Executive Summary

Need to update your company name, legal entity, or tax information on PyjamaHR invoices? This guide explains exactly how to make these changes, what happens to existing and future invoices, and how to avoid common pitfalls. Learn the step-by-step process, best practices, and troubleshooting tips to ensure your billing details are always accurate and compliant.

Detailed Overview

Keeping your legal entity and tax information up to date on invoices is essential for accounting, compliance, and audit purposes. In PyjamaHR, your invoice billing details—including company name, legal entity, and tax information—are pulled directly from your account and payment portal (Stripe) settings.

Key Points:
- Future invoices: Any changes you make to your company name or tax details will only apply to invoices generated after the update.
- Existing invoices: Invoices already generated cannot be edited or reissued with new legal entity or tax details, due to compliance and payment portal constraints.
- Integration: PyjamaHR uses Stripe for subscription management and billing. All changes must be made via the 'Manage Subscription' option, which links to your Stripe billing page.

Business Impact:
Accurate legal and tax information ensures smooth audits, timely reimbursements, and avoids compliance issues with your finance team.

Step-by-Step Guide: Updating Legal Entity or Tax Information

Prerequisites

You must have admin or billing access to your PyjamaHR account.
Only future invoices will reflect the updated details.

For Most Users (Stripe-Managed Billing)

Log in to PyjamaHR.
Navigate to Billing Settings:
- Click your profile icon or company name in the top-right corner.
- Select Billing or Subscription from the dropdown menu.
Access Stripe Billing Portal:
- Click the Manage Subscription button.
- This will redirect you to your Stripe billing page.
Update Company Name and Tax Information:
- In Stripe, locate the Billing Details section.
- Edit the Company Name, Legal Entity, and any relevant Tax Information fields.
- Save your changes.
Confirmation:
- All future invoices generated after this update will reflect the new details.
- (Screenshot suggestion: Highlight the 'Manage Subscription' button and the fields to update in Stripe.)

For Invoices Already Generated

Invoices already issued cannot be changed or reissued with new company or tax details. This is due to compliance and payment portal restrictions.
If you require a special case review (e.g., regulatory requirement), contact PyjamaHR Support with your request and a screenshot of the invoice.

Advanced Usage & Best Practices

Double-check before billing cycle: Always update your legal entity and tax details before the next invoice is generated to avoid discrepancies.
Coordinate with your finance team: Ensure the correct legal name and tax information are provided to avoid payment delays.
Keep records: Download and archive all invoices for your records, especially before making changes.
Use consistent naming: Use your registered legal entity name exactly as it appears in government or tax documents.

Do’s:
- Do update your details in Stripe via 'Manage Subscription' for changes to reflect on future invoices.
- Do contact support if you need guidance or have a regulatory exception.

Don’ts:
- Don’t expect already generated invoices to be editable.
- Don’t change company details mid-billing cycle without informing your finance team.

Troubleshooting & Common Issues

Issue:
“My invoice shows the old company name. Can you change it?”
Solution:
Invoices already generated cannot be changed. Update your details for future invoices.

Issue:
“I updated my company name, but the latest invoice still shows the old name.”
Solution:
Only invoices generated after the update will reflect the new details. The current invoice uses the information available at the time of generation.

Issue:
“I need an updated invoice for this month with the new legal entity.”
Solution:
Contact support. In rare cases, support may be able to assist, but generally, invoices cannot be reissued.

Issue:
“Where do I change my tax information?”
Solution:
Via the Stripe billing portal, accessed through 'Manage Subscription' in PyjamaHR.

When to Contact Support:
- If you have regulatory or audit requirements for a retroactive invoice change.
- If you cannot access the Stripe billing portal.
- If you encounter errors updating your details.

Comprehensive FAQ

1. Can I change the company name or legal entity on an invoice that’s already been generated?
No. Due to compliance and payment portal restrictions, existing invoices cannot be edited or reissued with new details.

2. How do I update my company name for future invoices?
Go to 'Manage Subscription' in PyjamaHR, update your details in Stripe, and all future invoices will reflect the changes.

3. Will my tax information update automatically on invoices?
Yes, if you update it in Stripe via 'Manage Subscription', future invoices will include the new tax details.

4. What if I need an updated invoice for the current billing period?
Contact support. In rare cases, exceptions may be considered, but generally, invoices cannot be reissued.

5. How soon do changes take effect?
Immediately for all invoices generated after the update.

6. Can I have invoices with different legal entities for different months?
No. Each invoice reflects the company details at the time it was generated.

7. What if I made a typo in my company name?
Correct it in Stripe via 'Manage Subscription'. The correction will apply to future invoices.

8. Can I update my GST or other tax numbers?
Yes, update these in the Stripe billing portal.

9. My finance team needs a corrected invoice for reimbursement. What can I do?
Contact support, but note that reissuing invoices is generally not possible.

10. I changed my company name in PyjamaHR but not in Stripe. Why didn’t my invoice update?
Invoices use the details from Stripe. Always update your billing details in Stripe via 'Manage Subscription'.

Subscription Management: Learn how to manage your PyjamaHR subscription and billing cycles.
Invoice Downloading: How to download and archive invoices for your records.
User Permissions: Ensure the right team members have access to billing and subscription settings.

Still have questions?
If you need further assistance or have a unique scenario, contact PyjamaHR Support with your invoice details and a description of your request.

Real-World Scenarios from Customers

Tomte India Private Limited: Changed company name after invoices were generated. Future invoices reflected the new name, but existing ones could not be changed.
EdTerra Edventures Private Limited: Requested a billing name update for the current month. Support was able to assist in this specific case, but this is not the standard process.
General Users: Updated details via 'Manage Subscription' in Stripe, with changes applying only to future invoices.

Pro Tip:
Always update your legal entity and tax information before your next invoice is due to ensure compliance and avoid delays with your finance team.

This article is based on real customer experiences and PyjamaHR’s current billing workflows as of June 2024. For the latest updates, always refer to your PyjamaHR account or contact support.

How to Change Legal Entity or Tax Information on PyjamaHR Invoices