How HoopAI billing works
HoopAI uses Stripe to process all automatic subscription and usage payments. Stripe is a PCI-compliant payment processor used by millions of businesses worldwide. Your card details are stored and handled by Stripe — HoopAI never stores your full card number. When you subscribe, Stripe automatically charges your card on your billing date each month (or year, if you’re on an annual plan). Usage-based charges — calls, SMS, AI, and other wallet deductions — are settled automatically as your wallet balance is consumed and replenished.Accepted payment methods
| Method | Available for |
|---|---|
| Credit card (Visa, Mastercard, Amex, Discover) | All plans — automatic billing via Stripe |
| Debit card | All plans — automatic billing via Stripe |
| Bank transfer (ACH / wire) | Available on request — contact support |
| Manual billing | Available on request — contact support |
Automatic billing via Stripe is the default for all accounts. Bank transfers and manual invoicing are available if you prefer not to keep a card on file — contact billing@hoopai.com to arrange this.
Invoices and receipts
Every payment generates an invoice automatically. You can access all invoices from Settings → Billing → Invoice History. Invoices include:- Line-by-line breakdown of your subscription, add-ons, and usage charges
- Payment date, billing period, and invoice number
- Your billing name and address (used for tax purposes)
- Stripe transaction reference
Tax and deductibility
Is HoopAI a tax-deductible business expense?
In most cases, yes. If you use HoopAI for business purposes, your subscription and usage fees are generally deductible as a business software or subscription expense under standard tax rules in the US, Canada, UK, and most other countries. Common deductible items include:- Monthly or annual plan subscription
- Usage charges (SMS, calls, email, AI)
- Add-on fees (WhatsApp, LC Phone, LC Email, etc.)
- Onboarding and professional services fees
What you need for your records
To support a tax deduction, keep:- Invoices from Settings → Billing (PDF downloads)
- Bank or card statements showing the charges
- A brief note describing the business purpose (e.g., “CRM and marketing automation software”)
Sales tax and VAT
Depending on your location and business registration:- US customers: Sales tax may apply in certain states. If your state requires it, tax will be calculated and shown on your invoice.
- International customers: VAT or local equivalents may apply depending on your country and whether you have a valid VAT/GST number registered.
- Tax-exempt organizations: If your organization is tax-exempt, contact billing@hoopai.com with your exemption certificate. Once verified, future invoices will reflect the exemption.
Refund policy
Subscription fees
HoopAI subscriptions are billed in advance and are non-refundable once a billing cycle has started. If you cancel, you retain access through the end of your paid period — no partial refunds are issued for unused time. See Cancel or downgrade for details on what happens when you cancel.Usage-based charges
Wallet credits consumed for calls, SMS, WhatsApp, and AI are non-refundable once used. If you were charged for usage due to a platform error or technical issue on HoopAI’s side, contact support and we will investigate and issue a credit if appropriate.Exceptions and disputes
If you believe a charge was made in error:- Review your invoice in Settings → Billing → Invoice History
- Check your usage breakdown in Settings → Billing → Usage Dashboard
- If you still believe the charge is incorrect, email billing@hoopai.com with:
- Your account email
- The invoice number or charge date
- A brief description of the issue
For disputes processed through your bank or card issuer (chargebacks), please contact us directly first at billing@hoopai.com. We can often resolve issues faster than the chargeback process, which can take 30–90 days to resolve and may result in account suspension during the dispute.
Frequently asked questions
Can I get an invoice in my company's name?
Can I get an invoice in my company's name?
Yes. Update your billing name and address in Settings → Billing → Billing Address. Changes apply to future invoices. To update a past invoice, contact billing support.
Is my payment information secure?
Is my payment information secure?
Yes. HoopAI uses Stripe for payment processing. Your card details are stored and encrypted by Stripe — HoopAI never has access to your full card number. Stripe is PCI DSS Level 1 certified, the highest level of payment security certification.
Can I pay by bank transfer instead of card?
Can I pay by bank transfer instead of card?
Yes. Bank transfer (ACH or wire) is available on request. Email billing@hoopai.com to switch to manual or bank transfer billing.
I was charged twice — what do I do?
I was charged twice — what do I do?
Email billing@hoopai.com with your account email and the relevant invoice numbers or charge dates. Duplicate charges are rare but we will investigate and issue a full refund if confirmed.
Do you provide a W-9 or vendor documentation for my accounting team?
Do you provide a W-9 or vendor documentation for my accounting team?
Yes. Contact billing@hoopai.com and we will send the appropriate vendor documentation for your records.
Can I get a receipt for a one-time purchase like onboarding?
Can I get a receipt for a one-time purchase like onboarding?
Yes. All purchases — subscriptions, usage, and one-time services — generate an invoice automatically available in Settings → Billing → Invoice History.