Billing Info & Company Details
By Camilo Aponte
By Camilo Aponte
🔄 Consolidate Workspaces, Fix Billing, and Migrate Email
🗺️ Overview If you are running two separate Search Atlas workspaces under different email addresses, you may need to consolidate them into one account, transfer any remaining prepaid value, recover duplicate charges, and update your login email. Because these steps touch billing records, active subscriptions, and platform access, this process must be handled by our support team — it cannot be completed through self-service settings alone. This article explains what to prepare, what to expect, and how to protect your data throughout the migration. ⚠️ Before You Begin Read the following carefully to avoid data loss or access issues during consolidation. - Do not cancel or delete either workspace until your support agent confirms in writing that all data, credits, and plan entitlements have been successfully transferred to the destination workspace. - Identify clearly which workspace is the source (the one being merged away) and which is the destination (the one you will keep). - Make a note of the login email you want associated with the final, consolidated workspace. - Gather any billing receipts or invoice numbers that support a duplicate-charge refund claim — these speed up the review process significantly. 📋 What Information to Have Ready When you contact support, provide all of the following so the team can act without delays. 1. Source workspace email — the account being consolidated (e.g., the older or duplicate workspace). 2. Destination workspace email — the account you want to keep active after the merge. 3. Desired final login email — the address you want to use to sign in going forward, if it differs from the destination workspace email. 4. Subscription or plan details — plan name, billing cycle, and any prepaid credits or add-ons on either workspace. 5. Duplicate charge evidence — invoice IDs, charge dates, and the total amount you believe was billed incorrectly. State the exact refund amount you are requesting. 6. Description of any technical defects — for example, issues with OTTO SEO or ClaimControl that occurred on either workspace, including dates and what behaviour you observed. 🔄 How the Consolidation Process Works Once you have reached our support team, the consolidation follows these stages. 1. Identity and ownership verification — The agent confirms you are the authorised account holder for both workspaces before any changes are made. 2. Billing audit — Our team reviews subscription records for both workspaces to identify overlapping charges and calculate any refund owed. 3. Plan and credit transfer — The active plan and any remaining prepaid value are migrated from the source workspace to the destination workspace. 4. Email migration — Your login email is updated to the desired final address, and access is confirmed before the old credentials are retired. 5. Refund processing — Any approved duplicate-charge refund is issued to your original payment method. Processing times vary depending on your payment provider. 6. Confirmation — The agent provides written confirmation that the consolidation is complete and all entitlements are active on the destination workspace. ⏱️ What to Expect Workspace consolidations involving billing adjustments and email changes require backend access and cannot be rushed through automated systems. Providing complete information upfront — both workspace emails, invoice details, and your desired login email — is the single most effective way to reduce turnaround time. Keep an eye on your inbox for follow-up questions from the support team during the process. If you need further assistance, open the chat widget in the bottom-right corner of the platform and type human teammate to be connected with a member of our team.
🪪 Tax ID Field: Purpose and Usage Explained
🔍 Overview The Tax ID field in Search Atlas is used to capture your business's tax identification number for billing and compliance purposes. Providing this information ensures your invoices are accurate and meet the legal requirements of your region or country. 📋 What Is the Tax ID Field? A Tax ID (also called a VAT number, EIN, ABN, or similar depending on your country) is a unique identifier issued by a government authority to individuals or businesses for tax purposes. In Search Atlas, this field allows you to attach your official tax number to your account so it appears correctly on all billing documents and invoices generated by the platform. Common examples include: - VAT Number — used in the European Union, United Kingdom, and other regions - EIN (Employer Identification Number) — used by businesses in the United States - ABN (Australian Business Number) — used in Australia - GST/HST Number — used in Canada 📍 Where to Find the Tax ID Field The Tax ID field is located in your account's billing settings. To access it: 1. Click your account avatar or Avatar Menu (👤) in the top-right corner of the platform. 2. Select Billing (or Settings) from the dropdown menu. 3. Navigate to the Invoices tab. 4. Locate the Tax ID field and enter your number. 5. Click Save to apply the changes. Once saved, your Tax ID will automatically appear on all future invoices issued by Search Atlas. ✅ When Should You Fill In the Tax ID Field? You should populate the Tax ID field if any of the following apply to your situation: - Your business is VAT-registered and you need VAT-compliant invoices for accounting or tax reclaim purposes. - Your company's finance or accounting team requires a tax number on all vendor invoices. - You are operating as a registered business entity (rather than an individual) and local regulations require your tax number on commercial documents. - You want to ensure invoices reflect your business details accurately for audit or reporting purposes. If you are an individual user or freelancer without a formal tax registration, you may leave this field blank — it is not mandatory for all account types. 💳 Billing and Compliance Implications Filling in your Tax ID has the following effects on your account: - Invoice accuracy: Your Tax ID is printed on every invoice, making it easier for your finance team to process payments and reconcile accounts. - VAT handling: In regions where reverse-charge VAT applies (such as within the EU for B2B transactions), providing a valid VAT number may affect how tax is calculated on your subscription. - Compliance: Many businesses are legally required to include their tax number on invoices received from vendors. Adding yours ensures Search Atlas invoices meet those requirements. - No impact on features: Adding or omitting a Tax ID does not affect your access to any Search Atlas tools or features — it is purely a billing detail. ✏️ Editing or Updating Your Tax ID You can update your Tax ID at any time by returning to the Billing Information section of your account settings and entering the new number. Changes take effect on your next invoice. Previously issued invoices will not be retroactively updated, so ensure your Tax ID is correct before your next billing cycle. 💬 Need Help? If you need further assistance, open the chat widget in the bottom-right corner of the platform and type human teammate to be connected with a member of our team.
🧾 Understanding the Tax ID Field in Search Atlas
🔍 What Is the Tax ID Field? The Tax ID field in Search Atlas is used to store your business's tax identification number. This is a government-issued number that uniquely identifies your business for tax purposes. Depending on your country, this may also be called an EIN (Employer Identification Number), TIN (Taxpayer Identification Number), or a similar regional equivalent. Providing your Tax ID helps ensure that any invoices or billing documents generated by Search Atlas accurately reflect your business information, which is especially important for accounting and compliance purposes. 📋 Where to Find the Tax ID Field The Tax ID field appears in two key areas of the platform: - BrandVault: When setting up or editing your brand profile, you will find the Tax ID field alongside other business identity fields such as VAT ID and ISO 6523 Code. Each field has an info icon (ⓘ) that you can hover over for a quick description of what to enter. - OTTO Project Setup: When creating a new OTTO project, the Tax ID field is available in the project configuration form. Tooltips are shown next to this field to guide you while filling it in. ✏️ How to Fill In the Tax ID Field 1. Navigate to the relevant section — either your BrandVault profile or the OTTO project creation form. 2. Locate the Tax ID field. Hover over the info icon (ⓘ) next to the field if you need a reminder of what format to use. 3. Enter your business tax identification number exactly as it appears on your official tax registration documents. 4. Save your changes before leaving the page. 💡 Tips and Common Questions - Is the Tax ID field required? The Tax ID field is optional. However, filling it in ensures your invoices and business records are complete and accurate. - What format should I use? Enter your Tax ID in the format used by your country's tax authority. For example, US businesses typically use a 9-digit EIN in the format XX-XXXXXXX. - What is the difference between Tax ID, VAT ID, and ISO 6523 Code? These are three separate business identifiers. The Tax ID is for general tax purposes, the VAT ID is specific to Value Added Tax registration (common in the EU and UK), and the ISO 6523 Code is an international standard for identifying organisations in electronic data interchange. Each field has its own info icon to help clarify the distinction. - Where does my Tax ID appear? Once saved, your Tax ID may appear on invoices and billing documents associated with your account. 🛠️ Troubleshooting - If the Tax ID field is not visible, make sure you have the correct permissions for your account role. Administrators typically have access to all billing and business identity fields. - If you saved a Tax ID but it does not appear on your invoices, allow a short time for the system to update, then check the Billing page to confirm your invoice details are refreshed. 🙋 Need More Help? If you need further assistance, open the chat widget in the bottom-right corner of the platform and type human teammate to be connected with a member of our team.