Agency Billing — Profiles, Payment Methods & Workspace Assignment

The management portal gives billing owners and administrators full control over billing accounts, payment methods, and workspace billing assignments. This article covers everything available at Billing in the management portal navigation.

Who Can Access Billing

Billing management is restricted to two roles within your agency: Owner and Billing Member. Regular members do not have access to the billing section and will be redirected if they attempt to navigate there.

If you need to grant another user access to billing, see the Billing Admins section below.

Understanding Billing Accounts

A billing account (also called a billing profile) is the entity that holds payment methods and receives invoices. When you register for DashboardFox, your first billing account is created automatically using your registration email. It does not have an address by default — you should add one before adding a payment method or starting a subscription.

You can create multiple billing accounts, which is useful if you manage workspaces for different companies or cost centers and want separate invoicing for each. Each workspace is assigned to exactly one billing account.

Creating a Billing Account

Navigate to Billing in the management portal.
Click Add Billing Account.
Enter an Account Name — this is a label for your own reference, for example "Main Account" or "Client ABC".
Optionally add a first and last name, billing email, and company name.
Enter a complete billing address including country, address lines, city, state or province, and postal code.
Click Create Account.

Note: The billing address is used for payment processing and invoicing. Entering a complete and accurate address before adding a payment method will help avoid card verification issues.

The first billing account you create is automatically set as your default.

Editing a Billing Account

Find the billing account card and click Edit.
Update any fields as needed.
Click Update Account.

Changes to the account name, contact details, and address are synced to Chargebee automatically. If you change the billing address, it will be reflected on future invoices.

Setting a Default Billing Account

The default billing account is used as the pre-selected option when assigning a billing account to a new workspace.

To change the default, click Set Default on any non-default billing account. Only one account can be the default at a time.

Note: You cannot set a deleted account as default, and you cannot delete the current default account without first assigning another account as default.

Deleting a Billing Account

A billing account can only be deleted when all of the following conditions are met:

It is not the default account
It has no payment methods attached
It has no workspaces assigned to it
It is not the only account on your agency

If any of these conditions are not met, the Delete button will be disabled. Hovering over it will show the reason. Remove the payment methods and reassign any workspaces first, then delete.

Note: If your billing account has a remaining credit balance, deletion will be blocked. Contact support for assistance.

Payment Methods

Payment methods are attached to a specific billing account. Each billing account can hold multiple payment methods. The default payment method is used for automatic subscription charges.

Adding a Payment Method

On the billing account card, click Add Payment Method.
If you have not yet saved a billing address on the account, do so first — the button will be disabled until the account is properly configured.
The payment form will open, pre-filled with the address from your billing account.
Enter the cardholder name and verify or update the billing address.
Enter your card details.
Click Save Card.

Setting a Default Payment Method

Click the star icon next to any non-default payment method on the billing account card. The default payment method is used for all subscription charges on workspaces assigned to that billing account.

Removing a Payment Method

Click the X icon next to any payment method to remove it. You cannot remove a payment method if it is the only one on that billing account — add a replacement first, then remove the old one.

Cards that are expiring within 30 days will show an Expires in Xd warning. Expired cards show an Expired badge. Subscription charges will fail if the default payment method is expired, so replace it before the expiry date.

Assigning a Billing Account to a Workspace

Each workspace must be assigned to a billing account before you can start a subscription. You can also change the billing account assignment later, with one restriction.

Important: You cannot change the billing account on a workspace that has an active or past-due subscription. You must cancel the existing subscription first, switch the billing account, and then resubscribe. Contact support if you need assistance with this.

To assign or change the billing account on a workspace:

Go to the main Workspaces dashboard.
Open the action menu for the workspace you want to update.
Click Billing Account.
Select the billing account to assign to that workspace.

Billing Admins

Billing Admins are users within your DashboardFox application who have been granted access to the in-app Billing section. Once granted, they can view and manage the subscription, payment methods, billing profile, and billing history for that workspace — with the same permissions as the owner.

Billing Admin access is assigned per workspace from the main Workspaces dashboard, not from the management portal billing section.

Granting Billing Access

Go to the main Workspaces dashboard.
Open the action menu for the workspace.
Click Billing Admins.
Enter the email address or username of the DashboardFox user you want to grant access to. The user must already exist as a login in that DashboardFox application.
Save the change.

Revoking Billing Access

In the same Billing Admins menu, remove the user from the list. Their access to the in-app Billing section is removed immediately. Their user account is not affected.

Note: The agency owner always has billing access and cannot be removed.

The Billing Admins workspace action menu is accessible to agency owners and any agency team member with the Billing Member role.