---
title: Account & Billing
description: account and billing
---

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1. [WeBox Knowledge Base](https://support.webox.com/en/kb)
2. [Account](https://support.webox.com/en/kb/account)

# Account & Billing

### Overview

Your WeBox account gives you access to personalized meal ordering, budget management, and flexible payment options. Whether you're an employee ordering daily meals or an administrator managing team billing, this guide covers everything you need to know about account management and billing.

---

### Creating an Account

#### How do I create a WeBox account?

WeBox supports multiple sign-up methods for quick and secure onboarding:

**Sign-up Options:**

1. **Email Registration** - Use your company email address
2. **Google** - Sign in with your Google account
3. **Facebook** - Sign in with your Facebook account
4. **Okta** - Single sign-on through Okta
5. **PingID** - Single sign-on through PingID
6. **Rippling** - Single sign-on through Rippling

![01-signup-login-options.png](https://support.webox.com/hs-fs/hubfs/01-signup-login-options.png.png?width=507&height=631&name=01-signup-login-options.png.png)                                                    *Sign-up and Login Options*

**Steps to create an account:**

1. Switch to Sign Up tab<https://www.webox.com/signup>
2. Choose your preferred sign-up method
3. Enter your company email address
4. Verify your email with the 6-digit verification code sent to your inbox
5. Complete your profile: First name, Last name, Phone number, Password

 The system automatically detects your company based on your email domain and either:

- **Creates a new company account** (if your domain is new to WeBox)

- **Joins existing company** (if your colleagues already use WeBox)

##### **Important Notes:**

- Check your spam/junk folder if you don't receive the verification email
- Your account will appear in the company's admin dashboard after you complete onboarding

---

### First-time user experience

After creating your account, you'll be guided through a personalized onboarding flow:

**Step 1: Dietary Preferences**

- Choose your lifestyle preferences
- Select dietary needs (vegan, vegetarian, gluten-free, nut-free, low-carb)
- Mark allergens to avoid
- List ingredients to avoid

![02a-onboarding-step1](https://support.webox.com/hs-fs/hubfs/02a-onboarding-step1.png?width=520&height=642&name=02a-onboarding-step1.png)  
                                      *Onboarding Step 1 - Dietary Preferences*

**Step 2: Food Discovery**

- Browse curated food selections
- Add brands and dishes to "My Favorites"
- Receive AI-powered recommendations based on your preferences

![02b-onboarding-step2](https://support.webox.com/hs-fs/hubfs/02b-onboarding-step2.png?width=670&height=499&name=02b-onboarding-step2.png)  
                                     *Onboarding Step 2 - Food Discovery*

**Step 3: Menu Tutorial**

- Interactive guidance on how to navigate the menu
- Learn about filtering, searching, and ordering features

![02c-onboarding-step3](https://support.webox.com/hs-fs/hubfs/02c-onboarding-step3.png?width=670&height=490&name=02c-onboarding-step3.png)  
                                       *Onboarding Step 3 - Menu Tutorial*

---

### Account Settings

Access your account settings by navigating to **"Account"** in the sidebar menu.

#### Profile Settings

Manage your personal information and preferences:

**Profile Information:**

- First name
- Last name
- Email address
- Phone number
- Profile photo (if supported)

![03-profile-setting](https://support.webox.com/hs-fs/hubfs/03-profile-setting.png?width=670&height=186&name=03-profile-setting.png)                                                               *Profile Settings*

**Note:** Email address changes are not supported directly through the UI. If you need to update your email address, you must contact WeBox support at [support@webox.com](mailto:support@webox.com).

---

### Notification Preferences

Choose how you want to receive order updates and reminders:

**Notification Channels:**

- **Email** - Order confirmations, delivery updates, reminders
- **SMS Text** - Real-time delivery tracking and alerts

**Notification Types:**

- Order confirmed
- Order is being prepared
- Out for delivery
- Order delivered
- Order reminder (e.g., "Order lunch for tomorrow")
- Menu updates and promotions

![04-notification-preferences](https://support.webox.com/hs-fs/hubfs/04-notification-preferences.png?width=670&height=138&name=04-notification-preferences.png)  
                                                   *Notification Preferences*

---

### Password Management

#### Changing Your Password

To update your existing password:

1. Navigate to **Account → Profile**
2. Scroll to the "Password" section
3. Click **"Change password"**
4. Enter: Current password, New password, Confirm new password
5. Click **"Save"**

![05-change-password](https://support.webox.com/hs-fs/hubfs/05-change-password.png?width=670&height=192&name=05-change-password.png)                                               *Change Password Interface*

**Security Notice:** Changing your password will immediately log you out of all active sessions across all devices. You'll need to log back in with your new password on each device.

#### Resetting Your Password

If you forget your password:

1. Go to the WeBox login page
2. Click  **"Reset my password"**
3. Enter your email address
4. Check your email for the password reset link
5. Click the link and create your new password
6. Sign in with your new credentials

**Tip:** Password reset links expire after 24 hours for security. Request a new link if yours has expired.

---

### Account Types & Roles

#### Employee Account

**Access Level:** Standard user

**Permissions:**

- Order meals for yourself
- Manage personal profile and preferences
- View order history
- Set up automatic orders
- Use company allowance (if provided)

#### Administrator Account

**Access Level:** Company admin

**Permissions:**

- All employee permissions, plus:
- View and cancel team orders
- Download invoices
- Manage employee roster (add/remove team members)
- Create guest order links
- Schedule office closures (holiday settings)
- Send order reminders
- Configure delivery addresses
- Set employee budgets and allowances
- Access corporate dashboard and analytics
- Manage payment methods and billing settings

**To request admin access:**

Contact your WeBox account manager or email [support@webox.com](mailto:support@webox.com).

---

### Admin Dashboard

![10-admin-dashboard-home](https://support.webox.com/hs-fs/hubfs/10-admin-dashboard-home.png?width=670&height=374&name=10-admin-dashboard-home.png)                                                 *Admin Dashboard Home*

#### Key Admin Features

Access your admin features through the left sidebar menu:

**Team Management:**

- **Add/remove team members** - Manage your company roster via User Management
- **Manage employee budgets** - Configure allowances through Allowance Setting
- **View team order history** - Access and review all team orders via Team Orders
- **Create guest order links** - Invite external guests to join meal orders

**Financial Management:**

- **Download invoices** - Export invoices as PDF for accounting
- **Pay invoices online** - Process payments directly through admin dashboard
- **View payment history** - Track all past transactions and payments
- **Manage payment methods** - Configure company payment options via Plans & Billing
- **View billing statements** - Access credit card statements and transaction records

**Delivery & Operations:**

- **Schedule office closures** - Set holidays when ordering is unavailable via Holiday Management
- **Configure delivery addresses** - Add or edit company delivery locations
- **Send order reminders** - Notify team to place orders (e.g., "Order lunch for tomorrow")
- **Manage delivery time windows** - Set lunch and dinner delivery preferences

**Analysis & Reporting:**

- **Analysis Dashboard** - Access order data, analytics, and reporting tools

![extra-01-analysis-dashboard](https://support.webox.com/hs-fs/hubfs/extra-01-analysis-dashboard.png?width=670&height=317&name=extra-01-analysis-dashboard.png)  
                                                      *Analysis Dashboard*

---

### Payment Methods

WeBox offers flexible payment options for both individual employees and companies.

#### Individual Payment Methods

If you need to pay for meals exceeding your company allowance or if you're ordering without a company account:

**Supported Payment Methods:**

- **Credit/Debit Cards** - Visa, Mastercard, American Express, Discover

**To add a payment method:**

1. Navigate to **Account → Payment Method**
2. Click **"Add New Payment Method"**
3. Enter card details:Card number,  Expiration date, CVV/CVC code, Billing zip code
4. Click **"Save"**

![07a-payment-methods.png](https://support.webox.com/hs-fs/hubfs/07a-payment-methods.png.png?width=670&height=196&name=07a-payment-methods.png.png)                                          *Payment Methods Management*

![07b-add-card-form.png](https://support.webox.com/hs-fs/hubfs/07b-add-card-form.png.png?width=414&height=253&name=07b-add-card-form.png.png)  
                                                     *Add New Card Form*

**Payment Priority:** When checking out, charges apply in this order:

1. Rollover allowance (if available)
2. Current period allowance
3. Credit/debit card on file

**Default Payment Method:**

You can set a default payment method which will be automatically selected at checkout.

#### Company Payment Methods

For administrators managing company billing:

**Available Options:**

- **Credit Card** - 3% processing fee applies to all transactions

**Managing Payment Methods:**

1. Navigate to  **Plan Payment Methods**
2. View your  **Saved Payment Methods**
3. Click **Add New Payment Method** to add a credit/debit card

---

### Company Plans

WeBox offers four subscription tiers to fit teams of all sizes:

![20-plan-comparison](https://support.webox.com/hs-fs/hubfs/20-plan-comparison.png?width=670&height=537&name=20-plan-comparison.png)  
                                                         *Plan Comparison*

#### Basic Plan (Free)

**Pricing:** Free

**Ideal for:** Individuals and families

**Included:**

1. 4 seats included
2. Service fee: **13%**
3. Free delivery over **$79.99**

**Core Features:**

1. Thousands of daily selections
2. Delivery tracking system
3. Guest ordering link
4. Automatic ordering
5. Real-time customer support
6. On-site server: $50 per server, per hour
7. WeBox rack system: $50 rental fee

#### Pro Plan

**Pricing:** $25.99/month

**Ideal for:** Small teams (perfect for small teams)

**Included:**

1. 20 seats included
2. $1.29/month per additional seat
3. Service fee: **9%**
4. Free delivery over **$59.99**

**Features:**

\*Everything in Basic plan, plus:\*

1. Maximum 100 participants per delivery
2. Multiple locations
3. Last-minute orders (8:00 AM - 10:00 AM cutoff)
4. Add office pantry with 1% service fee discount
5. On-site server: $35 per server, per hour for groups with 60+ seats
6. WeBox rack system: free for groups with 60+ seats

#### Business Plan

**Pricing:** $50.99/month

**Ideal for:** Medium teams (perfect for medium teams)

**Included:**

1. 40 seats included
2. $1.29/month per additional seat
3. Service fee: **10%**
4. Free delivery over **$99.99**

**Features:**

\*Everything in Pro plan, plus:\*

1. **Unlimited participants per delivery**
2. Flexible delivery time window
3. Priority support
4. Enhanced analytics and reporting

#### Enterprise Plan

**Pricing:** Flexible Pricing (Custom)

**Ideal for:** Large businesses (designed for large businesses)

**Included:**

1. Custom seat allocation
2. Flexible service fee (negotiable)
3. Free delivery over **$199.99**

**Features:**

\*Everything in Business plan, plus:\*

1. **Consolidated payment terms and options**
2. Onboarding training and workshop
3. **Dedicated account manager**
4. **Analysis Dashboard** with advanced analytics and custom reports
5. Quarterly business reviews
6. Custom integrations (Slack, Okta, SSO)
7. Flexible contract terms

**To request Enterprise Plan:**

1. Contact your WeBox account manager
2. Email [support@webox.com](mailto:support@webox.com)
3. Schedule a demo to discuss your needs

---

### Budget & Allowances

#### Company Allowance

If your company provides meal benefits, you'll see your available allowance at checkout:

**Allowance Types:**

Your company can configure budgets in four different ways:

1. **Per Meal** - Budget limit per individual meal
2. **Daily** - Daily budget limit (can be used across meals throughout the day)
3. **Weekly** - Total allowance for the week
4. **Monthly** - Total allowance for the month

**How It Works:**

1. Your company sets a budget per employee (e.g., $15/day for lunch or $100/week)
2. If you don't use your full daily/weekly allowance, the remaining amount may roll over
3. Rollover credits are applied automatically at checkout
4. **Payment Priority:** Rollover allowance → Current allowance → Credit card

**Budget Display:**

1. Your remaining budget is shown for the current period (meal, day, week, or month depending on company settings)
2. The system automatically tracks and displays your spending against your budget
3. You'll receive notifications when approaching your budget limit (if configured)

![09-rollover-balance](https://support.webox.com/hs-fs/hubfs/09-rollover-balance.png?width=670&height=231&name=09-rollover-balance.png)  
                                              *Checkout Budget Breakdown*

 

#### Setting Employee Budgets (Admin)

**For Administrators:**

Manage employee meal budgets through the Corporate Dashboard:

1. Navigate to **Admin Dashboard → Account Management → Allowance Setting**
2. Set budget parameters:

- Per-employee per meal/daily/weekly/monthly limit
- Meal types covered (lunch, dinner, or both)
- Days of the week (e.g., Monday-Friday only)
- Rollover policy (enabled/disabled)

![13-admin-budget-configuration](https://support.webox.com/hs-fs/hubfs/13-admin-budget-configuration.png?width=670&height=367&name=13-admin-budget-configuration.png)                                               *Admin Budget Configuration*

---

### Billing & Invoices

#### Company Invoice Options

WeBox offers three flexible invoicing schedules to match your accounting needs:

| Invoice Frequency | Payment Terms | Deposit Required |
| --- | --- | --- |
| **Weekly** | Net 7 or Net 10 | No |
| **Semi-Monthly** | Net 7 | Yes |
| **Monthly** | Net 7 | Yes |

**Note:** Net 10 terms are only available for weekly invoicing.

#### Understanding Your Invoice

Each WeBox invoice includes a detailed breakdown of all charges for the billing period:

![11b-sample-invoice](https://support.webox.com/hs-fs/hubfs/11b-sample-invoice.png?width=670&height=429&name=11b-sample-invoice.png)                                                    *Sample Invoice*

**Invoice Header:**

1. Company name and billing information
2. Billing period (date range)
3. Invoice totals and summary

**Detailed Line Items:**

Each order line includes:

1. **Date Shipping** - Delivery date
2. **Time Shipping** - Delivery time slot
3. **Order Number** - Unique order identifier
4. **Team Name** - Team name
5. **Email** - Employee email address
6. **Product/Service** - Meal item name
7. **Quantity** - Number of items ordered
8. **Product/Service Amount** - Base price of the meal
9. **Tax** - Applicable sales tax
10. **Group Paid** - Amount paid by company
11. **User Paid** - Amount paid by employee
12. **Total** - Total amount for the line item
13. **Group Refunded** - Refund amount (if applicable)

**Invoice Summary Columns:**

Your invoice summary includes:

1. **Item** - Total item charges
2. **Sales Tax** - Total sales tax for the period
3. **Delivery Fee** - Total delivery charges
4. **Service Fee** - Platform service charges
5. **Last Minute Fee** - Charges for orders placed during last-minute window (8:00-10:00 AM)
6. **Extra Fee** - Additional charges (if applicable)
7. **WeBucks** - WeBucks credits applied
8. **Credit Card Process Fee** - Processing fee if paying by credit card
9. **Total** - Total invoice amount
10. **Group Refunded** - Total refunds issued

#### Fee Breakdown

**Service Fee:**

1. **Standard Rate:** 12% of food subtotal
2. **Annual Contract Rate:** 10% of food subtotal (for customers signing 1-year contract)

**Delivery Fee Structure:**

| Order Amount | Delivery Fee |
| --- | --- |
| $200+ | **Free Delivery** |
| $100 - $199.99 | $4.99 - $8.99 |
| $0 - $99.99 | $10.99 - $14.99 |

**Last Minute Fee:**

Orders placed during the last-minute ordering window (8:00 AM - 10:00 AM for lunch) may incur an additional last-minute fee.

**Credit Card Processing Fee:**

If your company pays invoices by credit card, a 3% processing fee is added to the total invoice amount.

**Tax:**

Applicable local sales tax is charged on all food orders per state and local regulations.

#### Downloading Invoices

**For Administrators:**

1. Log in to your WeBox admin account
2. Navigate to **Admin Dashboard → Billing Management**
3. View invoice list with dates
4. Click **"PDF File"** or **"CSV File"** to save individual invoices as PDF/CSV
5. Invoices can be downloaded for accounting and expense reporting

![11a-invoice-list](https://support.webox.com/hs-fs/hubfs/11a-invoice-list.png?width=670&height=295&name=11a-invoice-list.png)                                                       *Invoice List*

**Invoice History:**

WeBox maintains a complete history of all invoices for your company. You can access past invoices at any time through the admin dashboard.

#### Payment Processing

**Payment Deadlines:**

1. Invoices are sent on the scheduled billing date (weekly, semi-monthly, or monthly)
2. Payment is due within the agreed terms (Net 7 or Net 10)
3. Late payments may affect service availability

**Payment Methods & Fees:**

1. **ACH/Wire:** Free, no processing fees
2. **Credit Card:** 3% processing fee added to invoice total

**How to Pay:**

1. **Automated ACH:** Set up automatic payments with your account manager
2. **Online Payment:** Administrators can pay invoices directly through payment-link

![12-admin-payment-settings](https://support.webox.com/hs-fs/hubfs/12-admin-payment-settings.png?width=670&height=368&name=12-admin-payment-settings.png)  
                                            *Admin Payment Settings*

---

### Deposits

For companies choosing semi-monthly or monthly invoicing, WeBox requires an initial deposit to establish the account.

#### Deposit Calculation

**Formula:**

```
Deposit Amount = $15 × Headcount × Service Times within 2 Weeks
```

**Example:**

1. Company: 50 employees
2. Service frequency: Lunch only (5 days/week)
3. Service times in 2 weeks: 10 lunch deliveries
4. **Deposit:** $15 × 50 × 10 = **$7,500**

---

### Refunds & Credits

#### Refund Policy

WeBox is committed to 100% customer satisfaction. If you experience any issues with your order, we'll make it right.

**Eligible Situations:**

1. ✅ Order delivered late
2. ✅ Missing items in your order
3. ✅ Damaged or spilled food
4. ✅ Incorrect order received
5. ✅ Food quality issues
6. ✅ Order not delivered

**How to Request a Refund:**

**Report Immediately:** Contact us as soon as you notice an issue

- - **Email:** [support@webox.com](mailto:support@webox.com)
- - **Phone:** (408) 685-2000
- - **Live Chat:** Available on webox.com (response within 5 minutes)

**Provide Details:**

- Order number
- Description of the issue
- Photos (if applicable)

**Resolution Time:**

- Report within **30 minutes of delivery** for fastest resolution
- Same-day meal replacement (if desired and available)
- Refund processed within **24 hours**

**Refund Method:**

Refunds are typically issued to your original payment method. Contact support if you have questions about refund processing.

---

### WeBucks

WeBucks is WeBox's prepaid credit system that you can use to pay for orders and enjoy bonus rewards.

![19-credit-points-balance](https://support.webox.com/hs-fs/hubfs/19-credit-points-balance.png?width=670&height=193&name=19-credit-points-balance.png)                                              *WeBucks Balance Display*

**How WeBucks Works:**

1. Add funds to your WeBucks wallet
2. WeBucks automatically apply to your next order
3. Earn bonus rewards when you top up
4. Use for individual orders (not available for group payment orders)

#### Adding WeBucks (Top-Up)

**When Top-Up Is Available:**

The WeBucks top-up option automatically appears on the Shopping Cart and Checkout pages when:

1. Your additional payment amount is **greater than $0** and **less than $10**

This smart feature helps you conveniently add funds when you're just a few dollars short.

**Top-Up Tiers with Bonus Rewards:**

| Top-Up Amount | Bonus Reward | Total WeBucks You Receive |
| --- | --- | --- |
| $25.00 | +$1.00 | $26.00 |
| $35.00 | +$2.00 | $37.00 |
| $50.00 | +$3.00 | $53.00 |

![19b-webucks-topup](https://support.webox.com/hs-fs/hubfs/19b-webucks-topup.png?width=670&height=277&name=19b-webucks-topup.png)  
                                                *WeBucks Top-Up Interface*

**How to Add WeBucks:**

1. During checkout, when prompted or when your balance is low
2. Or click **"Add WeBucks"** button in your account settings
3. Select your desired top-up amount ($25, $35, or $50)
4. Review the bonus reward you'll receive
5. Choose your payment method (saved credit/debit card)
6. Click **"Checkout"** to complete the purchase
7. Your new WeBucks balance will be immediately available

**Top-Up Confirmation:**

You'll receive an email confirmation when your top-up is successful.

#### Using WeBucks

**Automatic Application:**

1. WeBucks are automatically applied to your next order
2. System prioritizes WeBucks before charging your credit card
3. Your WeBucks balance is displayed at checkout

**Payment Choice:**

At checkout, you can choose whether to use WeBucks or not:

1. If you don't use WeBucks to pay, the system will no longer recommend WeBucks top-up

**Restrictions:**

1. WeBucks **cannot** be used with group payment method orders
2. Only available for individual orders where you're paying personally

**Checking Your Balance:**

1. View current balance in  **Account** **→** **Payment Methods**
2. See balance breakdown:

- **Current Balance** - Your available WeBucks
- **Reload WeBucks** - Pending top-ups being processed
- **Bonus Reward** - Earned from top-ups
- **New Balance** - Total after top-up

#### WeBucks Refund Policy

**Eligibility:**

1. Only WeBucks purchased with credit cards are eligible for refunds
2. Non-refundable: WeBucks earned from bonuses or promotions

**How to Request a Refund:**

1. Contact [support@webox.com](mailto:support@webox.com) or your Customer Success Manager
2. Submit a refund request with:

- Reason for refund
- Amount to refund
- Original purchase details

1. Request will be reviewed on the WeBucks Request page (admin console)
2. Customer Success Manager will approve or deny the request
3. Approved refunds are processed back to your original credit card
4. You'll receive an email notification when refund is complete

**Processing:**

Refund requests require manual review and approval by authorized personnel.

**For Questions:**

Contact [support@webox.com](mailto:support@webox.com) for assistance with WeBucks management, top-ups, or refund requests.

- [Getting started](https://support.webox.com/en/kb/getting-started)
- [FAQs](https://support.webox.com/en/kb/faqs)
- [General](https://support.webox.com/en/kb/general)
- [Account](https://support.webox.com/en/kb/account)
- [Support](https://support.webox.com/en/kb/support)

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