Managing invoice recipients and billing details

You can manage who receives your Aircall invoices directly from the Aircall Dashboard. Only users with the Owner role can add or remove invoice recipients, update billing details, or request invoice changes.

Add or delete invoice recipients

Steps:

1. Log in to the Aircall Dashboard > My Company > Billing Tab
2. Scroll to the bottom of the page to locate the Send invoices to section.
3. To delete an existing recipient:
   • Hover over the email address.
   • Click the three vertical dots on the right.
   • Select Delete invoice recipient.
4. To add a new recipient:
   • Click + Add an email recipient (in green).
   • Enter the new email address.
   • Click Confirm on the right to save your changes.

Important: Changing invoice recipients does not resend previously issued invoices.
Any updates will apply only to future invoices generated after the modification.

Update billing details on your invoices

Aircall follows a strict process to ensure billing updates comply with legal requirements. Ensure your billing details are up to date. 

Before requesting changes

• You can update your street address, number, city, or postcode directly in your Aircall Dashboard.
• To update your VAT number, country, purchase order, or legal name, contact the Customer Support team via Help Centre > Contact Us, with supporting documentation that reflect the updated information. 

Note: Any updates made to your billing details will only apply to future invoices.
To correct past invoices, please refer to the section above on updating billing details.

By keeping your billing information current and following these steps, you ensure accurate and compliant invoicing for your Aircall account.

Invoice update process

Due to accounting regulations, issued invoices cannot be directly edited. Instead, Aircall issues:

1. A credit note to cancel the original invoice.
2. A new invoice with the corrected details (same total amount).

For more information, see:

• How do I access or download my invoices and credit notes?
• Understanding your invoice: What is a credit memo?

Note: A credit note does not represent a refund. It is used only to cancel and replace the original invoice.

Avoiding duplicate charges

• If the original invoice was paid, no further action is needed.
• If the original invoice was unpaid, pay only the new, corrected invoice.
• You may see both the original and corrected invoices in your records, but the credit note ensures you are not charged twice.

Important: All modifications to issued invoices must go through the credit note and re-issuance process to stay compliant with accounting and legal standards.

Add a purchase order (PO) number to your invoice

Only Aircall Customer Support team can add a purchase order number to your invoice. If your company uses POs, follow the steps below.

Steps: 

1. Contact the Customer Support team via Help Centre > Contact Us before the invoice is generated. This ensures enough time to include the PO reference.

2. If the invoice has already been issued, the Customer Support team will reissue the invoice with the PO number.

Tip: If you’re unsure about your role and permissions, see the article Aircall roles and permissions.

3. When submitting the request form, select the correct options from the dropdown list and include the PO number you want added.

By following these steps, your purchase order number will appear correctly on your invoice.