¶ Billing & Quotes Tab
The Billing & Quotes tab in the Customer Dashboard is your financial control centre — every invoice, every payment method, every proposed quote in one place. This guide walks through the three sections (My Invoices, My Quotes, Payment Methods), shows how to pay unpaid invoices, accept a custom quote, and manage UK payment methods via smartxhosting.uk/login.
¶ Table of contents
Reaching the Billing & Quotes tab • Section 1 — My Invoices • Downloading an invoice • Paying an unpaid invoice • Section 2 — My Quotes • Accepting a quote • Section 3 — Payment Methods • UK VAT on invoices • FAQ
¶ Reaching the Billing & Quotes tab
Sign in at smartxhosting.uk/login. Click the Billing or Billing & Quotes icon in the left sidebar menu (exact label depends on your account configuration).
The Billing & Quotes dashboard has three sections: My Invoices, My Quotes, Payment Methods.
¶ Section 1 — My Invoices
Every invoice SmartXHosting has issued to your account — new orders, recurring renewals, one-off charges, credit notes, adjustments.
Invoice columns typically include:
- Invoice Number — unique reference
- Invoice Date — when the invoice was issued
- Due Date — when payment is expected
- Total — invoice amount in GBP
- Status — Unpaid, Paid, Cancelled, Refunded, Collections
Click any invoice to open the detail view with line items, VAT breakdown and payment actions.
¶ Downloading an invoice
On the invoice detail view, click Download to save a PDF copy. PDFs meet UK VAT invoice requirements: company name, address, VAT number, invoice number, itemised VAT breakdown and totals. Keep PDFs on file for six years per HMRC retention rules.
Download multiple invoices by filtering the list (e.g. “Paid, last tax year”) and using the bulk download option where available. Useful for year-end accounting exports to Xero, QuickBooks or Sage.
¶ Paying an unpaid invoice
For an unpaid invoice, open its detail view. You’ll see a payment action panel:
Steps:
- Choose your payment method from the dropdown (saved card, PayPal, bank transfer, etc.).
- Click Pay Now.
- On the checkout screen, verify all data is correct (amount, currency, method).
- Click Make Payment to finalise.
Card payments are processed via secure gateway with Strong Customer Authentication (3-D Secure) as required by UK PSD2. Bank transfer payments take longer to clear but carry no card fees.
¶ Section 2 — My Quotes
Custom quotes for services not in the standard SmartXHosting catalogue — custom hosting configurations, managed services, migration work, bespoke integrations.
Empty state: if you have no active quotes and want to request one, click Open New Ticket to contact support with your requirements.
When SmartXHosting has prepared quotes for you, they appear here with:
- ID Number — unique reference
- Subject — what the quote covers
- Creation Date / Expiration Date — how long the quote remains valid
- Status — Draft, Delivered, Accepted, Declined, Expired
Click any quote to open the detail view.
¶ Accepting a quote
Review the quote details — line items, totals, service scope, terms. If it matches expectations, click Accept Quote.
Accepting a quote is a contract. You’ll need to tick the Terms and Conditions before accepting. Once accepted, SmartXHosting prepares an invoice (typically within 24 hours) and notifies you by email. The invoice appears under My Invoices with Unpaid status; pay it via the standard invoice payment flow.
If you decide not to accept, just leave the quote; it expires automatically on the expiration date with no further action.
¶ Section 3 — Payment Methods
Manage your stored payment methods for convenient future checkouts.
Actions:
- Edit an existing method to update card expiry, billing address or preferences
- Add new method — card, PayPal, bank account depending on options
- Delete old or expired methods to keep the list tidy
Click Save Changes after edits. Card details are stored securely in tokenised form — SmartXHosting never sees the full PAN, which stays inside the payment gateway’s PCI-compliant vault.
¶ UK VAT on invoices
SmartXHosting is a UK-registered company that charges UK VAT at 20% to UK customers. Invoices include:
- VAT number — SmartXHosting’s HMRC-issued VAT registration
- Your VAT number — if you’re VAT-registered and added it to your billing profile
- Itemised VAT — net amount, VAT amount and gross per line
- Currency — GBP
- Invoice date and number — HMRC-compliant sequential numbering
VAT-registered businesses reclaim VAT on SmartXHosting invoices as input VAT in their regular returns. Download PDFs and keep on file for 6 years per HMRC retention rules.
Non-UK customers (outside UK and EU) typically see zero-rated VAT on the invoice under export rules. EU customers are subject to current post-Brexit VAT treatment rules.
UK VAT invoicing, done properly
Every SmartXHosting invoice is a compliant UK VAT invoice in GBP, from a UK-registered company — ready for your Xero, QuickBooks or Sage ledger and HMRC records.
View your invoices¶ Frequently asked questions
Q: How do I bulk-download invoices for year-end accounting?
A: Filter the invoice list by date range and status (Paid), then use the bulk-export option if available. Otherwise contact support for a CSV or ZIP export of the required period.
Q: Can I pay in a currency other than GBP?
A: SmartXHosting invoices are GBP only. Your card provider converts from your local currency at their rate.
Q: Why is my invoice showing VAT at a rate I wasn’t expecting?
A: VAT applies based on your billing address. UK addresses are 20%. Non-UK EU businesses with a valid VAT number may be reverse-charged at 0%. Rest-of-world is typically zero-rated for exports. Check your Dashboard › Billing Address has the correct country and VAT number.
Q: My card was declined but the money was taken.
A: A decline with an auth hold is the common pattern. Funds release automatically within 3–7 days. If it persists, contact support and your card provider.
Q: Can I get an invoice for an already-paid service adjusted?
A: Contact support. A credit note is issued to offset the original invoice and a corrected invoice generated. This preserves the accounting trail for HMRC.
Q: How do I add my VAT number to the account?
A: Dashboard › Update Personal Data › Billing Address › add the VAT number to the Tax/VAT field. Future invoices will include it automatically.
Q: What if I receive a quote I didn’t request?
A: Occasionally support issues a quote proactively (e.g. for a suggested upgrade or consolidation). Feel free to review or ignore — no action means no charge.
Q: Can I set up Direct Debit for automatic payments?
A: Direct Debit availability depends on your account and region. Contact support to explore Direct Debit setup via GoCardless or similar for recurring renewals.