as their payment method.
How safe is the Credit Card Payment?
Payments are protected by Secure Socket Layer (SSL) encryption technology (256 bits). SSL encrypts all your credit card and personal information before they are sent over the Internet. Your information is authenticated and encrypted as transmitted.
How is my information stored?
Your credit card information is encrypted using 256 bit SSL and then stored by our secure server.
When will my credit card be charged?
Any subscription charges, as well as any additional charges accrued during the current billing period, will be charged on the first day of the next billing period. For monthly subscriptions, this occurs on the 1st of every month.
What happens if my credit card information changes, or I want to use a new card?
To change your existing credit card information at any time, simply login to your Admin page and click on the Billing link. There, scroll down and enter your new card information.
Why was my credit card payment rejected?
Please note that we rely on a reputable 3rd party Credit Card company to charge your cards when you try to make a payment in our billing system. At times Credit Cards are rejected for legitimate reasons such as wrong address associated with the cards. Other times the Credit Card is rejected for more 'obscure' reasons depending on the algorithm used by our Credit Card processor.
Suggestions: Verify your address and phone number associated with the card, check with your bank if there is not a daily quota or a new limit set on the card, or use a different card.
What is SSL?
Secure Socket Layer protocol. A security protocol that prevents eavesdropping, tampering, or message forgery with HTTP transmissions based on server-side public/private key pairs and provides support for client-side public/private key usage.
12. Can I suspend service and resume at any time?
Webinato is a monthly prepaid service. We do not offer weekly or daily suspensions. Any outstanding balance must be paid in order to resume account. If you would like to place a hold on your account, please follow the steps below as a Super Admin
4. Click the radio button for Suspend, provide a reason, and be sure to click confirm
5. You will receive a confirmation email. To resume your account, submit a live chat request or send a ticket using this knowledgebase.
- Go to your Admin page (yourcompany.webinato.com/adminpage)
- Click 'Modify Account Status'
4. Click the radio button for Suspend, provide a reason, and be sure to click confirm
5. You will receive a confirmation email. To resume your account, submit a live chat request or send a ticket using this knowledgebase.
13. What is your refund policy?
Because our costs incur once you set up your rooms, whether you actually use the service or not, we do not offer any refunds unless there are major technical problems preventing presenters and attendees from accessing your webinar rooms during an extended period of time and we fail to resolve the problems.
Please contact your account manager or the billing department from the this page. We will be glad to discuss with you and help resolve any problems you may have.
14. I have prepaid for a year. Why do I have an invoice?
While you can prepay for a year's worth of your subscription, there are certain fees that accumulate on a monthly basis:
- Recast Views
- Mp4 File Conversions
- Usage of Buffer Seats
Got any questions? Contact us through live chat (at bottom right), or submit a ticket using the link at the upper right section here.