Write down the workspace, period and payment you need to document. Decide whether the immediate task is one missing invoice or a future delivery arrangement. Solve the missing file first, then agree how the next document should be handed over.
Identify the existing recipient
For a Team plan, open your Airtable account overview, select the correct workspace under Workspace settings and click Billing. Find the required document, choose View invoice, then Download invoice. For self-serve Business, the existing administrator opens the admin panel and its Billing section to find the matching invoice.
Self-serve Team and Business plans have no separate billing-email field; issued invoices are sent to workspace owners. Adding another owner can add a billable seat. An annual subscription may have no monthly invoice in a month with no adjustments, such as adding or removing collaborators. Check the annual invoice’s covered period and any changes before chasing a monthly file. The Airtable invoice overview explains the routes and this exception.
Request the invoice, not ownership
Please send the Airtable invoice for [workspace and period], matching [payment date and amount]. For future handoffs, can we agree who will send the document to [approved accounting location]?
Keep the request focused on the purchase. Do not attach an entire base or its records as evidence of using Airtable. Those records are not the billing document.
Worked example: the accountant asks for an August invoice for workspace Studio, but the company bought annual Team in May and made no collaborator changes in August. The existing owner finds the annual document and checks that its period covers August. They send that original with its number and a note that an unchanged annual plan may not have generated a separate August invoice. If another payment or adjustment occurred in August, they locate its own document; the annual invoice does not automatically explain it. Handing over the file does not require adding the accountant as an owner.
Verify the file and record the handoff
Open the document and compare recipient, description, period and amount. Save it with workspace, period and document number, keeping the content unchanged. Check for a duplicate before delivering it.
Agree who is responsible for future handoffs and where the checked documents belong. Record the arrangement separately from permission settings. If a particular period remains missing, list it explicitly instead of marking the whole process complete.
Collect email invoices with HeyRup
HeyRup is preparing a service to find PDF invoices in a connected mailbox and hand selected documents to your accountant. Retrieve invoices available only in a provider portal there first. Registration is not open yet. On the , choose “Notify me at launch” and leave your email in the form if you want a launch notification.