Who it’s for: Administrators responsible for Sense Workplace subscription and payments.
Platform: Sense Portal
Available on: All plans
🖊️ Note: Billing is available to users with Portal access. Portal is designed for product owners, finance administrators, and senior system administrators because it provides organisation-level control across Sense Workplace.
For more information, see Sense Portal: Overview.
Before you begin
Make sure you:
☑️ Have access to Sense Portal
☑️ Have already completed the initial online billing setup
🖊️ Note: If you have not yet set up online billing, see:
👉 Sense Portal: Submit customer payment details and set up online billing
Overview
The Billing page allows authorised users to review their organisation’s Sense Workplace subscription, manage billing and payment information, and monitor and pay invoices.
Subscription payments are normally collected automatically using the saved payment method. If an automatic payment cannot be completed, or you want to make a manual payment, you can pay eligible invoices from the Billing page.
From this page you can:
review your current subscription
review billing details
update billing details
update your payment method
pay outstanding invoices
download previous invoices
Navigation path
Sense Portal > Billing
Access the Billing page
Open Sense Portal directly or by selecting Portal from the Product Switcher.
Select Billing from the left-hand navigation.
If online billing has not been set up
If your organisation has not yet completed online billing setup, the Billing page displays a message explaining that online billing is not currently available.
From this page you can still:
contact Account Management
contact Billing Support
view the Terms & Conditions
Billing page before online billing has been configured.
Review your current subscription
Once online billing has been configured, the Billing page displays your current subscription.
You can review:
billing frequency
current billing period
next invoice date
subscribed products
quantities
unit prices
total subscription value
🖊️ Note: VAT is calculated at the applicable rate when invoices are generated.
Review billing details
The Billing details panel displays the information currently held for your organisation.
This includes:
company name
company address
contact name
contact email
invoice CC email addresses
VAT number
Update billing details
To update your organisation’s billing information:
Go to Portal > Billing.
Select Update billing details.
Update the required information.
🖊️ Note: The Company and Country fields cannot be updated in Portal.
If either of these details needs to change, contact the Sense Finance team. These fields are managed separately because they affect your organisation’s billing and tax information.
🖊️ Note: The Contact email field accepts one valid email address only. The Invoice CC emails field accepts multiple valid email addresses, separated by commas.
Select Save changes.
✅ Your billing details are updated.
Review your payment method
The Payment method panel displays your current payment method.
Depending on your setup, this may include:
payment type
masked card number
card expiry date
Update your payment method
To replace your saved payment method:
Go to Portal > Billing.
Select Update payment method.
Choose Card or Bacs Direct Debit.
Enter the required payment details.
Click Save payment method.
✅ Your new payment method becomes the default for future subscription payments.
🖊️ Note: New cards are verified using a £1.00 authorisation charge. This amount is credited against your next invoice.
Direct Debit mandates are created without a verification charge.
Pay an outstanding invoice
If an invoice has an Open or Overdue status, a Pay now button appears beside it in the Invoice history section. This may happen, for example, if an automatic payment was unsuccessful.
Selecting Pay now opens the secure payment page, where you can review the invoice details and complete payment using your saved payment method or by entering a new payment method.
Pay an invoice
Go to Portal > Billing.
Locate the open invoice in Invoice history.
Select Pay now.
Review the invoice details.
Choose Card or Bacs Direct Debit.
Enter your payment details.
Select Confirm and Pay.
✅ The payment is processed securely.
🖊️ Note: If you enter a new payment method during payment, it becomes your default payment method for future invoices.
🖊️ Note: Payments continue to be processed securely through Sense Workplace’s trusted payment provider.
Download previous invoices
The Invoice history section also lists historical invoices for your subscription.
For each invoice you can review:
invoice number
invoice date
amount
payment status
To download an invoice:
Locate the invoice.
Select Download.
The invoice downloads to your device.
Understand invoice status
Each invoice displays its current payment status.
Possible invoice statuses are:
Open – The invoice has been issued and is awaiting payment.
Overdue – Payment has not been received by the due date.
Processing – Payment has been initiated and is being processed. Direct Debit payments typically take 3–5 working days to complete.
Paid – Payment has been successfully received.
Basic Troubleshooting
Online billing isn’t available
If the Billing page says online billing is not available, your organisation has not yet completed the online billing setup process.
Complete the setup using the secure payment link included in your invoice email.
For more information, see Sense Portal: Submit customer payment details and set up online billing
I need to update my payment method
Go to Portal > Billing and select Update payment method.
Your new payment method will be used for future subscription payments.
My billing details are incorrect
Select Update billing details, make the required changes, and select Save changes.
I can’t find an older invoice
Go to Portal > Billing and check the Invoice history section.
If the required invoice is not listed, contact the Sense Finance team.
My payment method was declined
Verify that your payment details are correct and try again.
If the problem continues, contact your bank or payment provider before contacting the Sense Finance team.
Summary
Once online billing has been configured, Portal > Billing becomes the central place for managing your Sense Workplace subscription.
From the Billing page you can:
review your current subscription
update billing details
update your payment method
download previous invoices
For organisations that have not yet completed online billing setup, the Billing page provides guidance on how to get started and who to contact for assistance.