The Invoice

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  1. The Invoice Id
  2. The Invoice Means

Important

As of January 26, 2021, new bank accounts are no longer supported for customers in Belgium, France, Italy, Luxembourg, Portugal, Spain, and the United States. If you’re an existing customer in one of those countries, you can continue paying for your subscription with an existing bank account, and you can add new subscriptions to it, but only as long as the bank account is in good standing.

The invoice provides a summary of your charges and instructions for payment. You can view your online invoice in the Microsoft 365 admin center. You can also download it in the Portable Document Format (.pdf) to send via email. If you only have a Microsoft 365 subscription, see Understand your bill or invoice for Microsoft 365 for business. Invoices typically arrive via mail (paper document) or email (PDF document). The invoice information must be input into your accounting system. This work is typically done manually by an AP clerk, bookkeeper or in smaller businesses sometimes even a receptionist.

Either monthly or annually (depending on the option you chose when you purchased your subscription), you'll receive an email that tells you that your new billing statement is available in the admin center. Learn how to find and view your bill or invoice.

Your invoice contains two pages. Page 1 is the invoice summary, and contains general information about the invoice, order, amount due, how to make a payment, and how to contact support.

Page 2 contains details about the billing activity for each subscription.

For descriptions of the fields and terms included in your invoice, see the Invoice Field Glossary later in this article.

Understand billing concepts

Before you view your invoice, it's helpful to understand a few key billing concepts.

Invoice balance vs. order balance

Invoice balance is the amount shown on your invoice, and is only the amount due for that particular billing period. Your total order balance is the sum of all unpaid invoices. You can view your order balance in the Billing section of the admin center.

Billing frequency vs. invoice frequency

Billing frequency means how often you are billed. Subscriptions are billed either monthly or annually, depending on what option you chose during the subscription purchase. Invoice frequency means how often you receive an invoice. If you chose annual billing, you'll only receive one invoice per year, unless activity for your subscription requires a charge or a credit.

If you have more than one order, you'll receive an invoice for each order.

Invoice Field Glossary

The following table describes the fields you might see on your invoice. Some fields listed here might not appear in your invoice, depending on whether you pay by invoice or by credit card or bank account.

Note

Paying by bank account is not available in some countries or regions.

NameDescription
Annual PriceSubscriptions are billed monthly or annually. If you chose annual billing during the subscription purchase, the annual license price is reflected on the invoice. If you want to change the billing frequency, you'll have to cancel your subscription and repurchase it with the new billing frequency.
Billing PeriodBilling Period is the time period since the last invoice date. Service Period is the time period during which you are charged to use the service.
Bill-ToThis is the address of your billing department, and is usually the same as the Sold-To address. To update your billing address, see Change your billing addresses.
ChargesPage 1 of your invoice summarizes all charges for the invoice Billing Period. Page 2 shows the detailed charges for each subscription.
CheckIf you pay by invoice and check payment is offered in your country, the bottom of page 1 includes information about where to send your payment. Please reference the invoice number on your check.
CreditsPage 1 of your invoice summarizes all credits for the invoice Billing Period. Page 2 shows the detailed credits for each subscription.
Customer PO NumberYour Purchase Order (PO) number. If you update the PO number, future invoices will include it. Change your purchase order number.
NOTE You can't add a PO number to an existing invoice.
DaysEach billing transaction is associated with a Service Period. The Days column indicates the number of days in that service period.
DiscountsPage 1 of your invoice summarizes all discounts for the invoice Billing Period. Page 2 shows the detailed discounts for each subscription.
Due DateThe date when payment is due for the invoice. If your subscription is paid with a credit card or bank account, we will charge your credit card or banking account the day after the Invoice Date.
NOTE Paying by bank account is not available in some countries or regions.
Electronic Funds TransferIf you chose 'invoice' as the subscription payment method, page 1 contains the Microsoft bank account information for electronic (wire, ACH, SEPA, etc.) payments. Usually, your bank will have a reference field you complete when you send a payment. Please reference the invoice number shown in this field.
Grand TotalThis row includes the totals for all Charges, Discounts, Credits, SubTotal, Tax, and Total columns for all subscriptions listed on the invoice.
Invoice DateThe date the invoice was created. The invoice date is the day after the end of your Billing Period. For example, if your Billing Period is Jan 15 - Feb 14, your Invoice Date is Feb 15.
Invoice NumberThe unique number assigned to your invoice. Please reference the Invoice Number with your payment.
Monthly PriceSubscriptions are billed monthly or annually. If you chose monthly billing during the subscription purchase, the monthly license price is reflected on the invoice. If you want to change the billing frequency, you'll have to cancel your subscription and repurchase it with the new billing frequency.
Order NumberEvery time you buy a new subscription, an order is created. Every month, you'll receive an invoice for each order.
Payment InstructionsIf you pay by credit card, you'll see 'Do not pay - charged to credit card on file.' If you pay by invoice, you'll see instructions for paying by Electronic Funds Transfer (EFT) and check (if applicable).
Payment TermsThe number of days from the Invoice Date when payment is due. The standard is 30 days.
ProductOn page 1 of your invoice, 'Online Services' is the generic term used to describe your subscriptions. On page 2 , you'll see the individual subscription names.
QTYThe number of licenses purchased during the Service Period.
Service PeriodService Period is the time period during which you are charged to use the service. A Billing Period is the time period since the last invoice date.
Service Usage AddressThe address where the service is being used, usually the same as your Sold-To address. To update your Service Usage Address, see Change your billing addresses.
Sold-ToYour company name and address. To update this information, see Change your organization's address, technical contact email, and other information.
SubTotalEach subscription listed on your invoice has a separate SubTotal row for all Charges, Discounts, Credits, SubTotal, Tax, and Total columns for that subscription.
TaxPage 1 of your invoice shows the total tax. Page 2 shows the tax rate applied, and the total tax amount for each line item. If your invoice contains taxes and your company is tax exempt, please contact support.
TotalThe amount due for the invoice Billing Period.

Change your purchase order number

If you pay by invoice, you can add or change the purchase order (PO) number for your subscription.

Note

You can't add a PO number to an existing invoice. The PO number will appear on all future invoices.

The Invoice Id

  1. In the admin center, go to the Billing > Your products page.
  1. In the admin center, go to the Billing > Your products page.
  1. In the admin center, go to the Billing > Your products page.
Invoice
  1. On the Products tab, select the subscription that you want to change.

  2. On the subscription details page, in the Subscription and payment settings section, select Edit invoice.

  3. At the bottom of the Edit details for paying by voice pane, enter your PO number, and then select Save.

Related content

Learn how to find and view your bill or invoice (article)

Change your billing addresses (article)

Change your organization's address, technical contact email, and other information (article)

Pay for your Microsoft 365 for business subscription (article)

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