Subscription & Billing

Why Subscriptions?

BeeKeeper is a subscription service that provides:

• Secure cloud hosting for your financial data
• Automatic backups and updates
• Bank connection services
• Ongoing support and improvements
• Compliance with security standards

Trial Period

30-Day Free Trial

New organizations receive a 30-day free trial:

• Full access to all features
• No credit card required to start
• No limitations during trial
• Automatic reminder as trial ends

What to Do During Trial

Use your trial to:

1. Set up your chart of accounts
2. Connect your bank accounts
3. Enter or import transactions
4. Create your budget
5. Invite your team
6. Generate test reports

When Trial Ends

At the end of 30 days:

• You’ll be prompted to subscribe
• Data is preserved (not deleted)
• Access is limited to read-only until you subscribe (see Read-Only Mode)
• You can subscribe anytime to restore full access

Subscription Status

Your subscription can be in several states:

Checking Your Status

1. Go to Settings
2. Open the Billing tab
3. Your subscription status is shown there, including a trial countdown with days remaining

Starting a Subscription

When You’re Ready

1. Go to Settings
2. Open the Billing tab
3. Under Your plan, review the plan for your organization. BeeKeeper shows the one plan that fits your type of group.
4. Click Subscribe
5. On the secure checkout page, enter your payment information. If you have a promotion code, enter it in the promotion code box there.
6. Confirm your subscription

If your organization was approved for the first-year offer, the discount is applied for you at checkout, so there’s no code to enter.

Some plans are set up by the FutureFund team instead. If you see “This plan is set up by the FutureFund team” in place of a Subscribe button, contact support and we’ll activate it for you.

PTA Councils and Districts

Every PTA council and district gets one complimentary BeeKeeper subscription on the BeeKeeper for Districts & Councils plan. It’s free, with nothing to pay. This program is for PTAs and PTOs; booster clubs and ASBs are billed at the regular price.

To get it:

1. Start your 30-day free trial. No credit card is needed.
2. Email support@futurefund.com with your council or district’s name, city, state and EIN.
3. Allow up to 48 hours. The FutureFund team switches your plan over, and you’ll get an email titled Your BeeKeeper subscription is on us.

While you wait, don’t click Subscribe on the Billing page. That starts checkout for a paid annual subscription.

Once it’s on, the Billing tab says your organization is on the Districts & Councils plan, free forever, with nothing to pay and nothing to manage.

Title I Schools

PTAs and PTOs that support a Title I school can subscribe at a reduced rate. This program is for PTAs and PTOs; booster clubs and ASBs are billed at the regular price.

To get it:

1. Start your 30-day free trial. No credit card is needed.
2. Email support@futurefund.com with your organization’s legal name, city, state, EIN, and the school you support.
3. The FutureFund team confirms the school’s Title I status and switches your organization to the reduced rate.

While you wait, don’t click Subscribe on the Billing page. Until the reduced rate is on your account, checkout charges the regular price.

Once it’s on, the Billing tab shows your plan as BeeKeeper for Title I Schools, “Reduced pricing for Title I schools.” Then click Subscribe and check out as usual. The Title I plan includes e-filing the 990-N.

Payment Methods

BeeKeeper accepts:

• Credit cards (Visa, MasterCard, American Express, Discover)
• Debit cards
• Bank accounts (ACH direct debit)

Processed securely through Stripe. Bank (ACH) payments can take a few business days to clear; your subscription is activated automatically once the payment settles. During this time your status shows as Processing and you keep full access.

Managing Your Subscription

Billing Portal

Access the billing portal to:

• Update payment method
• View billing history
• Download invoices
• Change subscription
• Cancel subscription

To access:

1. Go to Settings
2. Open the Billing tab
3. Click Manage Subscription to open the Stripe billing portal

Updating Payment Method

If your card changes:

1. Access the billing portal
2. Click Payment Methods
3. Add new card
4. Remove old card
5. New card is charged for future payments

Viewing Invoices

All invoices available in billing portal:

• View online
• Download PDF
• Email to yourself
• Access payment history

Payment Issues

Past Due Status

If a payment fails:

1. BeeKeeper attempts retry automatically
2. You receive email notification
3. Status changes to “Past Due”
4. Update payment method to resolve

Resolving Payment Issues

1. Check for expired card
2. Verify billing address
3. Ensure sufficient funds/credit
4. Update payment method in billing portal
5. Contact your bank if issues persist

While a Payment Is Past Due

As soon as a payment fails, your books switch to read-only mode:

• A banner reads There’s a problem with your payment, with an Update payment button.
• You can still sign in, read everything, and run and export reports.
• You can’t record, edit, approve, reconcile or print anything until the payment goes through.
• Bank downloads are turned off.
• Your data is never deleted because of a payment issue.

Click Update payment and update your card. Full access comes back as soon as the payment goes through. If bank downloads were turned off, go to the Banking page and click Reconnect on each bank account.

Canceling Your Subscription

How to Cancel

1. Access the billing portal
2. Click Cancel Subscription
3. Confirm cancellation
4. Access continues until period ends

Canceling stops your subscription from renewing. It doesn’t end it right away: you keep full access through the end of the period you’ve already paid for.

What Happens After Cancellation

• Access continues until current billing period ends
• After that, your books switch to read-only mode
• Your data is preserved (not deleted)
• You can still run and export reports, so you can save copies any time
• Can resubscribe anytime

Before You Cancel

Consider:

• Exporting all reports
• Downloading transaction history
• Saving chart of accounts
• Notifying your team

Data Retention

During Active Subscription

• All data securely stored
• Automatic backups
• Full access to history

After Cancellation

• Your data is preserved and not automatically deleted
• You retain full access until the end of your current billing period
• After that, your books are read-only
• Resubscribe anytime to restore full access

Read-Only Mode

When a trial ends, a payment is past due, or a canceled subscription runs out, your books go read-only. In read-only mode:

• You can sign in, read every transaction, budget and reconciliation, and run and export any report.
• You can’t record, edit, approve, reconcile or print anything. BeeKeeper sends you to the Billing page instead.
• Bank downloads are off.
• Nothing is deleted. Subscribe again and your books are exactly as you left them.

Export Before Canceling

To preserve your records:

1. Export chart of accounts (CSV/XLSX)
2. Export transaction history per account (CSV/XLSX)
3. Generate and save key reports (PDF/XLSX)
4. Download the PDF of each expense report you want to keep. Each expense report’s PDF includes its attached receipts. There’s no single download for every receipt at once.
5. Save budget information

You can also do this after your subscription ends, since reports stay available in read-only mode.

Security

Payment Security

• Payments processed by Stripe
• BeeKeeper never sees full card numbers
• PCI DSS compliant
• Encrypted transmission

Data Security

• Bank-level encryption at rest
• Secure HTTPS connections
• Regular security audits
• Google Cloud infrastructure

Tips for Organizations

Budget for BeeKeeper

• Include subscription in annual budget
• Administrative/Operations line item
• Tax-deductible business expense

Payment Responsibility

• Ensure payment method stays current
• Treasurer typically manages billing
• Consider organization card vs personal
• Document who manages subscription

Continuity Planning

• Note subscription details in transition docs
• Ensure successor has billing access
• Keep payment method current during transitions

Limitations

• USD pricing only
• Single organization per subscription
• No prorated refunds for mid-cycle cancellation

Common Questions

Can I pause my subscription during summer? Yes, if you need to pause, contact support. Data is preserved during paused status.

What if my trial ended but I’m not ready? Contact support. Extensions may be available for organizations still evaluating.

Is BeeKeeper free for PTA councils and districts? Yes. Every PTA council and district gets one complimentary subscription. Start your free trial, then email support@futurefund.com with your council or district’s name, city, state and EIN. See PTA Councils and Districts.

We support a Title I school. Is there a reduced rate? Yes, for PTAs and PTOs supporting a Title I school. Start your free trial, then email support@futurefund.com with your organization’s legal name, city, state, EIN and the school you support. We confirm the school’s Title I status and apply the reduced rate before you subscribe. See Title I Schools.

Is there a nonprofit discount? BeeKeeper has two programs for PTAs and PTOs: a reduced rate for groups supporting a Title I school (see Title I Schools), and a free subscription for PTA councils and districts (see PTA Councils and Districts). For anything else, contact support.

Can I pay by check or invoice? Payments are handled through Stripe using a credit card, debit card, or bank account (ACH). Contact support for any alternative arrangements.

Who should have billing access? Billing is restricted to organization members with the Admin role. The Treasurer (and at least one backup, such as the President or VP) should typically have Admin access so billing can always be managed.

Is my card information safe? Yes. Stripe handles all payment processing. BeeKeeper never stores your full card number.

Can I get a receipt for tax purposes? Yes. All invoices available in billing portal. Download PDFs for your records.

What’s the refund policy? Contact support for refund requests. Generally no refunds for partial months, but exceptions considered.

How do I know when payment is due? You’ll receive email reminders before each billing cycle. Check billing portal for specific dates.

Can multiple organizations share a subscription? No. Each organization requires its own subscription.

What does “Processing” status mean? It means your payment is on its way but hasn’t finished clearing yet — most often with a bank (ACH) payment, which can take a few business days. You have full access to BeeKeeper the whole time, and your status updates automatically once the payment settles. No action is needed on your part.

Can I still see my books if our payment fails or we cancel? Yes. Your books go read-only, but you can still sign in, read everything, and run and export reports. Nothing is deleted. See Read-Only Mode.