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:

Email Registration - Use your company email address
Google - Sign in with your Google account
Facebook - Sign in with your Facebook account
Okta - Single sign-on through Okta
PingID - Single sign-on through PingID
Rippling - Single sign-on through Rippling

Steps to create an account:

Switch to Sign Up tab
Choose your preferred sign-up method
Enter your company email address
Verify your email with the 6-digit verification code sent to your inbox
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

Step 2: Food Discovery

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

Step 3: Menu Tutorial

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

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)

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.

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

Password Management

Changing Your Password

To update your existing password:

Navigate to Account → Profile
Scroll to the "Password" section
Click "Change password"
Enter: Current password, New password, Confirm new password
Click "Save"

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:

Go to the WeBox login page
Click "Reset my password"
Enter your email address
Check your email for the password reset link
Click the link and create your new password
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.

Admin Dashboard

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

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:

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

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

Rollover allowance (if available)
Current period allowance
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:

Navigate to Plan Payment Methods
View your Saved Payment Methods
Click Add New Payment Method to add a credit/debit card

Company Plans

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

Basic Plan (Free)

Pricing: Free

Ideal for: Individuals and families

Included:

4 seats included
Service fee: 13%
Free delivery over $79.99

Core Features:

Thousands of daily selections
Delivery tracking system
Guest ordering link
Automatic ordering
Real-time customer support
On-site server: $50 per server, per hour
WeBox rack system: $50 rental fee

Pro Plan

Pricing: $25.99/month

Ideal for: Small teams (perfect for small teams)

Included:

20 seats included
$1.29/month per additional seat
Service fee: 9%
Free delivery over $59.99

Features:

*Everything in Basic plan, plus:*

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

Business Plan

Pricing: $50.99/month

Ideal for: Medium teams (perfect for medium teams)

Included:

40 seats included
$1.29/month per additional seat
Service fee: 10%
Free delivery over $99.99

Features:

*Everything in Pro plan, plus:*

Unlimited participants per delivery
Flexible delivery time window
Priority support
Enhanced analytics and reporting

Enterprise Plan

Pricing: Flexible Pricing (Custom)

Ideal for: Large businesses (designed for large businesses)

Included:

Custom seat allocation
Flexible service fee (negotiable)
Free delivery over $199.99

Features:

*Everything in Business plan, plus:*

Consolidated payment terms and options
Onboarding training and workshop
Dedicated account manager
Analysis Dashboard with advanced analytics and custom reports
Quarterly business reviews
Custom integrations (Slack, Okta, SSO)
Flexible contract terms

To request Enterprise Plan:

Contact your WeBox account manager
Email support@webox.com
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:

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

How It Works:

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

Budget Display:

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

Setting Employee Budgets (Admin)

For Administrators:

Manage employee meal budgets through the Corporate Dashboard:

Navigate to Admin Dashboard → Account Management → Allowance Setting
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)

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:

Invoice Header:

Company name and billing information
Billing period (date range)
Invoice totals and summary

Detailed Line Items:

Each order line includes:

Date Shipping - Delivery date
Time Shipping - Delivery time slot
Order Number - Unique order identifier
Team Name - Team name
Email - Employee email address
Product/Service - Meal item name
Quantity - Number of items ordered
Product/Service Amount - Base price of the meal
Tax - Applicable sales tax
Group Paid - Amount paid by company
User Paid - Amount paid by employee
Total - Total amount for the line item
Group Refunded - Refund amount (if applicable)

Invoice Summary Columns:

Your invoice summary includes:

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

Fee Breakdown

Service Fee:

Standard Rate: 12% of food subtotal
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:

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

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:

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

Payment Methods & Fees:

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

How to Pay:

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

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:

Company: 50 employees
Service frequency: Lunch only (5 days/week)
Service times in 2 weeks: 10 lunch deliveries
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:

✅ Order delivered late
✅ Missing items in your order
✅ Damaged or spilled food
✅ Incorrect order received
✅ Food quality issues
✅ Order not delivered

How to Request a Refund:

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

- Email: 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.

How WeBucks Works:

Add funds to your WeBucks wallet
WeBucks automatically apply to your next order
Earn bonus rewards when you top up
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:

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

How to Add WeBucks:

During checkout, when prompted or when your balance is low
Or click "Add WeBucks" button in your account settings
Select your desired top-up amount ($25, $35, or $50)
Review the bonus reward you'll receive
Choose your payment method (saved credit/debit card)
Click "Checkout" to complete the purchase
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:

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

Payment Choice:

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

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

Restrictions:

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

Checking Your Balance:

View current balance in Account → Payment Methods
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:

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

How to Request a Refund:

Contact support@webox.com or your Customer Success Manager
Submit a refund request with:

Reason for refund
Amount to refund
Original purchase details

Request will be reviewed on the WeBucks Request page (admin console)
Customer Success Manager will approve or deny the request
Approved refunds are processed back to your original credit card
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 for assistance with WeBucks management, top-ups, or refund requests.