How to subscribe: payments, currencies and invoices

To subscribe, go to Services → Services and prices, choose a plan and billing period, then create and pay your invoice.

The country you chose when registering your company with Smart Way determines the currencies, payment methods and invoice types available. For a UK company, prices are shown in pounds sterling, card payments are taken in euros, and bank transfers are made in pounds sterling.

What should I check before subscribing?

1. Go to Settings → Company.

2. Check your company name and registered address. Both are required for companies outside Ukraine. You cannot create an invoice without them.

3. Check your company's tax number. The field is called VAT Number for UK companies, VAT ID for European countries, БИН / ИИН for Kazakhstan, ІПН / ЄДРПОУ for Ukraine and Tax ID for other countries.

4. If needed, add your company registration number, a billing contact's name and email address, and a purchase order number. These additional fields are optional.

5. Save your changes.

For UK companies, a VAT Number is optional when creating an invoice in Smart Way. This applies to both card payments and bank transfers. If your company has a VAT number and needs it on the document, add it before creating the invoice. The same applies to VAT ID and Tax ID for other international payments. Companies in Kazakhstan must provide БИН / ИИН.

Ukrainian companies can create an invoice without completing all their billing details. However, they should check the payer's details before paying.

International invoices retain the company details entered when they were created. Changes you make later in Settings will appear only on new invoices.

How do I create an invoice?

1. Go to Services → Services and prices and choose Monthly or Yearly.

2. For ACADEMY, enter the number of users. The minimum is 200, and you can increase it in steps of 200. For example, entering 250 selects a plan for 400 users.

3. Click Add to invoice next to the plan you want. You can add ACADEMY and TESTING to the same invoice if they have the same currency and billing period.

4. In Your invoice, below the add-ons, check the selected plans, number of users, billing period and total.

5. If your company is registered outside Ukraine, choose a payment method. Check the amount and the currency in which you will pay.

6. For international payments, read the business purchase declaration and tick the box if you agree. It confirms that you are authorised to act for the company, that the billing details are correct, and that the company is responsible for its taxes.

7. Click Create invoice. On the Invoices page, pay by card or download the invoice to pay by bank transfer.

Ukrainian companies choose their payment method after creating the invoice.

If Create invoice is unavailable, read the message beside the button. You may need to complete some required company details.

Which currency can I pay in?

UAH is Ukrainian hryvnia, GBP is pounds sterling, EUR is euros, KZT is Kazakhstani tenge, and USD is US dollars.

For UK companies, card payments are taken in EUR even though prices in the account are shown in GBP. Smart Way displays the exact payment amount before you create the invoice. If you need an invoice in GBP, choose bank transfer. The same distinction applies to Kazakhstan: prices are shown in KZT, card payments are taken in USD, and bank transfer invoices are issued in KZT.

If the company country or currency is incorrect, contact support through the chat before creating an invoice.

How do I pay and stop automatic payments?

Paying by card

Paying by card sets up recurring payments for ACADEMY, TESTING and extra file storage. After the first payment, the payment service will automatically charge your card for subsequent periods. AI token purchases are one-off payments.

To stop future payments, go to Services → Invoices, find the invoice you paid by card and click Cancel subscription. The service will remain available until the end of the period you have already paid for.

Paying by bank transfer

1. Download the invoice for payment by bank transfer.

2. Use the bank details and currency shown on that document.

3. Copy the payment reference exactly as it appears on the invoice.

Bank transfers do not set up automatic payments. You will need to create and pay a new invoice for the next period.

For card payments, Smart Way activates the service automatically once it has received the funds and payment confirmation. Submitting the payment does not itself activate the service. For bank transfers, a member of the Smart Way team confirms the payment and activates the service. Allow time for the funds to arrive and for the payment to be confirmed.

Which documents can I download?

You can find your documents under Services → Invoices. The type of document depends on your company's country and payment method.

• Ukraine: a Ukrainian invoice with a number beginning UA. The payer's details can be edited before payment.

• All countries except Ukraine and Kazakhstan, including the UK: before payment, a PROFORMA INVOICE with a number beginning PI-…. This is the preliminary invoice you use to pay. After payment, a final INVOICE with a number beginning SW-…, marked PAID.

• Kazakhstan: one bilingual Invoice/Инвойс with a number beginning SW-…. It is marked as paid after payment. There is no separate pro forma invoice.

International card payment documents include a link and QR code that take you to the payment page. Bank transfer documents include bank details. Use the payment method you selected when creating the invoice.

A paid international invoice shows the payment date, the amount actually paid and the currency. Smart Way does not add local taxes from the buyer's country to the invoice total. Pass the document to your accountant so they can check whether your company needs to account for any local tax separately.

How do I renew without a break in access?

Your subscription renews once payment is confirmed. Creating an invoice alone does not renew it.

If you pay for renewal in advance by bank transfer, the new period starts when the current one ends. You keep the days you have already paid for. Smart Way emails your company administrators a reminder a week before the subscription ends.

If the next period is not paid for on time:

• the paid features of the relevant plan become unavailable;

• when ACADEMY ends, the employee limit returns to 100, unless you had separately increased it above the paid plan's limit;

• when TESTING ends, unlimited testing stops; you can still send tests using any remaining invitations;

• your account, invoices and saved data are not deleted.

A failed automatic card payment does not renew the subscription either. If you pay after the subscription has ended, the new period starts once payment is confirmed. It is not backdated to the end of the previous subscription.

How do I buy extra file storage?

ACADEMY includes 50 GB of file storage. You can buy extra storage in blocks of 50 GB for use alongside a paid ACADEMY subscription.

1. Go to Services → Services and prices → Add-ons.

2. In the file storage section, choose a quantity under Additional packages: x1 adds 50 GB, x2 adds 100 GB, and x3 adds 150 GB.

3. Choose whether you need the storage in the current or next period. Both options are explained below.

4. Check the storage amount, dates and price, then click Add to invoice, create the invoice and pay it.

For example, x3 adds 150 GB to the included 50 GB, giving you 200 GB in total for the paid period.

Paying for extra storage by card also sets up recurring payments. If you only need the storage until the end of the current period, click Cancel subscription on the relevant invoice after paying to stop future payments.

I need more storage now

Choose Increase storage space. You need an active, paid ACADEMY subscription to use this option.

• The extra storage will be available from payment confirmation until the end of the current ACADEMY period.

• You pay only for the time left in that period. For example, if roughly a quarter of the period remains, the charge will be roughly a quarter of the full price for the storage you have selected.

• Create this invoice separately from your ACADEMY renewal. Your ACADEMY end date stays the same.

The exact price is shown before you create the invoice. Once the invoice has been created, its price does not change.

I need storage for the next period

Choose Renew subscription. Add the storage to the same invoice as ACADEMY, or create a separate invoice if you have already paid for the next ACADEMY period.

This option is charged for the full next month or year. The storage becomes available when that ACADEMY period starts. It does not increase your storage in the current period.

What happens to my files when the paid period ends?

If you do not renew the extra storage but ACADEMY remains active, your storage allowance returns to the included 50 GB. If ACADEMY also ends, those 50 GB will no longer be available either.

Files are not deleted automatically. If you have no free space under your current subscription, you will not be able to upload new files. To upload more, free up space or pay for enough storage.

How do I buy more AI tokens?

AI tokens measure how much you use the platform's artificial intelligence features. ACADEMY includes 1,000 tokens per month with a monthly subscription or 12,000 per year with an annual subscription. Extra tokens are sold in packs of 10,000.

1. Go to Services → Services and prices → Add-ons.

2. In the AI tokens section, choose the number of packs: x1 gives you 10,000 tokens, and x2 gives you 20,000.

3. Click Add to invoice and create a separate invoice. AI tokens cannot be added to the same invoice as ACADEMY, TESTING or file storage.

4. Pay the invoice. The tokens will be added to your balance once payment is confirmed. This purchase will not trigger any further automatic payments.

You can check your balance and usage history under Services → AI Tokens. To buy tokens, go to Services and prices.

How tokens are used and added to your balance:

• The free tokens included with ACADEMY are used first, followed by tokens you have bought separately.

• Unused free tokens do not carry over to the next period. If you have 200 left before the new month starts, your next free allowance will bring the balance to 1,000, rather than 1,200.

• Any overuse reduces your next allowance. If your free token balance is −400, adding an allowance of 1,000 will leave you with 600.

• Tokens bought separately are kept when you renew ACADEMY and have no separate expiry date.

• If you pay for your ACADEMY renewal early, the new free allowance is added when the new period starts, rather than on the day you pay.

For more detail, see AI tokens in Smart Way: how balance, allowance and usage work.

What should I check after paying?

1. Go to Services → Invoices and check that the invoice is marked as paid.

2. Check your plan, number of users and the start and end dates of the paid period. If you bought extra storage or tokens, check the storage allowance or token balance too.

3. Download the payment document for your accounts team.

If the money has left your account but the payment is not yet showing, contact support with the invoice number and payment date. Do not pay the same invoice again until the issue has been resolved.

If you notice an error in the company details, amount, currency or payment method before paying, correct it and create a new invoice first. To cancel an incorrect invoice or check what to do next, contact support through the chat.