Invoices and payments

Settings, Usage and billing keeps two separate records: the payments taken from your card, and the VAT invoices we issue for them. The payment appears the moment the charge succeeds. The invoice appears once our team has issued it, which is a manual step and therefore not immediate.

Payments

Every charge is listed in the Payment history table: the subscription renewal, the prorated amount for a mid-period upgrade, and any add-on you buy. Each row shows:

• Period: the billing period the payment covers.
• Amount: the gross amount charged. VAT is calculated automatically from the address and tax ID in your billing details.
• Status: for example Paid, or Open while a failed charge is being retried (see When a payment fails).
• Invoice: whether the VAT invoice for that payment exists yet.

A payment without an invoice yet is labelled Invoice will be issued shortly. Once the document exists, the label changes to say the invoice has been issued, and the PDF appears in the Invoices table on the same page.

VAT invoices are issued manually

Fibly does not generate your VAT invoice automatically at the moment of payment. Our team issues each one in our accounting software, against the payment record, and links the document back to the payment in the dashboard. That is a deliberate choice: Polish invoicing rules and KSeF leave no room for a document that is nearly right.

What this means in practice:

• The confirmation you get when a payment succeeds is a payment confirmation, not a VAT invoice. It is not a document your accountant can post.
• The invoice follows the payment rather than arriving with it. If you need it by a specific date, for example to close a month, email us at kontakt@fibly.pl and we will prioritise it.
• You will not receive anything from Stripe, our payment provider. Their own emails are switched off precisely so that nothing that looks like an invoice arrives from anyone but us.

Invoices in KSeF

Fibly invoices are issued in KSeF (the National e-Invoicing System), Poland's central, government-run system for exchanging invoices. The KSeF number and the full content of the document go directly to KSeF and are available to your accounting team through the same channel they use to receive all other invoices.

The PDF files you download from the Fibly dashboard are visualizations of the invoices issued in KSeF. They are intended for preview and supplementary archiving, but the original document remains the one registered in KSeF.

Downloading a PDF

Find the invoice in the Invoices table (it lists the invoice number, issue date, due date, gross amount and status) and click the download icon at the end of its row (Download PDF). The file is suitable for previewing in the dashboard and for archiving in your own system. The original invoice is downloaded from KSeF.

Invoice details

The company name, tax ID and address we invoice come from the billing details you entered when you subscribed. They also decide how much VAT is charged, so an out-of-date tax ID is worth correcting before the next renewal rather than after it. You can edit them yourself under Settings, Usage and billing, in the Billing details form — change what you need and click Save billing details.

The new details apply from the next invoice. We do not correct invoices that have already been issued without a clear reason, such as a change of tax ID or an error in the company name.

Accounts billed by bank transfer

Enterprise deals and other arrangements agreed with our sales team are billed outside the card flow. There, invoices are issued to the payment terms in your contract, with a standard term of 14 days from the issue date, and the statuses in the dashboard are Paid, Unpaid and Overdue. An invoice that stays overdue for an extended period can lead us to suspend access to the bot until it is settled.

If you see an "Overdue" status but you have already paid the invoice, email us at kontakt@fibly.pl. It usually takes 1–2 business days for a bank payment to be recorded in our system.

What's next

To optimize your costs, check Credits and usage. If you regularly do not use your full allowance, you can probably move to a lower plan: Changing your plan.