Start with the transaction you need to document. Write down its date, amount and the person or organisation that purchased the subscription. Using a service for work does not, by itself, identify which subscription a payment belongs to.
Choose the right billing route
The holder of a personal Premium subscription retrieves documents through Settings → Subscription → Billing history. An organisation owner uses Admin Console → Billing → Billing history.
Unpaid Invoices lists outstanding invoices, for example after a failed payment or when paying by invoice. Paid Invoices contains receipts generated after payment is processed. Open the matching entry and download its PDF; an entry in billing history alone does not establish that an invoice has been paid.
Check the subscription identity before choosing an entry. If you cannot access the relevant billing area, ask the person responsible for the purchase to retrieve the specific document. Do not send anyone your master password or export vault contents to prove that you use the service. Neither helps identify the required bill.
Match the document to the purchase
Worked example: one folder contains Eva’s personal Premium receipt and a document for the organisation Studio; both say Bitwarden. The company needs to document its payment for seats in Studio. The organisation owner opens its history and compares the billing email, paid-seat count, period and amount with that purchase. They hand over the matching organisation document with its number, not Eva’s personal receipt. An entry in Unpaid Invoices does not prove payment; if payment has not been processed, record that difference instead of marking the document as paid.
Keep those documents distinguishable. Do not rename a personal document as a company invoice or edit the recipient to make it match your expected purchase. If the details differ, retain the original and flag the mismatch.
Request one specific document
Please send the Bitwarden billing document for [subscription or organisation] for [period], matching [date and amount]. I need the original document, not a screenshot of the vault.
Open the received file, verify it is readable and save it with the subscription identity and document number. Check for an existing copy before handing it over. Record a missing document as missing rather than substituting one from another subscription.
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.