General

Billing is administered at the organisation level within the Emma Platform.

Billing settings are only available for users with 'Organisation Admin' or 'Billing Admin' roles.

Pricing

Emma follows per-document pricing. The different available subscriptions can be found on our website: https://www.emma.legal/pricing

Billing Settings

You can manage billing by going to your organisation settings in the Emma platform:

Note: Make sure you select Organisation Settings and not Dataroom Settings to configure billing information.

Subscription Settings

Here you can manage billing and subscription related settings:

You can:

Select your desired subscription plan
Monitor your consumed documents
Check the duration that your subscription is still active and thus the documents will remain available
Open 'Manage billing' to review invoices and payments
Define the billing e-mail address i.e. who receives the invoices and can change the payment settings

Note: You need admin or billing permission to view the billing console.

Payment methods

Emma supports the following payment methods depending on your plan:

Plan	Payment Methods
Entry	Credit Card/Debit Card (Mastercard, Visa, local schemes)
Small	Credit Card/Debit Card (Mastercard, Visa, local schemes)
Midsize	Credit Card/Debit Card (Mastercard, Visa, local schemes)
Big	Credit Card/Debit Card (Mastercard, Visa, local schemes)
Enterprise	Credit Card/Debit Card or Invoicing

Credit or Debit card payments are managed via Stripe.

Change payment card

This page can be found in the 'subscription settings' after clicking on 'manage billing'. You can click on '+add payment method' and add or change your card.

Change invoice details

You can change invoice settings through organisation settings > subscription > manage billing (see screen 'change payment card')

Company name
VAT/EID or other tax identifier
who receives billing notifications incl. invoices

Payment by invoice

Payment by invoice is only available to enterprise customers after a positive credit check. You can request for invoicing through [email protected]

Payment-after-trial billing flow (feature-flagged)

For organisations where the payment-after-trial feature is enabled (controlled by a feature flag and in gradual rollout):

New organisations start a manual free trial without entering payment details upfront.
During onboarding, you can create your trial immediately; billing setup is skipped at this stage.
At the end of the manual trial, you are prompted to subscribe and provide payment details before continuing to use paid features of Emma.
Stripe checkout or invoice payment only happens after your trial period ends.

Note: This flow does not yet apply to all customers; Emma may continue to collect payment upfront depending on your account and the current experimentation phase.

Tax ID requirements and validation

Tax ID replaces VAT Number

Emma now collects a general Tax ID instead of only a VAT number for tax reporting and compliance. You will see this terminology reflected throughout the billing settings and dialogs.

All dialogs and error messages referring to "VAT number" now use "Tax ID."
When entering a Tax ID, you must select the appropriate type and enter the number. The example placeholder in the entry field will update based on the selected Tax ID type (e.g., "BE0123456789" for EU VAT, "12-3456789" for US EIN).

Supported Tax ID types

You may need to provide a Tax ID according to your organisation’s country:

Country	Tax ID Type	Example Placeholder	Verification
EU Member State	EU VAT	BE0123456789	Verified by Stripe
United Kingdom	UK VAT	GB123456789	Verified by Stripe
Australia	AU ABN	12345678901	Verified by Stripe
Switzerland	Swiss VAT	CHE123456789	Not verified
United Arab Emirates	UAE TRN	123456789012345	Not verified
United States	US EIN	12-3456789	Not verified

Verifiable Tax IDs (EU VAT, UK VAT, AU ABN): When you enter one of these, Stripe attempts to validate the number. This process might take up to two minutes, and you should keep the dialog open until completion.
Non-verifiable Tax IDs (US EIN, Swiss VAT, UAE TRN): Stripe cannot verify these types, so they are saved as entered. Take care to enter them accurately; the system will store what you provide without additional validation.

US EIN requirement

US-based organisations must now provide a United States EIN (Employer Identification Number) as their Tax ID.
This EIN is saved but not verified by Stripe.
If a US organisation has not provided an EIN:
- Billing details are marked as incomplete in the admin billing flows.
- You may see alerts or errors indicating that a "US EIN" is missing.
- However, not providing a US EIN does not block you from subscribing or making payments. You can still complete subscription payments, but your organisation may be prompted to add the EIN to clear the incomplete billing status.

What will you see?

In the billing dialog, when you add or update a Tax ID:
- The form title and all references use "Tax ID."
- You can select the type (e.g., EU VAT, UK VAT, US EIN).
- The placeholder in the entry field updates based on selection to show an example format.
- You will see messaging below the form explaining whether your chosen Tax ID type will be verified or just saved—helping you understand what happens next.
- If saving a non-verifiable Tax ID (such as a US EIN), you will see a note that it is saved without verification and should double-check the value.
Error messages when billing details are incomplete will now indicate the missing "Tax ID" or specifically say "Missing: US EIN" for US customers.

Transactional billing emails

Emma sends automatic transactional emails for key billing and subscription events. The following billing-related email templates are available and sent at relevant moments:

Payment failed: Sent when a payment attempt fails.
Trial converted: Sent when a trial converts to a paid subscription.
Upgrade confirmation: Sent when you successfully upgrade your plan.
Cancellation confirmation: Sent when a subscription is cancelled.
Renewal confirmation: Sent when a plan renews successfully.
Overage notice: Sent when your usage exceeds the included quota.
Quota warning: Sent as you approach your included quota.
Quota exceeded: Sent if you fully exceed your plan's quota.
Subscription expired: Sent when your paid subscription expires without renewal.
Trial ended: Sent when your trial period has ended and you have not subscribed.

These notifications are triggered by payment, invoicing, subscription, or usage-related events and help you stay informed about the status of your account, renewal, and any required actions (such as updating your payment information).

Subscription guard logic & billing enforcement

Emma uses a subscription guard to ensure that only organisations with an active trial or paid subscription can access core platform features:

The guard now supports richer states including:
- Trial ended: Your trial has expired but you have not started a paid subscription.
- Canceled: Your subscription was cancelled and the active period has ended.
- Expired: Your subscription period has ended without renewal.
The logic introduces an explicit hasActivated field to distinguish between organisations that:
- Have only used a manual trial (and have never paid)
- Have paid at least once (even if currently expired/canceled)
If you do not have any active subscription (trial or paid), you are automatically redirected to the billing screen to subscribe in order to continue using Emma.
The subscription guard is now skipped during onboarding, making the warmup flow for new orgs smoother.

Integration gating (VDR and others)

VDR (Virtual Data Room) integrations require a paid subscription. You will only be able to connect VDR providers after subscribing. This gating applies to all VDR types (e.g. Ansarada, Intralinks, Virtual Vaults, iDeals).
Non-VDR cloud storage integrations (such as Google Drive) continue to be available during your trial period, even prior to paid subscription activation.

Support

If you have any questions about billing, subscriptions, invoices, or payment methods, please contact Emma support for assistance.

If you need additional help or you encounter any other problem, don't hesitate to reach out to us through the chat bubble in the bottom right or to contact [email protected]