Billing and Invoices in the Admin PortalCopy Anchor Link

The Billing screen has two tabs. Upcoming invoice is the monthly invoice for the cases billed to your organization, window by window. When a window closes, Claira issues its invoice and emails it to the people in your organization who can view billing. Payment methods and settings shows where every case's charges go, the cards Stripe holds, downgrades and deactivations that are booked, and the parameters your invoices are produced with. Every amount is shown in your region's currency.

The upcoming invoiceCopy Anchor Link

An invoice window is one month. By default it runs from the 22nd to the 21st, and you can change the day under Invoice parameters. Pick a window at the top of the tab; the most recent closed window opens first, and the current, still-open window is marked Open.

A case is on a window's invoice when it was active for any part of the window and bills by monthly invoice. Each case is charged one full plan-month at the tier it held when the window ended: there is no proration, even for a case that deactivated mid-window.

The invoice groups its lines:

• Newly activated: activated or upgraded during the window.
• Ongoing: active for the whole window at an unchanged tier.
• Deactivated: ended in the window; billed a full month.

Overage is added per case from the billing cycles that closed inside the window, at the overage rate shown on the screen. Token packs are the packs a case added to the monthly invoice during the window, at the price shown when each was bought. The partner discount applies to the whole subtotal (plan fees, overage and token packs together) and the total due is what you pay.

Export CSV downloads the window line for line, for your own reconciliation.

Not on this invoiceCopy Anchor Link

Below the lines the screen lists the cases that were active in the window but are not on the invoice: card-billed cases, charged directly by Stripe, and cases marked as demo or test cases, with who marked them and when. Include in invoicing puts a marked case back on the invoice, after a confirmation.

Invoices Claira issuesCopy Anchor Link

Claira issues your organization's monthly invoice itself and emails it. This applies to organizations billed by monthly invoice, such as resellers and other partners.

• When. Claira issues the invoice automatically on the morning after an invoice window closes, once that window's overage is final. Nobody has to open the Admin Portal first: the invoice is issued and emailed either way.
• From whom. The invoice is issued by Noticia Solutions Inc., which does business as Claira. It shows Claira's GST/HST number and the bank details for paying by wire transfer.
• Invoice number. Each invoice has a number made of a short client code, your region and a five-digit sequence number, for example EDC-AU-00004. Numbers run in sequence for your organization and carry no year. If Claira invoiced you by hand before, the sequence continues from the last of those invoices.
• Dates. The invoice is dated the last day of the invoice window it bills, and payment is due 30 days after that date (Net 30). Claira issues and emails it the next morning, so the invoice normally reaches you the day after its date. See The invoice date and the issue date.
• Earlier windows. The invoices you received for windows that closed before Claira started issuing them here still stand. Where Claira has added one of them to the portal, you can download it here too. For any other past window that has no invoice, you can ask Claira to issue it. See Your invoice history.

What the invoice showsCopy Anchor Link

The invoice is a PDF in your region's currency. It shows:

• Number and dates: the invoice number, the invoice date (the last day of the invoice window), the due date and the service period (the invoice window), with a line under the billing period that gives the day the invoice was issued.
• Billed to: your organization's legal name, address and tax number, and your purchase order or reference, from your billing details.
• Cases: every case billed, grouped as Newly activated, Ongoing and Deactivated, each with its plan, plan fee, overage tokens and overage. Cases marked as demo or test cases are listed in their group at no charge, so every active case appears.
• Totals: plan fees, overage, subtotal, partner discount, net amount, any tax lines, and the total due.
• Account credit: if your organization paid Claira in advance, the invoice is paid from that credit first. It shows the prepayment on file, the amount applied, the credit remaining and the balance due. When the credit covers the whole invoice, the balance due is zero and there is nothing to pay.
• Payment details and terms: the bank details for a wire transfer, the invoice number to quote with your payment, and the terms.

The invoice date and the issue dateCopy Anchor Link

Your invoice is dated the last day of the invoice window it bills, even though it reaches you the next morning. Claira issues an invoice only once its window has closed and the window's usage is final, so an invoice for the window from August 22 to September 21 is emailed on September 22 and dated September 21.

• The invoice date is the date at the top of the invoice. It falls within the period the invoice covers, and payment is due 30 days after it.
• The issue date is the day Claira issued and emailed the invoice. The invoice states it in a line under the billing period, for example: "Dated the last day of the billing period (August 22, 2026 to September 21, 2026). Issued September 22, 2026, once the period's usage was final." The email says the same, and the invoice card shows both dates.

Invoices that Claira issued before it started dating them this way keep their original date.

Who receives the invoiceCopy Anchor Link

The invoice is emailed to everyone in your organization whose role can view billing: organization admins always, and any role with View organization billing or Manage organization billing. Claira uses the email address it has for each person from Nuix Discover. Each email is written in the recipient's language (English, French or German). It summarizes what the bill is for (the invoice number, invoice date, service period, cases billed in each group, plan fees, overage, partner discount, tax, total due, any account credit applied with the balance due, and the due date, then the list of cases, including demo or test cases listed at no charge) and attaches the invoice as a PDF, with the same lines as a CSV. Claira also receives a copy of every invoice.

To stop a role from receiving invoices, switch it off for Monthly invoice on the Email screen. See The monthly invoice email.

The invoice cardCopy Anchor Link

Pick a closed window on the Upcoming invoice tab and the Invoice card shows where its invoice stands:

• Issued: the invoice number, the Invoice date, the day it was Issued on, the due date and the total, with Download PDF. A line under them explains why the invoice date comes before the day it was issued. When your account credit paid for some or all of it, the card also shows the credit applied and the balance due, and it says how many demo or test cases the invoice lists at no charge. The Emailed to list shows who the invoice was sent to and whether each email was delivered.
• Held: Claira cannot issue the invoice yet. See Held invoices.
• Nothing to bill: no case in the window was billed by invoice, so no invoice is issued.
• Not issued yet: Claira has not issued an invoice for this window yet. Once the window closed at least two days ago, the card offers Request invoice. See Asking for a missing invoice.
• Issued, for an invoice Claira sent you before it issued invoices in the portal: the number, the invoice date and, when Claira recorded it, the total printed on it, with Download PDF for the invoice you received.

For an issued window, Download CSV downloads the invoice as issued, line for line.

Send again emails the issued invoice again. It is available to people whose role holds Manage organization billing. Choose who receives it from the people whose role can view billing, then confirm. An invoice can be sent again at most 10 times a day.

Your invoice historyCopy Anchor Link

The Invoices list, on the Payment methods and settings tab, covers every invoice window since your organization's first case was activated, newest first. It shows twelve windows at a time; Show earlier invoices loads the next twelve. Any window opens on the Upcoming invoice tab with View.

Every window that has an invoice downloads as a PDF at any time, from the list or from the window's invoice card:

• Invoices Claira issued here download exactly as they were issued.
• Invoices Claira sent you before it issued invoices here, once Claira adds them to the portal, show as Issued with the number and date printed on them. The PDF is the invoice you received.

Asking for a missing invoiceCopy Anchor Link

A window that closed at least two days ago, had cases to bill and still has no invoice shows Not issued yet with Request invoice. Anyone whose role can view billing can ask.

1. Open the window on the Upcoming invoice tab (from the window picker, or with View in the Invoices list).
2. On the Invoice card, select Request invoice.

Claira is notified straight away. It issues the invoice in the portal, dated the last day of the window and due 30 days after that date, and emails it to the people whose role can view billing, as for any other invoice. Until then, the card shows when the invoice was requested. You can ask again after 24 hours. If the message to Claira could not be sent, the card says so instead: ask again after 24 hours, or contact Claira support.

Held invoicesCopy Anchor Link

A held invoice is one Claira cannot issue yet. The card says why:

• Your billing details are missing. This is the only reason you can fix yourself. The card asks you to add your billing details and links to them. The invoice is issued and emailed on the morning after you save them. Until then, the Overview's Needs attention list shows the held invoice too, with a link to your billing details.
• Any other reason is Claira's to resolve. The card says Claira is finishing the invoice setup, and the invoice is issued automatically once that is done. There is nothing for you to do.

When figures change after the invoice is issuedCopy Anchor Link

An issued invoice never changes. If something in its window changes afterwards, for example a case is marked as a demo or test case, the Billing screen shows the current figures next to the invoice and says they differ from the invoice as issued. The invoice you received still stands. If it needs correcting, contact Claira at support@claira.to.

Demo or test casesCopy Anchor Link

A monthly-invoice case that is only used for a demonstration or for testing can be kept off your invoice by marking it as a demo or test case.

• Monthly-invoice cases only. The option is offered only on cases billed by monthly invoice. Card-billed cases are charged by Stripe, so they cannot be excluded: the option is not shown for them, and Claira refuses the change if it is attempted.
• A reason is required. Marking a case asks for a reason of up to 200 characters, and Claira refuses the change when the reason is blank. The reason is shown on the case and kept in your organization's audit record, so do not put client or personal information in it.
• Tokens and overage are still counted. The case keeps using and recording tokens and overage exactly as before, and they still show on the case page, in the case's billing reports and in usage figures. Only the invoice leaves the case out.
• Past windows shown in the portal change too. The invoice is worked out when you open it, so a marked case also drops off past windows shown in this portal, not only the window that is open now. Invoices already issued to you are not affected.

To mark a case, open its page in Cases and switch on Demo or test case in the Plan and billing card, or choose Exclude from invoicing on its row under How each case is billed. Enter the reason and confirm. The case then carries a Demo badge in the Cases list and on its page, and the screen records who marked it, when and why. To bill it again, switch the option off or choose Include in invoicing, then confirm. A card-billed case that was excluded before this rule can only be put back on the invoice.

Payment methods and settingsCopy Anchor Link

• Payment methods, the cards Stripe holds for your card-billed cases: brand, last four digits and expiry, nothing else. Manage in Stripe opens Stripe's own page for that card.
• Where charges go: how much of the last period went to the organization invoice, to cards, and how many cases are marked as demo or test cases.
• How each case is billed: every active case with its plan, what it is charged to, and its last-period amount. Billing method itself (card or invoice) is chosen on the case in Discover when Claira is activated.
• Pending plan changes: downgrades and deactivations booked from Claira or from the Admin Portal, waiting for a case's plan anniversary. Upgrades never wait. Each case name opens the case, and Manage on the case page takes you to where you can change or cancel the booked change. See Changing a case's plan.
• Invoice parameters: the partner discount, the invoice window (a day of the month, the last day of the month, or the anniversary of your first activation) and the overage rate. Claira sets the partner discount for your organization and the overage rate for the region, so both are shown read-only; to change your discount, contact Claira. You can change the invoice window. Changing the window re-cuts the windows that have no invoice yet, so agree it with Claira first. Invoices already issued keep their own dates, and the first window after them runs from the end of your last invoice to your new invoice day, so no day is billed twice. When that gap is shorter than about two weeks, it is added to the following window rather than billed as a month of its own; either way, each case is billed once for it.
• Billing details: the legal name, address and references Claira prints on your invoices. See Billing details.
• Invoices: every window since your first activation, one row per window, with its total, its invoice number (or its status, when there is no invoice), a link to open it, and a PDF download for every window that has an invoice. Show earlier invoices loads older windows. See Your invoice history.

Billing detailsCopy Anchor Link

The Billing details card, on the Payment methods and settings tab, holds what Claira prints on your invoices:

• Legal name and Billing address: required. Claira cannot issue an invoice without them.
• Tax or VAT number: your organization's own number, optional.
• Purchase order or reference: optional, printed on the invoice so your accounts team can match it.

People whose role holds Manage organization billing can change them with Edit billing details. The next invoice Claira issues uses what you save; invoices already issued keep the details they were issued with.

The card also shows, read-only, who issues your invoices, the Tax on your invoices (set by Claira), the format of your Invoice numbers and, if your organization paid in advance, your Account credit. If you would rather arrange your billing details with Claira, or have not opened the Admin Portal, write to support@claira.to.

Need help? Contact us at support@claira.to.