Paying by purchase order

Paying by purchase order is for organizations whose accounts payable pays against an invoice rather than a card: schools, public bodies, manufacturers and most larger companies. You place the order at checkout with your PO number, access opens when the order is approved, and the invoice follows on net terms. After that, each period's invoice arrives on its own before the period ends. This page covers placing the order, what the invoice carries, how the next period is invoiced, and how to stop it.

Organization administrators, and members whose role holds Billing, see orders and download invoices; buying, stopping a line and canceling need Billing: manage (see Roles and permissions). See Plans, add-ons, and billing for what a plan and an add-on carry.

Placing a purchase order#

1. Start the purchase as usual: a plan change under My Account, then Billing & plan, an add-on under Add-ons, or one more aircraft slot from the Aircraft page when every slot is in use. The Checkout page opens with the order summary.
2. Press Pay by purchase order. Under the total, the summary then says how a purchase order is billed: the billing period, how many days after the invoice date it is due, that the next period's invoice is issued and emailed before each period ends, and that you stop it under My Account, Billing & plan. A one-time purchase says it does not renew. The form below opens with a sentence on how tax is treated (see Tax, below), then Bill to.
3. Check the Bill to fields: Billing contact, Billing email, Address line 1, Address line 2, Country, City, the region and postal code (labeled the way the chosen country labels them), the tax ID (labeled for the country, for example EIN or VAT number) and Tax exemption certificate if your organization is exempt. They open filled from your organization's billing details, and what you enter here is saved there too.
4. Enter your Purchase order number if you have one. It is optional, and it is printed on the invoice and carried to every renewal.
5. Tick I accept the Terms of Service for this order.
6. Press Place order, invoice to follow.

The order is not placed until the Terms are accepted and the invoice has somewhere to go: a billing contact, a billing email and a complete address. If anything is missing, the fields that need attention are outlined and the reason appears under the button.

Nothing is charged. The page confirms the order was received; access opens when the order is approved, usually within one business day, and the invoice is issued at that moment. For an education or nonprofit plan, the approval is also RotorLab's approval of the request, and a purchase order is the way to pay before it arrives. An education or nonprofit plan that costs less than your current plan, while your paid period runs, needs no purchase order: the checkout says there is nothing to pay now, and once approved the plan starts when the period you have paid for ends.

The invoice#

When the order is approved, the invoice is emailed to your billing email (to your organization administrator when none is saved) under the subject "RotorLab invoice INV-000042 for" your organization, with the amount, the purchase order, the service period and the due date. Renewal invoices arrive the same way. Every invoice can be downloaded again at any time, as Downloading invoices below describes.

An invoice is laid out for accounts payable:

• From: the seller, RotorLab, Inc., a Delaware corporation in Dubuque, Iowa, with its address, billing email and tax identifiers.
• Bill to: your organization's name and the billing contact, email, phone, address, tax ID and tax exemption certificate from your billing details, as they stood when the invoice was issued. Changing your billing details later does not change an invoice already issued.
• Invoice: the Invoice number (INV followed by six digits, one number per invoice and never reused), the Order, the Purchase order (or "none given"), the Invoice date, the Terms (for example "Net 30 days"), the Due date, the Service period the invoice pays for, and the Standing: outstanding, PAID with the date the payment was recorded, CREDITED or WRITTEN OFF when it was closed that way, or VOID with the date it was voided.
• The item, with its billing period and, for a per-aircraft add-on, the aircraft count and unit price; any discount; on a plan change, the Credit for the unused part of your previous plan; the Subtotal; the tax line; and the Total due. Once anything has been paid, credited or written off, the invoice adds Paid, Credited and Written off lines as they apply, and the Balance due.
• Payment: quote the invoice number and your purchase order with the payment, followed by the remittance details. A void invoice says instead that it is void and nothing is owed on it.
• Verification: the invoice's document code, which anyone can check at rotorlab.app/verify (see Verifying a document).

A plan or add-on billed monthly or yearly has a service period of one calendar month or year from the day the order was approved; the next period starts the day the previous one ends. A one-time purchase reads "one time".

Paying in parts#

An invoice can be paid in more than one payment. Each payment is recorded with its amount, the date it was paid and its reference. Until the whole amount is paid, the invoice stays outstanding, Orders & invoices shows what was paid and how much is still owed under the amount, and the downloaded invoice lists what was paid and the Balance due. An invoice that has had money paid on it is not voided. If RotorLab credits part or all of an invoice, the credit comes off what is owed, and an invoice credited in full reads credited.

A plan change on an invoice#

When you change plan, the unused part of your current period is credited on the new plan's first invoice, on the line Credit for the unused part of your previous plan. For a plan paid by purchase order, the credit counts the period in force and any later period already paid, and a renewal of the old plan issued ahead and not paid is voided when the new plan starts. The credit is capped at the new plan's first charge, and the plan-change preview on Billing & plan shows it before you request the change.

A move to a cheaper plan carries no credit and goes through no checkout: Request change schedules it for the end of the period already invoiced. The current plan's next renewal invoice is not issued (one issued ahead and not yet started or paid is voided), and on the day the period ends the new plan starts and its first invoice is issued and emailed. Until then, Cancel the plan change on the Subscription card keeps the current plan, and its renewal is invoiced as usual. See Plans, add-ons, and billing.

Payment terms#

Each invoice prints its payment terms as Terms, for example "Net 30 days", and its Due date, which is the invoice date plus those days. Invoices are due 30 days after the invoice date unless RotorLab has agreed other payment terms with your organization, for example a public body's prompt-payment term; the agreed terms then apply to every invoice issued to your organization from then on. Checkout states the terms that apply to your organization before you place the order.

The terms are fixed on each invoice when it is issued, together with its due date. A later change of terms applies to invoices issued after it, never to one already issued, and Orders & invoices shows each invoice's due date and the terms it was issued on.

Tax#

Checkout says how tax is treated before you place the order. Sales tax is charged only where RotorLab is required to collect it, at the rate shown on the invoice: the tax is worked out on the amount after any discount, rounded to the nearest cent, and the tax line names the rate. Where no tax is charged, the tax line reads "No tax charged".

If your organization is tax exempt, enter the certificate number in Tax exemption certificate under Billing details (or in the checkout form) before the invoice is issued. The invoice then prints the certificate and adds no tax.

Downloading invoices#

Open My Account, then Billing & plan. The Orders & invoices table lists every order your organization has placed:

Press Invoice PDF on a row to download that invoice. Every invoice issued to your organization is there; no other organization's invoices ever are. An invoice past its due date reads invoice overdue; once the payment is recorded it reads paid. A void invoice reads void, keeps its row and its Invoice PDF, and nothing is owed on it. An invoice credited in full reads credited, and one whose balance RotorLab has written off reads closed.

When the payment is recorded, the downloaded invoice reads PAID and carries a new document code, because it now says something different. The code on the copy you received before payment still verifies as the outstanding invoice it was. A void invoice works the same way: downloaded again, it reads VOID with the date and carries a document code of its own, and rotorlab.app/verify shows its standing as VOID.

Renewal invoices#

A plan, add-on or bundle bought monthly or yearly by purchase order runs to the end of its service period, and the next period's invoice arrives on its own before the current one ends. Nobody has to approve it and you do not have to reorder.

• The Subscription card on Billing & plan says what is invoiced and to when (for example "Team is invoiced by purchase order to 2026-10-29."), and how many days before each period ends the next invoice is issued and emailed to you.
• That many days before the period ends, the next period's invoice is issued: at the current price and billing period of the plan, add-on or bundle, with the same purchase order number and the same number of aircraft, for a service period that starts the day the current one ends, on your organization's payment terms. It is emailed to your billing email like the first invoice. An add-on or bundle that RotorLab no longer offers, or no longer offers monthly or yearly, is not renewed: it runs to the end of what was invoiced.
• It appears in Orders & invoices as invoice outstanding, with its service period marked "(renewal)", and access runs on to the end of the new period.
• What the renewal brings takes effect when the new period starts, not when its invoice is issued: a new price already invoiced, different contents in an add-on or bundle, its aircraft counts, its extra storage and a new billing period. Until then you keep exactly what your current period gives you, and access carries on from one period into the next.

If a renewal invoice should not stand (for example one issued after your contract ended), contact RotorLab and it can be voided. A void invoice stays in Orders & invoices with the status void, and nothing is owed on it. That plan, add-on or bundle is not renewed again, and access to it ends with the period before the void invoice. To carry on, buy it again.

If a plan's next period has not been invoiced when its term ends, the plan ends three days later, and When a plan ends applies: for 90 days your administrators can read and export every record but change nothing, and other members cannot sign in. An administrator restores the plan from the Plan ended page. An add-on ends with its period.

Stopping renewal#

On the Subscription card, press Cancel at period end. The Cancel renewal sheet says what happens and offers two optional fields, Why are you leaving? (optional) and Anything else you want to tell us (optional), which go to RotorLab and nowhere else. Press Cancel renewal to confirm. No further invoices are issued, any renewal waiting to be invoiced is canceled, and access runs to the end of what was already invoiced. The card says "Renewal is canceled" and shows the date it ends.

A renewal invoice already issued stays issued. To stop the next period, cancel before its invoice is issued, which is the number of days before the period ends that the Subscription card shows.

Press Resume subscription to undo it before then; the next renewal invoice is issued again on the usual schedule.

Stopping one add-on#

To stop one add-on or bundle without touching the plan, find its row in the What you pay table on Billing & plan and press Stop renewing, then confirm. Nothing further is invoiced for it, a renewal waiting to be issued is canceled, and it runs to the end of what was already invoiced. Renew again undoes it while the line is still running.

An add-on that a new bundle or plan includes stops renewing on its own when the bundle or plan starts: what was invoiced runs to its end, a renewal issued ahead and not yet started or paid is voided, and nothing is refunded. The bundle card and the plan-change preview name these add-ons before you buy.

Related#

• Plans, add-ons, and billing
• When a plan ends
• Seats, add-ons, and org purchases
• Verifying a document