> For the complete documentation index, see [llms.txt](https://help.lawlibrary.org.za/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.lawlibrary.org.za/subscription-management/organisations-and-chambers/manage-organisation-billing.md). # Manage organisation billing Review and manage billing for a My LawLibrary organisation. The [**Organisation Billing**](https://lawlibrary.org.za/accounts/organisation/billing/) page shows what your organisation is paying for, when the next payment is expected and whether any amount needs attention. Owners and administrators can also update billing details. Charges, payments and invoices appear on the separate [**Invoices**](https://lawlibrary.org.za/accounts/organisation/invoices/) page. ## Use the Overview billing summary The [**Organisation Overview**](https://lawlibrary.org.za/accounts/organisation/) page gives you a quick billing status. Use it to check the next important date and amount, outstanding bills, pending adjustments and any carried credit. Click through to [**Billing**](https://lawlibrary.org.za/accounts/organisation/billing/) when you need billing details, recurring totals, credits or a payment action. Use [**Invoices**](https://lawlibrary.org.za/accounts/organisation/invoices/) for charges, payments and invoice downloads. ## Open the Billing page 1. Log in to LawLibrary. 2. Click your name in the top-right menu. 3. Click [**Manage \[organisation\]**](https://lawlibrary.org.za/accounts/organisation/). 4. Click [**Billing**](https://lawlibrary.org.za/accounts/organisation/billing/). Only the owner and administrators can open this page. ## Check the next payment Review these details near the top of the page: * **Payment method** shows whether the organisation pays by card or invoice. * **Status** shows whether billing is active or needs attention. * **Billing cycle date** is the common date used for future renewals. * **Next renewal** shows when the next billing period starts. * **Current recurring total** is the normal cost of the current seats. * **Amount currently due** shows an opening payment or seat adjustment that still needs to be paid. * **Credit carried forward** shows credit available for a future charge. The opening payment must settle before organisation-funded subscriptions become active. Its settlement date becomes the organisation's billing cycle date. All seats use the organisation's monthly or annual billing cycle. A member cannot choose a different cycle for their organisation-funded seat. ## Understand card and invoice changes New paid seats, upgrades and other price-increasing seat changes require payment before they take effect: * **Card:** LawLibrary sends you to PayFast to pay the prorated amount. The seats become available after payment is confirmed. The card details entered at checkout are used for future recurring payments. * **Invoice:** LawLibrary issues an adjustment invoice. The seats become available after the invoice payment is confirmed. Free seats and changes fully covered by organisation credit take effect immediately. A failed or cancelled seat-change payment does not affect the organisation's existing seats. Resume or cancel the pending change before starting another paid seat change. Downgrades and paid seat reductions normally take effect at renewal. Free unused seats can be removed immediately. An issued invoice is not changed after it has been finalised. ## Review seats and scheduled changes Use the [**Members**](https://lawlibrary.org.za/accounts/organisation/members/) page to review seats grouped by plan, change seat quantities, and see assigned, reserved, unused and awaiting-payment seats. An unused seat renews at the standard price unless an administrator schedules it to end. If it is assigned before renewal, the assigned member's eligible discount is taken into account. ## Update billing details 1. Open the [**Billing**](https://lawlibrary.org.za/accounts/organisation/billing/) page. 2. Find **Billing details**. 3. Update the legal or billing name, contact details, address, VAT number or purchase-order reference as needed. 4. Click **Save billing details**. A billing contact receives billing communications but does not become a LawLibrary member or administrator. For card billing, click **Update card details** when you need to change the card used for future payments. Contact LawLibrary if you need to change from monthly to annual billing, change the payment method or update the organisation's privacy setting. ## Understand discounts and credits Eligible discounts belong to individual members. LawLibrary applies each member's discount to their assigned seat and records it on the relevant charge. An unused seat has no member discount. A sponsored member can apply an eligible discount from **My Account**. If a discount starts, changes or expires during a billing period, LawLibrary calculates the difference for the remaining period. An automatic discount adjustment follows the organisation's normal billing process. Reassigning a seat to a member with different discount eligibility can also create a charge or credit. Unassigning a seat does not reverse the previous member's discount during the period that has already been paid. If the seat is still unused at renewal, it renews at the standard price unless it is scheduled to end. Credit may be created when a member moves unused value from a settled individual subscription or when a mid-cycle change reduces a future amount. LawLibrary applies the oldest credit first and carries any remainder forward. Credit is not automatically paid as a cash refund. If credit covers an entire renewal, LawLibrary settles the zero-value renewal internally. It does not attempt a zero-value card payment, and any remaining credit carries forward. ## View invoices and payment history Open [**Invoices**](https://lawlibrary.org.za/accounts/organisation/invoices/) to review charges, payments and invoices. Use the payment button if an amount is due. Click **Download** beside an invoice when a download is available. An organisation invoice may identify the member or unused seat connected to each plan charge. It never includes usage or private research information. ## Respond to an overdue amount LawLibrary sends payment and overdue notices to the owner, administrators and billing contacts. Follow the payment instructions on the notice or contact LawLibrary if an invoice needs attention. If an amount remains unpaid until the stated lapse date, all organisation-funded subscriptions may be suspended together. Member accounts and saved research remain in place. LawLibrary restores funded access after settlement is confirmed. ## Request organisation closure Organisation closure is assisted by LawLibrary so that outstanding invoices, notice periods and the end of paid access can be checked. 1. Open the [**Organisation Overview**](https://lawlibrary.org.za/accounts/organisation/) page. 2. Click **Request organisation closure**. 3. Submit the request. LawLibrary will confirm the closure date and any remaining obligations. Closing the organisation does not delete member accounts or their private saved research. --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com. ## Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation by asking a question. Perform an HTTP GET request on the following URL with the `ask` and `goal` query parameters: ``` GET https://help.lawlibrary.org.za/subscription-management/organisations-and-chambers/manage-organisation-billing.md?ask=&goal= ``` `ask` is the immediate question: it should be specific, self-contained, and written in natural language. `goal` is what the user is ultimately trying to achieve, the reason they need the answer. Sharing it helps GitBook give you a better, more relevant answer. 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