Guide to Manage Universal Office Subscription

This module on UFILO will help you manage your Universal Office Subscription(s). Whether you have subscribed a single or multiple locations to Universal Office, you can manage all from this single Client Portal.

To begin, you will have to sign in with your UFILO account. Once signed in, the system will list all Universal Office subscriptions. Click to open a subscription.

If you are looking to change the Bill To details that appear on your invoices and receipts, you will want to change your billing profile details.

1. Go to the Billing profile page.
2. Click Edit Billing Details.
3. Make changes to the Bill To details:
   • Billing contact name
   • Company Name
   • Address
   • Phone, Fax and Email
4. Click Save.

From this point on, the invoices and receipts will be issued to the name and address you specified.

If you want an associate or an assistant to help you manage your Universal Office subscription or have bookkeeper access and download invoices and receipts, you will want to invite them to join your Client Portal.

When you invite people, you want to make sure you assign the correct Role. There are only two roles available for Subscription Manager: the Director and the Manager roles.

You will assign the Director role exclusively to owners and partners. The Manager role you will assign to other people such as bookkeepers and assistants.

Important: You can remove Subscription Managers with Manager role, however, you may not remove someone with the Director role. People with the Director role will have to leave the subscription voluntarily.

So let’s start by adding a Subscription Manager.

1. While on the Billing profile page, click Add subscription manager.
2. Enter email address and select Role.
3. Click Save.

An invitation will be sent to the email address you specified for the Subscription Manager. If the user does not yet have a UFILO account, the system will allow the recipient to open and activate one. Once activated, the recipient will have access to your Universal Office subscription with access level identified by the Role you assigned.

After adding a Subscription Manager with the Manager Role, you later upgrade that role to Director or remove the user from your portal. However, you may not change the Role nor remove a Subscription Manager with Director role from your Client Portal.

As a Subscription Manager with the Director role, you have the option to voluntarily leave the subscription.

While on the Billing profile page, simply click Leave subscription next to your name in the list of Subscription Managers and click Yes on the confirmation prompt.

Once you leave the subscription, you will no longer have access to that Universal Office subscription. However, if you had access to other UO Subscriptions, then you will continue to have that access.

At any point during your subscription to Universal Office, you can upgrade and downgrade your price plan. You may also want to change your subscription term from monthly to yearly or vise versa.

1. Open Subscriptions page.
2. Click Change plan.
3. Select a plan and choose a term.
4. Check the Confirm change of price plan box and click Save.
5. Click Yes on the confirmation prompt to immediately upgrade your price plan and to apply the charge to the credit card on file.

If you are upgrading a plan, the system will prorate and collect the amount required to upgrade your price plan. If you downgrade, change from yearly to monthly, or simply change term the system will schedule your change to take effect on your next billing cycle date.

The Billing cycle date for your Universal Office subscription appears right above the price plan box on the Subscriptions page.

If you no longer want to continue your subscription to Universal Office, you can simply pause it. Once the expiry date is reached, the system will cancel your subscription and your Universal Office license will be terminated. The system does not charge or renew paused subscriptions.

To pause subscription:

1. Go to Subscriptions page.
2. Click Pause subscription.
3. Click Yes on the confirmation prompt.

At any time, you can restore an expired (canceled) or paused subscription. When you restore a paused subscription, the system will simply set it to renew on the next billing cycle date. When you restore expired subscriptions, the system will first collect the license fee and then reactivate your subscription. When reactivating expired subscriptions, the system will set a new billing cycle date.

1. Go to Subscriptions page.
2. On a paused or expired subscription click Restore subscription.
3. Click Yes on the confirmation prompt.

Note: The Billing cycle date will be pushed to the first of the month when you renew on the 29th, 30th, or 31st of the month.

Important: The system will not restore a subscription if unable to collect payment for license renewal.

Its easy to manage your payment methods in your Client Portal.

1. Go to Payment method page.
2. Click Add payment method.
3. Enter your payment method information, then click Submit.

Note: We only accept Visa, Visa Debit, and MasterCards.

Tip: When you enter more than one credit card, you can change the primary credit card. The primary credit card will be billed on your billing cycle date.

Your billing statements (such as receipts and invoices) for Universal Office are readily available for you to preview and download.

1. Go to Transaction history page.
   Tip: The system will list billing statements issued in the current or most recent year. To view invoices and receipts issued in previous years, choose the year from the Transaction for drop-down list.
2. Double-click on a billing statement or select and click Preview on the toolbar to open the statement in PDF.
3. In the PDF viewer, click Download to download the statement to your default download folder.

The system will log each time someone changes your Universal Office subscription price plan. The log will record the changes to the price plan, the email address of the person who changed it, along with the IP and location where the plan was changed, and the timestamp of when the changes were made.

1. Go to Subscriptions page.
2. Click View changes log.
   Note: to return to the Subscriptions page, click Back next to the subscription changes log title.