Updating your billing contact and details

Organizations change — new treasurers, new banks, new addresses. Here's how to keep your Pledgix billing details current, split into what you can do yourself and what our team handles for you.

What you can update yourself

Your payment method (card or bank)

The card or US bank account used for automatic collection is fully self-serve:

1. Open the Billing tab in your client portal.
2. In the Card on file card, choose Add card or Update.
3. Enter a card, or switch the dialog to Bank (ACH) for a US bank account.

Saving a new method replaces the old one and becomes the method on file immediately. Full details, including the ACH specifics, are in Payment methods — card and bank (ACH).

Tip: Update your payment method before your card expires or your old account closes. And if you're updating because payments failed — good news: the moment a working method is saved, every open invoice billed to your saved payment method is retried automatically. (Pay-by-link invoices are never charged to it — pay those from their View & Pay page.)

What our team updates for you

The following are managed by the Pledgix billing team — a quick message gets them changed:

• Billing email — the address that receives invoices, quotes, receipts, and payment reminders. Our team can confirm the address currently on file for you.
• Company details on invoices — your organization's legal name and address as they appear in the bill-to section of invoices and PDFs.
• How invoices are collected — whether charges run automatically against your saved method or arrive as pay-by-link invoices.
• Currency — the currency your account is invoiced in.

To request a change, reply to any invoice email or choose Help & Support from your account menu. Include:

1. Your organization name
2. Exactly what should change (old value → new value)
3. For billing-email changes, a note from the current billing contact when possible — it keeps your account safe from unauthorized redirection of financial documents

Changes are typically applied the same business day.

How changes affect your invoices

One detail that surprises people: invoices are snapshots.

• Future invoices pick up your new details — the new billing email receives them, and the new company details appear in the bill-to section.
• Past invoices don't change. Each invoice permanently records the bill-to details that were true when it was issued. That's deliberate: an invoice is a historical financial document, and your paid records staying stable is exactly what your accountant wants.

If a specific already-issued invoice genuinely needs corrected details (for example, your finance department requires the new legal name on an open invoice), ask our team — we can void and reissue it with the corrected information. See Disputed or incorrect invoice — what to do for how reissues work.

When your billing contact leaves the organization

A departing treasurer or bookkeeper is the most common reason billing details go stale — and the most important one to handle promptly, since invoices keep flowing to the old address:

1. Message our team with the new billing email (from an account officer or the outgoing contact, if possible).
2. Check the Card on file — if the saved card belonged to the departed person, replace it with an organizational card.
3. Have the new contact sign in to the client portal and review the Billing tab so they know where everything lives — Reading your Billing page is a good first article for them.

Quick reference

| Detail | Where to change it | |---|---| | Card / bank account on file | Billing tab → Card on file → Update | | Billing email | Message our team | | Company name & address on invoices | Message our team | | Collection method & currency | Message our team |