Referral Purchases, Invoices & Billing
Quick Answer
Every referral purchase generates an individual invoice accessible through Account Settings → Billing → Referral Purchases. Payments are processed immediately via Stripe using credit or debit cards. Separate documentation is provided for each lead, including the date, amount, referral ID, and tax details. You can download PDF invoices for accounting, export transaction history to CSV, and track all purchases across both email (Stripe) and dashboard payment methods in one centralized billing location.
Overview
Heritage Web's billing system provides complete transparency and documentation for all referral purchases. Whether you buy leads via email or dashboard, manage hundreds of transactions monthly, or need detailed records for tax purposes, the billing infrastructure supports professional accounting requirements while maintaining simplicity for individual users. Understanding how to access, manage, and utilize your billing information is essential for proper expense tracking and effective financial management.
Accessing Your Billing Information
Navigation Path
Primary Access:
Log into Heritage Web account
Click Account Settings (top right)
Select "Billing" from menu
Click "Referral Purchases" tab
View complete transaction history
Billing Dashboard Layout
Information Displayed:
Column | Description | Use Case |
Date | Purchase date/time | Chronological tracking |
Referral ID | Unique identifier | Individual lead tracking |
Type | Lead category/specialty | Expense categorization |
Amount | Price paid (pre-tax) | Cost analysis |
Tax | Tax amount charged | Tax documentation |
Total | Final amount charged | Payment reconciliation |
Status | Payment status | Verification |
Invoice | PDF download link | Documentation |
Filtering and Search Options
Available Filters:
Date range selector
Minimum/maximum amount
Lead type/category
Payment status
Search by Referral ID
Search by amount
Export Options:
PDF for individual invoices
CSV for bulk transactions
Date range exports
Full history download
Invoice Details and Structure
Individual Invoice Components
Header Information:
Heritage Web logo and address
Invoice number (unique)
Invoice date
Due date (immediate)
Payment status
Your Information:
Account holder name
Billing address
Email address
Account ID
Line Items:
Lead description
Referral ID
Category/specialty
Publication source
Base price
Financial Details:
Subtotal
Tax rate applied
Tax amount
Total amount
Payment method (last 4 digits)
Invoice Numbering System
Format: INV-YYYY-MM-XXXXX
YYYY: Year
MM: Month
XXXXX: Sequential number
Example: INV-2025-08-00234
Tax Handling
Tax Calculation:
Based on billing address
State and local rates applied
Calculated before purchase
Displayed separately on invoice
Included in total charge
Tax Documentation:
Itemized on each invoice
Annual summary available
1099 forms if applicable
Export for tax preparation
Payment Processing Details
Immediate Processing
Transaction Flow:
Purchase initiated (email or dashboard)
Payment authorization
Immediate charge to card
Instant lead delivery
Invoice generation
Email confirmation
Payment Methods on File
Managing Cards:
Adding Payment Method:
Account Settings → Payment Methods
Click "Add Payment Method"
Enter card details:
Card number
Expiration date
CVC code
Billing ZIP
Save and set as default (optional)
Multiple Cards:
Store multiple payment methods
Set primary/default card
Choose per transaction
Remove outdated cards
Update before expiration
Security and Compliance
PCI Compliance:
Level 1 PCI DSS compliant
No full card storage
Tokenized transactions
Encrypted transmission
Secure payment gateway
Stripe Integration:
Industry-standard processor
Fraud protection
3D Secure support
Dispute handling
Global payment support
Transaction Types and Categories
Purchase via Email
Billing Characteristics:
Processed through Stripe checkout
External invoice from Stripe
Also recorded in Heritage Web
Dual confirmation emails
Same pricing as dashboard
Documentation Trail:
Heritage Web notification email
Stripe payment confirmation
Heritage Web invoice generation
Lead delivery confirmation
Billing dashboard record
Purchase via Dashboard
Billing Characteristics:
In-app payment processing
Immediate invoice creation
Single system record
Instant dashboard update
Direct invoice access
Documentation Trail:
Dashboard purchase action
Payment pop-up completion
Instant invoice generation
Email confirmation
Purchased tab update
Refunded Transactions
Refund Processing:
Shows as separate line item
Original invoice retained
Refund invoice generated
Net calculation available
Status marked "Refunded"
Refund Timeline:
Request: Within 7 days
Review: 48 hours
Processing: 3-5 business days
Bank posting: 5-10 days
Monthly Billing Statements
Statement Components
Summary Section:
Month/year covered
Total leads purchased
Total amount spent
Average lead price
Tax paid
Net total
Detail Section:
Chronological transaction list
Running balance
Category breakdown
Payment method used
Refunds/credits
Subscription Charges
Sponsor Fees:
Billed separately from leads
Monthly recurring
Different invoice series
Auto-renewal
Separate line items
Pro Bono Subscription:
$25/month if subscribed
Not mixed with lead purchases
Own billing cycle
Cancelable anytime
Annual Billing Summary
Year-End Documentation
Annual Report Includes:
Section | Details |
Total Spent | Sum of all purchases |
Lead Count | Number of referrals bought |
Average Price | Mean lead cost |
Category Breakdown | Spending by specialty |
Monthly Trends | Spending patterns |
Tax Summary | Total tax paid |
ROI Metrics | If tracked in system |
Tax Documentation
1099 Forms:
Issued if thresholds met
Sent by January 31
Electronic delivery option
IRS reporting included
Expense Reports:
IRS-compliant format
Categorized by type
Quarterly summaries
Annual totals
Export to tax software
Billing Disputes and Issues
Common Billing Issues
Issue | Cause | Resolution |
Duplicate charge | Technical error | Contact support for refund |
Wrong amount | Display issue | Verify invoice details |
Missing invoice | Delivery failure | Check spam, request resend |
Tax error | Address issue | Update billing address |
Failed payment | Card problem | Update payment method |
Dispute Process
Steps to Dispute:
Review invoice details
Gather documentation
Contact [email protected]
Provide transaction details:
Invoice number
Referral ID
Amount disputed
Reason for dispute
Await investigation (48-72 hours)
Chargebacks
Important: Contact Heritage Web before initiating chargeback
May result in account suspension
Affects future purchase ability
Usually unnecessary
Support resolves most issues
Expense Management Best Practices
Budget Tracking
Weekly Review:
Check current spending
Compare to budget
Adjust purchase strategy
Project monthly total
Monthly Analysis:
Export transactions
Calculate ROI
Identify patterns
Adjust next month
Accounting Integration
QuickBooks/Xero:
Export CSV monthly
Map categories
Import transactions
Reconcile accounts
Attach PDF invoices
Expense Tracking Apps:
Forward invoice emails
Use API if available
Tag as business expense
Set category rules
Business Expense Documentation
For Tax Deduction:
Keep all invoices
Document business purpose
Track conversion rates
Calculate ROI
Maintain for 7 years
Automated Billing Features
Email Notifications
Automatic Emails:
Purchase confirmation
Invoice delivery
Payment failure alert
Monthly summary
Annual report
Recurring Charges
Sponsor Subscriptions:
Auto-renewal enabled
Notification before charge
Update card automatically
Cancel anytime
Prorated refunds
Failed Payment Handling
Automatic Retry:
First retry: 24 hours
Second retry: 3 days
Third retry: 5 days
Notification each attempt
Service suspension after failures
Important Billing Notes
All prices in USD
International cards accepted
Currency conversion by bank
No hidden fees
Immediate processing
Non-reversible purchases (except refunds)
Invoices permanently available
FAQs
Q: Can I get a single invoice for multiple purchases? A: No, each lead purchase generates a separate invoice for accurate tracking and accounting purposes.
Q: How far back can I access invoices? A: All invoices remain permanently accessible in your billing dashboard from your first purchase forward.
Q: Are invoices legally compliant for business expenses? A: Yes, invoices include all required information for tax deduction and business expense documentation.
Q: Can I change the billing address on past invoices? A: No, past invoices cannot be modified, but you can update your billing address for future purchases.
Q: Do I get different invoices for email vs. dashboard purchases? A: Both methods generate Heritage Web invoices in your billing dashboard, though email purchases also generate Stripe receipts.
Q: How do I get my annual spending report? A: Annual summaries are automatically generated in January and available in your billing dashboard year-round.
Next Steps
Review your current billing settings
Update payment methods if needed
Export recent transactions
Set up monthly expense tracking
Download invoices for accounting
Configure email notifications
Plan your lead purchase budget
Related Articles
Referral Pricing & Payment Terms
Understanding Your ROI
Tax Documentation for Purchased Referrals
Managing Payment Methods
Sponsor Billing and Subscriptions
Export Your Transaction History