ChatGPT for business: company invoices, VAT and billing for a sole trader

Symptoms

• Accounting asks for an invoice to the company instead of a card receipt
• The receipt includes VAT that cannot be booked as an expense without a document
• You need several seats with one payment

Causes and fixes

1. A personal Plus subscription is billed to an individual, with tax and no company invoice

What to do: Set up a Business plan through the admin console: it takes the company name and tax number, and the invoice arrives by email

2. No tax number is set in the billing profile, so VAT is added automatically

What to do: Enter your VAT or company tax number in Billing. Whether reverse charge applies depends on your country and OpenAI's rules, so check the total before confirming

3. The corporate card payment goes through, but the only accounting document is a Stripe receipt

What to do: Download invoices in Billing, Invoices: they carry OpenAI's details, which together with the bank statement is enough for most accountants

4. A sole trader pays from a personal card and mixes up personal and work subscriptions

What to do: Create a separate account on a work email and pay from the business card, so the receipt and statement back the expense

5. You need the API rather than the chat, and it is billed differently

What to do: The API is billed separately on platform.openai.com with prepaid credits, where you also set the company and tax number

Common problems and fixes

• ChatGPT not working: six causes and what to do
• ChatGPT declines your card: what to check, step by step
• ChatGPT message limits: how much you get on Free, Plus and Pro and how not to burn through it in an hour
• ChatGPT will not open a PDF or reads it with errors: causes and workarounds
• How to delete your data from ChatGPT and turn off training on your chats
• ChatGPT will not upload an Excel file, Word document or image: what to do
• ChatGPT account suspended or deactivated: causes and how to get it back

About ChatGPT

All-purpose chat assistant with web search, file and spreadsheet analysis, voice and custom GPTs. Paid plans from $20/mo. Free plan available.

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