Manage billing contacts

Billing contacts decide who receives invoice emails for each billing entity in your company. You can use a different list for each entity, so the right finance team or shared inbox receives the right invoices.

Who can manage billing contacts

You need the Billing communications permission to manage billing contacts. Company Owners and Super Admins have this permission by default. If you use a custom role, ask a company admin to add the permission to that role.

The Invoice emails tab uses the separate View and pay invoices permission. If you can access only one of these areas, Remote opens it directly and does not show the tab bar.

Before you start

Billing contacts and invoice access are separate. A person or shared inbox can receive invoice emails without being able to view invoices in Remote. If someone needs access in Remote too, ask a company admin to give them the appropriate invoice permissions.

You can add up to 15 billing contacts for each billing entity.

If you used billing contacts before

Your existing billing contacts are carried over to Billing communications. The old Billing contact option is no longer available when inviting a company admin, and the previous billing contacts page now takes you to Billing communications.

Open Billing communications

1. Go to Company settings.
2. In the Billing section, select Billing communications.
3. Open the Billing contacts tab.

Each billing entity has its own card. Changes to one card apply only to that entity.

Add a billing contact

On the billing entity card, enter a name or email address.

You can add either:

• An existing company admin. Search for the person, then select them from the list.
• A shared or external finance inbox. Enter the email address and add it as a contact.

Each billing entity can have one Primary contact. The primary billing contact is intended to be the main person responsible at the company for receiving and managing billing. 

In the event any invoices become overdue, this is the first person Remote will contact. Other billing contacts still receive the invoice emails.

If an email address belongs to an existing company admin, select that person from the list instead of adding the address as a separate contact. If the address belongs to an employee who is not a company admin, create a company-admin account for them first, then add that account.

Edit or remove a billing contact

Select the contact's options menu to:

• Add or change a label, such as Accounts Payable.
• Link a shared or external email address when Remote finds a matching company admin account.
• Make a company admin the Primary contact.
• Remove a contact.

The option to link an email address appears only when Remote finds a matching company admin account. You cannot select a different company admin from this option.

You must choose another company admin as Primary before you can remove the current Primary contact.

If you remove every billing contact for an entity, invoice emails will go to your company Owner until you add another contact.

Understand access warnings

You may see a warning next to a billing contact. These warnings do not stop invoice emails.

• No entity access: The person will receive emails but cannot view invoices for that billing entity in Remote.
• No access: The person will receive emails but does not currently have access to invoices in Remote.
• Can't view invoices: The email address belongs to an employee who is not a company admin. Create a company-admin account for them, then update the contact.

Combine invoice emails

The Invoice emails tab has a separate setting called Combine invoice emails. Turn it on to receive one email when multiple invoices are issued on the same day for the same billing entity.

This setting does not combine invoices from different billing entities. Some invoice types or currencies may still arrive separately.

Need help?

If you cannot see Billing communications, or cannot add or change contacts, ask your company admin to check your access.