Downloading Invoices & Payment History
Access your complete billing history and download invoices for accounting, reimbursement, tax documentation, and audit requirements—all from the self-service portal.
Why Download Invoices?
Common use cases:
Expense reports and reimbursements
Accounting and bookkeeping records
Tax documentation and deductions
Audit requirements and compliance
Budget tracking and forecasting
Vendor verification
Proof of payment for internal approvals
Best practice: Download and save invoices when they're issued. Don't rely on accessing the portal years later—keep your own organized archive.
Accessing Your Invoice History
Step-by-Step
1. Log into State Affairs
Go to pro.stateaffairs.com
Sign in with your credentials
2. Access Account Overview
Click your profile icon (top-right) → Settings
You'll land on the Account Overview tab by default
3. Click "View Past Invoices"
Button is located in the billing summary section
Opens your complete invoice history
Note: Only Admins can access invoice history. Members cannot view billing information.
Understanding Your Invoice List
What You'll See
Your invoice history displays as a table:
Column Breakdown
Invoice Number:
Unique identifier for each invoice
Format: Year + sequential number (e.g., 2025034567)
Reference this when contacting support about billing questions
Date Issued:
When the invoice was created and sent
Usually corresponds with your billing cycle
Helps identify which billing period it covers
Amount:
Total charge for that billing period
Includes all seats, states, and applicable taxes
May vary if you added/removed seats mid-period
Status:
Paid - Payment processed successfully
Pending - Awaiting payment processing
Overdue - Payment not received by due date
Failed - Payment attempt declined
Download:
Click to download PDF invoice
Opens in new tab or downloads to your computer
Same invoice you received via email when issued
Downloading a Single Invoice
Step-by-Step
1. Find the invoice you need in the list
Use the search or scroll to locate it by date or invoice number.
2. Click the PDF download icon in the Download column
3. Save the file to your computer
Desktop → Create folder: "State Affairs Invoices"
Or save to your accounting system's vendor folder
Or upload to your expense management platform
File naming: The PDF downloads as Invoice_[number]_[date].pdf
Example: Invoice_2025034567_Jan192025.pdf
Downloading Multiple Invoices
Need several invoices at once?
Current process: Download individually
Click first invoice → Download → Save
Click second invoice → Download → Save
Repeat for each invoice needed
Pro tip: Open invoices in new tabs, then save all at once
Right-click each PDF icon → "Open in new tab"
All invoices load in separate tabs
Save each from browser's download bar
Faster than one-by-one
Future feature: Bulk download is on our roadmap. For now, individual downloads are required.
What's Included on Each Invoice
Invoice Header
Company information:
State Affairs billing address
Contact information
Tax ID/EIN
Your information:
Organization name
Billing address
Billing contact email
Invoice details:
Invoice number
Issue date
Due date
Payment terms
Line Items
Each invoice shows:
Description of services:
Seat type (News, Pro, or Enterprise)
State(s) covered
Number of seats
Billing period covered
Example line item: "State Affairs Professional - Indiana (3 seats) - Annual subscription for Jan 1, 2025 - Dec 31, 2025"
Pricing:
Price per seat
Quantity (number of seats)
Subtotal for that line item
Totals:
Subtotal (before taxes)
Tax (if applicable)
Total amount due
Payment Information
Bottom of invoice shows:
Payment method used (last 4 digits of card)
Payment date
Transaction ID
Payment status
If paid: "Paid on [date] via [card ending in 1234]"
If pending: "Payment due by [date]"
Understanding Payment History
Beyond invoices, you can see payment history in the Payment Portal.
Accessing Payment History
1. Go to Account Overview
2. Click "Payment Portal" button
Opens Stripe's secure payment portal in new window.
3. Navigate to "Payment History" or "Invoices" section
Depends on portal layout—look for transaction history.
4. View all charges and payment attempts
What Payment History Shows
More detailed than invoice list:
Successful charges:
Date and time of charge
Amount charged
Card used (last 4 digits)
Transaction ID
Receipt number
Failed charges:
Date of attempt
Reason for failure (declined, expired card, etc.)
Which card was attempted
Refunds:
Date refund issued
Amount refunded
Original transaction it relates to
This is helpful for:
Reconciling bank statements
Understanding why payment failed
Tracking which card was used when
Verifying refunds were processed
Troubleshooting Invoice Downloads
"I don't see View Past Invoices button"
Cause: You need Admin permissions. Members cannot access billing.
Solution: Ask your account administrator to either:
Download invoices for you
Promote you to Admin (if you need ongoing access)
Forward invoice emails (sent monthly/annually)
"PDF won't download"
Possible causes and solutions:
Popup blocker:
Allow popups from stateaffairs.com
Try again after allowing
Browser issue:
Try different browser (Chrome, Firefox, Safari)
Clear cache and try again
Use incognito/private window
Network issue:
Check internet connection
Try from different network (phone hotspot, home wifi)
File permissions:
Ensure downloads folder isn't write-protected
Try saving to desktop instead
Still not working?
Contact support@stateaffairs.com
We can email invoice PDFs directly to you
"Invoice is missing from history"
Check:
Are you looking at the right date range?
Scroll through entire list—may be further down
Verify invoice was actually issued (check email)
Contact billing@stateaffairs.com if invoice should exist but doesn't appear
Common issue: Looking for invoice that hasn't been issued yet. Check "Next invoice date" in Account Overview.
"Download opens blank page"
Cause: PDF rendering issue in browser.
Solutions:
Right-click PDF icon → "Save link as" → Save to computer
Open saved file with Adobe Reader or other PDF app
Update your browser to latest version
Install/update Adobe Acrobat Reader
"Can't open downloaded PDF"
Possible causes:
No PDF reader installed:
Install Adobe Acrobat Reader (free)
Or use browser built-in PDF viewer
Or use Preview (Mac) / Microsoft Edge (Windows)
Corrupted download:
Download the invoice again
Try different browser
Check file size (should be 50-200 KB typically)
File association issue:
Right-click PDF → Open with → Choose PDF reader
Set PDF reader as default for .pdf files
"Invoice shows wrong amount"
First, verify:
Check line items—did seat count change?
Look for prorated charges (mid-period changes)
Check if taxes were added
Verify it's the correct billing period
If truly incorrect:
Screenshot the invoice
Note what you expected vs. what it shows
Contact billing@stateaffairs.com with details
We'll investigate and correct if needed
Regular Invoice Download Schedule
Set up a routine:
Download invoice immediately when issued
Make backup copy
Set reminder 30 days before next renewal
Don't wait until you need it. Download and file invoices promptly when issued.
Questions about invoices or billing? Contact billing@stateaffairs.com
Access invoices: Settings → Account Overview → View Past Invoices