Your CloudTalk invoice summarises your subscription, usage charges, phone numbers, and any applicable taxes or fees. This guide walks through each section so you can verify your charges and understand how amounts are calculated.
User level: Admin
Invoice header
The top section of every CloudTalk invoice contains the core billing metadata:
Invoice number: a unique identifier
Issue date: the date the invoice was generated
Delivery date: typically the same as the issue date. This represents the date when the service/product is considered delivered for accounting and tax purposes.
Due date: the payment deadline (usually 14 days after the issue date)
You will also find two address blocks:
Supplier: CloudTalk's billing entity (either the Slovak or US entity)
Client: your company's name and registered billing address
Line items
The main body of the invoice lists each charge individually under "We invoice you for".
Common line items include:
Subscription plan
Your monthly (or annual) plan fee, covering the billing period shown. The per-seat price and number of seats are reflected here. For a full breakdown of what's included in each plan, see Understanding pricing plans and what they include.
Phone numbers
Any additional phone numbers active on your account during the period, billed separately from your plan. Numbers are listed by country. Numbers added mid-cycle may be prorated.
Calling credits
If you top up your calling balance, this appears as Credit for calling with the amount purchased.
Usage charges (calls and SMS)
Variable charges based on your actual consumption during the previous billing month. These include:
Charge for calls: billed per minute, shown with total minutes. See What uses credit for a full breakdown of what generates call charges.
Charge for SMS: billed per message, shown with total count. See SMS, MMS and WhatsApp pricing for rates and details.
Prepaid minutes
If you have purchased prepaid minute bundles for specific regions, these appear as fixed-price line items.
Discounts
Any discounts or credits applied to your account appear as negative line items on the invoice. These are typically added manually to your account by a CloudTalk team member (such as your CSM or Support), and can be either one-time or recurring monthly, depending on how they are configured. Note that promo code discounts work differently. They reduce the original charge directly rather than appearing as a separate negative line item. If a promo code covers 100% of a charge, the affected service will either not appear on the invoice at all, or no invoice will be generated for that period if the discount applies to all items.
Early termination fee
If your contract is ended before its committed term, an Early Termination Fee may be applied as a one-off charge.
Totals section
The bottom of the invoice shows how your charges are summed:
Subtotal: sum of all line items before tax
Tax / VAT / Fees: any applicable charges. EU accounts typically show a single VAT line (e.g. DPH 23%). US accounts may see multiple regulatory fee lines, such as State P.U.C. Fee (VoIP), City Utility Users Tax, and Federal FUSF (VoIP). For a full breakdown of US-specific charges, see US taxes, charges and fees.
Invoice total: the final amount charged
Paid amount: amount already collected (e.g. via card on file)
Total due: remaining balance. A value of €0.00 / $0.00 means the invoice is settled.
Paying by bank transfer
If you pay by bank transfer, each unpaid invoice includes bank details that can be used for payment. You should use only the bank details shown directly on that specific invoice, as these may vary.
For example, the US entity bank details appear as follows:
Prorated amounts
When a service is added or changed part-way through a billing cycle, the charge for that period is calculated proportionally based on the number of days remaining in the month. This is called proration and applies to all service types, including subscription plan seats, phone numbers, and calling packages.
How proration is calculated
The formula is: monthly rate / 30 days * number of remaining days in the month.
For example, if your monthly rate is €34 per seat and you start on May 25, you are charged for 6 remaining days (May 25-31): €34 / 30 * 6 = €6.80.
For annual plans, the prorated amount covers the remaining days of the starting month, followed by the full months until the end of the contract. Note that for annual billing, the contract period ends on the last day of the final month, not exactly 12 months from the start date.
For example, a contract starting May 25, 2025 runs until April 30, 2026, and the next invoice is generated on May 1, 2026.
It is not possible to set billing to cover a custom date range (for example, May 25, 2025 to May 25, 2026). Billing periods always end on the last day of the month, and no exceptions can be made.
When will I receive my first invoice?
This depends on your payment method:
Credit card: your first invoice is generated on the day your subscription starts. It covers either the prorated amount for the remainder of that month (monthly billing) or the prorated partial month plus the following 11 full months (annual billing). Payment is collected automatically.
Bank transfer: your first invoice is generated on the 1st of the following month. For monthly billing, it covers both the prorated amount for the partial first month and the full charge for the next month together. For annual billing, it covers the prorated partial month plus the following 11 full months.
Notes section
At the bottom of some invoices, there may be a Notes section containing additional customer-specific information. Common examples include:
Reverse charge notice: applicable for certain EU customers where VAT is accounted for by the buyer rather than the supplier.
PO number: your organisation's purchase order number, if needed. To have a PO number added to your invoices, contact our support team and we will take care of it for you.
Frequently asked questions
Why does my invoice show $0.00 total due?
If your payment method is a credit card on file, CloudTalk collects payment automatically when the invoice is issued. The invoice will show the full amount under Paid amount and $0.00 under Total due, this is expected and means you have nothing further to pay.
Why are my call charges from last month?
Usage charges (calls and SMS) are always billed in arrears. An invoice issued on 1 December 2025 will include calls and messages from the previous month (1 - 30 November 2025).
Why do I see multiple phone number line items?
Each country or number type (local, toll-free, international) is billed as a separate line item so you can see exactly what you are paying for each number.
Need help or have a question? Just reach out through our Support portal — we’re here for you.