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 until you subscribe
• You can subscribe anytime to restore access

Subscription Status

Your subscription can be in several states:

Checking Your Status

1. Go to Settings
2. View your subscription status on the main page
3. Trial countdown shows days remaining

Starting a Subscription

When You’re Ready

1. Go to Settings
2. Click Subscribe or Manage Subscription
3. You’ll be directed to the billing portal
4. Enter payment information
5. Confirm your subscription

Payment Methods

BeeKeeper accepts:

• Credit cards (Visa, MasterCard, American Express, Discover)
• Debit cards

Processed securely through Stripe.

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. Click Manage Subscription or Billing
3. The Stripe billing portal opens

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

Grace Period

Past due accounts have a grace period:

• Access continues during retry attempts
• Multiple retry attempts over several days
• Eventually restricted if not resolved
• Data never deleted due to payment issues

Canceling Your Subscription

How to Cancel

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

What Happens After Cancellation

• Access continues until current billing period ends
• Data is retained for 90 days
• Export your data before cancellation
• 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

• 90-day retention period
• Data accessible if you resubscribe within 90 days
• Permanent deletion after 90 days

Export Before Canceling

To preserve your records:

1. Export chart of accounts (CSV/XLSX)
2. Export all journal entries (CSV/XLSX)
3. Generate and save key reports (PDF)
4. Download attached receipts
5. Save budget information

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

• Monthly billing only (no annual discount currently)
• 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 there a nonprofit discount? Contact support to inquire about nonprofit pricing.

Can I pay by check or invoice? Currently credit/debit card only through Stripe. Contact support for alternative arrangements.

Who should have billing access? Treasurer and at least one backup (President or VP). All Admins can access billing.

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.