Overview
The Billing Entities feature allows large customers to keep a single Yodeck account while billing each legal entity, subsidiary, department, or franchise location separately. You can order centrally or let each entity order for itself, and Yodeck invoices every entity on its own, without juggling multiple Yodeck accounts or routing every billing change through your Account Manager.
Available only on the Enterprise & Enterprise Plus plans
This feature is only available on the Enterprise & Enterprise Plus plans and requires an annual, invoiced subscription. You might not see some of the menus below if your account is on a different plan
💡Best for: Enterprise and Enterprise Plus accounts that need centralized account management with separate invoicing per entity, and the option to let each entity handle its own purchasing.
Basic and Premium accounts can add Billing Entities as a paid add-on with limited functionality: central ordering and separate invoicing only, without Local Billing Admins or Workspace linking. Contact your Account Manager for details.
What are Billing Entities?
Billing Entities is a Yodeck feature for Enterprise customers that allows you to split one account into separate Billing Entities. A Billing Entity represents a distinct legal entity, subsidiary, department, country branch, franchise location, or any unit that needs its own invoices, while your team keeps managing everything from one place.
Each Billing Entity has its own:
Name and description
Owner email and additional invoice recipients
Billing address and tax/VAT details
One or more shipping addresses
Currency
License pool, shared by the Workspaces linked to it
Linked Workspaces
Local Billing Admins
Renewal date
Orders, quotes, and invoices
When Yodeck enables the feature, your account always has at least one Billing Entity. Existing accounts get a default Billing Entity created automatically, while new accounts start with one and can add more anytime.
Key Benefits
One account, separate invoices. No more manual invoice splits over email and spreadsheets.
Central or local purchasing. A Global Billing Admin places orders for any Billing Entity, while Local Billing Admins order for their own.
Licenses are retained by the entity that purchased them. Only the Workspaces associated with a Billing Entity can utilize its licenses.
Local currency per entity. Each Billing Entity is invoiced in its own currency.
Volume discounts are fairly applied. Discounts are calculated on your account's total license count and shared proportionally across all Billing Entities.
Per-entity and common renewal cycles and clean records filterable by entity, straight from your portal.
Who is "Billing Entities" for?
Billing Entities is designed for organizations with multiple billing entities under a single Yodeck account. Common cases include:
Global enterprises with subsidiaries in different countries
Companies with multiple departments, business units or cost centers
Franchise networks where HQ manages Yodeck, but each location pays its own bills
Holdings with several legal entities that need their own tax IDs and invoices
If your finance team currently reconciles a single Yodeck invoice across multiple entities, or asks Yodeck Support to manually split invoices per location, Billing Entities is for you.
Standard Billing vs. Billing Entities
Without "Billing Entities" | With "Billing Entities" |
One billing entity per account | Multiple Billing Entities per account |
One billing address, currency and renewal date | Each Billing Entity sets its own |
One account-wide license pool | A license pool per Billing Entity, used only by its linked Workspaces |
Only account admins can purchase | Global and Local Billing Admins can purchase |
Manual coordination for separate invoices | Each entity gets its own invoice automatically |
One central record of orders and invoices | Records filterable per Billing Entity |
How "Billing Entities" works
Billing Entities supports central and local ordering with separate invoicing. Two kinds of users place orders:
Global Billing Admins (Global Admins with billing access), typically in IT or Finance, order for any Billing Entity and see every order and invoice on the account.
Local Billing Admins order for the Billing Entities assigned to them and see only those. See Local Billing Admins below.
Start an order from the Yodeck account.
Select the Billing Entity that should be billed. Local Billing Admins with a single Billing Entity skip this step, and Yodeck attributes the order to that entity automatically.
Yodeck issues the invoice using that Billing Entity's billing details and local currency.
The invoice is delivered to the configured invoice recipients.
ℹ️Important: Every order must be attributed to one Billing Entity. Make sure you select the correct one before submitting.
Billing Entities and Workspaces
Billing Entities and Workspaces are two separate parts of Yodeck that answer different questions.
Area | Answers | Controls |
Billing Entities | Who pays for these screens? | Billing details, invoices, quotes, orders, license pool, linked Workspaces, renewals |
Who manages and uses these screens? | Screen organization, content access, user access |
Each Billing Entity holds its own license pool, and you decide which Workspaces draw from it by linking them to the Billing Entity. This keeps billing flexible when your billing structure doesn't match your content structure. For example, a regional subsidiary can run several Workspaces while one Billing Entity pays for all of those screens.
How linked Workspaces use licenses
A Workspace links to exactly one Billing Entity. A Billing Entity can have any number of linked Workspaces.
Screens in linked Workspaces use that Billing Entity's licenses and share them. For example, a Billing Entity with 4 licenses and two linked Workspaces can run 4 screens in total, split between the two Workspaces in any way.
A Workspace that isn't linked to a Billing Entity cannot hold screens.
Sub-workspaces are not linked automatically. Linking a parent Workspace does not cover its sub-workspaces. Link every sub-workspace that needs licenses.
You cannot link a Workspace that exceeds the billing entity's license limit. You need to add licenses to the Billing Entity first.
You can move screens only between Workspaces linked to the same Billing Entity. To move a screen to a Workspace of another Billing Entity, contact Yodeck Support.
Workspace License Limits Still Apply
Workspace license limits are set to Unlimited by default and now act as an optional cap inside the Billing Entity's license pool. Use them when you want to limit how many screens a specific Workspace can take from the shared pool.
💡Good to know: Workspace linking is part of the full Billing Entities setup, and Yodeck switches it on when activating the feature. If your account doesn't use Workspace linking, or uses the Basic/Premium add-on, your licenses stay in a single account-wide pool and any Workspace can use them, as before.
Best Practices Before You Start
Before enabling the feature and then creating new Billing Entities, prepare the following details for each entity:
Official organization or legal entity name
Billing owner email and additional invoice recipients
Billing address and tax/VAT details
One or more shipping addresses
Preferred currency
Number of licenses that should belong to the Billing Entity. Make sure it covers the screens already in the Workspaces you plan to link.
The Workspaces, including sub-workspaces, that should use this Billing Entity's licenses
The users who should manage its billing as Local Billing Admins
💡Tip: Use the official legal entity name that should appear on invoices. This helps finance teams reconcile Yodeck invoices with their internal records on the first try.
Enabling Billing Entities on your Account
Yodeck activates Billing Entities on request. Contact your Account Manager to enable it.
Enterprise Plus & Enterprise: Billing Entities appear under Account Settings > Subscription, but it becomes active only after Yodeck enables it. Your account must be on an annual, invoiced subscription. Card-on-file accounts are not supported.
Basic & Premium: Available as an add-on with limited functionality (central ordering and separate invoicing only). Your Account Manager can arrange it.
When you request activation, agree the following with your Account Manager:
Whether you want Workspace linking, so that each Billing Entity's licenses are used only by its own Workspaces
Which Workspaces belong to each Billing Entity
How many licenses each Billing Entity should hold
Already using Billing Entities?
Workspace linking is not switched on automatically for accounts that activated Billing Entities before October 2026. Contact your Account Manager to enable it. Yodeck consolidates your existing licenses and allocates them to your Billing Entities and Workspaces during the migration, so you don't lose any licenses.
💡Tip: Have your billing details, tax IDs and shipping addresses ready before adding new Billing Entities. See Best Practices Before You Start for the full checklist.
Create a Billing Entity
Once the Billing Entities feature is enabled, you can add a new Billing Entity at any time from your account.
Go to Account Settings → Subscription → Billing Entities.
Click Create Entity at the top of the list.
Fill in the creation form:
Name (required): the official name that should appear on this entity's invoices.
Description (optional): an internal label to help your team recognize the Billing Entity at a glance.
Billing Entity owner email (required): the primary contact for this Billing Entity.
Local billing admins (optional): the primary local billing admin.
Invoice recipient emails (required): one or more addresses that should receive this Billing Entity's invoices.
Workspaces (optional): the option to select the Workspaces you wish to associate with the specific Billing Entity.
Optionally, you can set the Default Shipping Address, on the right side of the form:
Select an existing address from your account, or
Create a new address and save it for this Billing Entity.
Click Save to create the Billing Entity.
✅The new Billing Entity appears in your Billing Entities list and is immediately available for selection at checkout. Next, link its Workspaces and add its Local Billing Admins.
💡Good to know: Currency, billing address, tax/VAT details, and renewal date are not set in the creation form. The Billing Entity's currency and renewal date are automatically set on the first order, while the billing address, shipping address, and VAT details can also be completed during the first order checkout, or at any time afterward from the Billing Entity's detail page.
Step #2 of the creation
Step #3+4 of the creation
Result after finishing the creation
Link Workspaces to a Billing Entity
Linking tells Yodeck which Workspaces draw from the Billing Entity's license pool. Only screens in linked Workspaces can use the entity's licenses.
Go to Account Settings → Subscription → Billing Entities and open the Billing Entity.
In the Workspaces section, select every Workspace that should use this Billing Entity's licenses. Select sub-workspaces individually, since they are not included with their parent.
Click Save.
You can also link a Workspace from its own Workspace settings, using the Billing Entity field. This requires a user who is both a Local Billing Admin and a Local Billing Admin.
ℹ️Important: A Workspace can only be linked to one Billing Entity at a time. If the Workspace has more screens than the licenses available for that Billing Entity, you won't be able to create the link. Please add more licenses to the Billing Entity before trying again.
Workspaces section on the Billing Entity page, with Workspaces selected
View and Manage Your Billing Entities
Go to Account Settings > Subscription section > Billing Entities to see every entity connected to your account, with its name, license and device counts, renewal date, and key billing details (shipping address & billing address). Open any Billing Entity to view or edit its full details, such as owner email, invoice recipients, billing address, shipping addresses, currency, license balance, linked Workspaces, and Local Billing Admins. You can also access the quick actions of each Billing Entity in the list by clicking on the three-dot icon next to it.
Local Billing Admins
Local Billing Admin is a user group that grants billing access for one or more Billing Entities. Users in this group manage purchasing and billing for their assigned entities only. They don't see other Billing Entities and get no access to screens, media, or any other content.
This lets regional offices order their own screens without going through central Finance, and lets franchise owners pay their own bills while HQ manages the content. The Global Billing Admin keeps full visibility of all orders and invoices and can still place orders on behalf of any Billing Entity.
What a Local Billing Admin can do
Action | Local Billing Admin |
Add licenses and place orders for their Billing Entities | Yes |
Generate quotes for their Billing Entities | Yes |
Reduce licenses for their Billing Entities | Yes |
View orders, invoices, and quotes | Yes, for their Billing Entities only |
Edit the billing address | Yes, for their Billing Entities |
Add and edit shipping addresses | Yes, for their Billing Entities |
See other Billing Entities' orders, invoices or quotes | No |
Access screens, media or any content | No |
Add other Billing Admins | No, Global Admin only |
Create or manage Workspaces, manage users | No, Global Admin only |
Change the account plan or delete a Billing Entity | No, handled by Yodeck |
💡Good to know: A Local Billing Admin's Subscription page shows the combined licenses of their assigned Billing Entities, and the Billing Entity selector at checkout lists only those entities. One user can be a Local Billing Admin for several Billing Entities and switch between them. The group grants billing access only, so the same user can also belong to other groups that give them access to Workspaces and content.
Add a Local Billing Admin from the Billing Entity page
Use this option for users who already exist in your account.
Go to Account Settings → Subscription → Billing Entities and open the Billing Entity.
In the Local billing admins section, select the user you want to add.
Click Save. The user now has billing access scoped to this Billing Entity.
Add a Local Billing Admin from Users
Use this option to make someone a Local Billing Admin while inviting them, or to update an existing user.
Go to Account Settings → Users.
Invite a new user, or open an existing user's details.
Add the user to the Group of Local Billing Admins.
In the Billing entity field, select the Billing Entity or Entities they should manage.
Click Save. A new user gets billing access to those Billing Entities once they accept the invite.
Remove a Local Billing Admin
Open the Billing Entity, go to the Local Billing Admins section, and remove the user. This removes their billing access to that Billing Entity only. The user stays in your account with any other permissions they have.
Add Licenses with Billing Entities
When the Billing Entities feature is enabled, the Add Licenses flow includes a step to select a Billing Entity.
Start the Add Licenses flow from your subscription or billing area, or from the Billing Entity's quick actions.
Select the Billing Entity that should be billed. Local Billing Admins see only their assigned Billing Entities here. If they manage a single one, this step is skipped.
Enter the number of licenses you want to add.
Review or complete the required billing and shipping details. If the Billing Entity is brand new, you'll set its currency on this first purchase.
Review the order summary: Billing Entity, line items, applied volume discount, and total.
Submit the order.
The order and resulting invoice are attributed to the Billing Entity you selected.
How volume discounts work: Discounts are calculated on your account's total license count across all Billing Entities, then split proportionally across each Billing Entity's invoices. Every entity gets a fair share of the savings your full account earns.
Reduce Licenses
You can reduce licenses per Billing Entity. Reductions apply to the entity you select, not to the whole account.
Go to Account Settings → Subscription → Account Billing → Reduce Licenses.
Select the Billing Entity.
Reduce the number of licenses and complete the flow.
The reduction takes effect immediately, and Yodeck credits the difference to that Billing Entity. No service credit is lost.
⚠️Heads up: If the new license count is lower than the number of screens in the Billing Entity's linked Workspaces, Yodeck deactivates the most recently added screens to match. To reactivate them, delete other screens to free a license, or add licenses again. See What happens if I want to reduce my active screens/players?
💡Tip: To move licenses from one Billing Entity to another, reduce them on the first entity and then add them to the second.
Reduce Licenses flow with the Billing Entity selection
Buy Yodeck Players and Other Hardware
Hardware orders follow the same logic: the Billing Entity you select determines which entity is billed.
At checkout, you'll also confirm the shipping address. Because each Billing Entity can have multiple shipping addresses, you can ship products directly to a specific office, branch, or franchise location.
If you start the order from a specific Billing Entity's detail page, that Billing Entity (and its addresses) is preselected at checkout. The same logic applies also to licenses.
View Orders, Invoices, and Quotes by Billing Entity
From your Account Settings > Subscription > Account Billing page (account's billing page), you can view orders, invoices, quotes, and shipping addresses, and filter them by Billing Entity. Global Billing Admins see the records of every Billing Entity, while Local Billing Admins see only the records of their assigned entities.
Each record is tagged with the Billing Entity it belongs to, so finance teams can quickly find what belongs to a specific entity. You can also download invoice PDFs per record, issued with the Billing Entity's billing details and local currency.
ℹ️You can access the invoices & quotes, orders, billing addresses, and shipping addresses of each Billing Entity from its quick actions in the Billing Entities list.
ℹ️When there are pending quotes, the platform notifies you promptly and automatically, especially when a new quote is created.
⬇️You can view the following screenshots to have a better understanding of each billing element:
Orders list page
Invoices & Quotes list page
Billing Addresses list page
Shipping Addresses list page (available only in each Billing Entity's view)
Payments
Billing Entities uses invoice-based payment at checkout, with wire transfer as the supported method. Card payment may be available through the invoice payment link in some cases. Please contact your Account Manager or Yodeck Support for help with payment options.
⚠️Heads up: Direct card-on-file checkout for Billing Entities isn't available.
Renewals and In-App Notifications
Each Billing Entity can renew either on its own schedule or at a common schedule. Existing Billing Entities inherit the account's current renewal date during migration, while new Billing Entities have their renewal date set automatically on the first purchase.
When a renewal needs your attention, Yodeck shows in-app notifications:
Order processing: confirms an invoiced order is being processed and that you can keep using Yodeck as usual.
Renewal pending: reminds you to complete payment by a specific date to avoid disruption, with a Make Payment link.
Add-ons and Billing Entities
Because some add-ons affect screens or licenses across multiple Billing Entities, their costs need to be fairly distributed between entities. Your Account Manager handles those changes, and the Add-ons library is not available in the portal while Billing Entities is active.
⚙️Contact your Account Manager or Yodeck Support to purchase, change or remove any add-on while Billing Entities is active.
Actions Handled by Yodeck
To protect your billing and license data, a few actions are managed by Yodeck rather than from the portal. Contact your Yodeck Account Manager or Yodeck Support if you need to:
Delete a Billing Entity
Disable Billing Entities, change your plan, or downgrade an account that has it enabled
Change a Billing Entity's currency after its first order
Move a screen to a Workspace linked to another Billing Entity
Purchase, change, or remove add-ons
Migrate an existing account into Billing Entities, or turn on Workspace linking for an account that already uses Billing Entities
F.A.Q.s
Got questions? We’ve got answers! This section addresses common questions about the Yodeck Billing Entities feature.
Can each Billing Entity receive its own invoice?
Yes. Each order is attributed to a single Billing Entity, and the invoice is issued using that Billing Entity's billing details and currency.
Can one central admin place orders for all Billing Entities?
Yes. A Global Billing Admin selects the relevant Billing Entity during checkout and can order on behalf of any entity.
Can local admins order only for their own Billing Entity?
Yes. Add the user to the Local Billing Admin group and assign the Billing Entity or Entities they manage. They can then add licenses, generate quotes, reduce licenses, and view invoices for those entities only.
How do volume discounts work with Billing Entities?
Discounts are calculated on your account's total license count across all Billing Entities, then split proportionally across each entity's invoices.
Are Billing Entities connected to Workspaces?
Yes, when Workspace linking is enabled. Each Billing Entity holds its own license pool, and only the Workspaces linked to it can use those licenses. Billing Entities manage billing, while Workspaces manage screens, content, and users. Accounts without Workspace linking keep a single account-wide license pool.
Can a sub-workspace use the licenses of its parent Workspace's Billing Entity?
Only if you link the sub-workspace to that Billing Entity as well. Linking a parent Workspace does not include its sub-workspaces.
What will happen if I try to link a Workspace that has more screens than the number of licenses available in the Billing Entity?
In this case, Yodeck will not permit the linking process. To proceed, you need to add more licenses to the Billing Entity before attempting to link the Workspace.
Can I move a screen to a Workspace that belongs to another Billing Entity?
Not from the portal. You can move screens only between Workspaces linked to the same Billing Entity. Contact Yodeck Support to move a screen to another Billing Entity.
Can one Local Billing Admin manage several Billing Entities?
Yes. Assign them to every Billing Entity they should manage. They can switch between their assigned entities in the portal and manage each one independently.
Why can't a Local Billing Admin see other Billing Entities' invoices?
This is by design. Local Billing Admins see only the billing data of their assigned entities. If someone needs visibility across entities, make them a Global Billing Admin instead.
Can each Billing Entity have different invoice recipients, currencies, and renewal dates?
Yes. Each Billing Entity can have its own owner email and additional invoice recipients, its own currency (set on the first purchase), and its own renewal schedule.
How do I delete a Billing Entity?
Deletion is handled by Yodeck. Contact your Account Manager or Yodeck Support so we can apply the change safely.
Can I buy add-ons with Billing Entities enabled?
Add-ons are handled with help from your Account Manager. Reach out and we'll arrange the purchase or change for you.
Can I pay by card?
Direct card checkout isn't supported in the Billing Entities checkout flow. Wire transfer is the supported payment method. Card payment may be available through the invoice payment link in some cases.
What happens to my historical invoices when Billing Entities is enabled?
Your existing billing setup is migrated to a default Billing Entity. If you'd like historical invoices attributed differently, talk to your Account Manager so we can review your case.
Can I move licenses between Billing Entities?
Yes. Reduce the licenses on one Billing Entity from Account Billing, then add licenses to the other Billing Entity. Each change is invoiced or credited to the respective entity.
What happens to my screens if I reduce a Billing Entity's licenses?
If the new license count is lower than the number of screens in that Billing Entity's linked Workspaces, Yodeck deactivates the most recently added screens to match. Delete other screens to free a license, or add licenses again, to reactivate them.
I'm a customer of a Yodeck Partner or reseller. Can I use Billing Entities?
No. Partners handle invoicing for their customers directly, so Billing Entities does not apply to partner-managed accounts. Contact your partner to arrange separate billing.
Can all my Billing Entities renew on the same date?
Yes, the optional common renewal date for all Billing Entities on your account is managed manually by us. You can ask your Account Manager.
Need Help?
The Yodeck Support Team can help you out! Log in to your Yodeck account and send us a message from the bottom right corner!