Account setup, billing and licenses

Billing lives in the Payment Center, and only Administrators can open it. Anyone else who tries is sent back to the Dashboard. Being a Manager is not enough—see Users for what each role can do.

1. Select Settings in the side menu.
2. Under Account and Billing, select Payment Center.

Any Administrator on the account can do everything described on this page. There is no separate billing permission, so if the only Administrator has left, promote somebody before you need to change a card.

Two cards, then your payment history.

• User License—your User License, Billing Frequency, and Next Payment Due. An annual plan carries a green Discount Applied! badge.
• Payment Method and Billing Contact—a card shows its type, last four digits, and expiration date; a check account shows Check and your Reference if you gave one. Below that are the Contact Name, Email, Phone, an optional Fax, and the Billing Address. The Email here is where receipts and invoices go, so it is worth keeping current even when nothing else changes.
• Payment History—every invoice and payment, with Invoice #, Due On, Paid On, Amount, and Payment Type. A row with no Paid On date is still outstanding.

Each card has its own button—Change License and Change Payment and Contact—so you change only the part you mean to. See How do I add or update my payment details? below.

During a trial with no payment method on file, a yellow Subscribe Now! panel sits above the cards, reminding you that the account expires at the end of the 30 days, with a Subscribe button. The two change buttons appear once you have subscribed.

Subscribing for the first time

An account with no payment method on file gets one combined form, because a license, a billing contact, and a payment method are all needed before anything can be billed.

1. Select Settings in the side menu, then Payment Center.
2. Select Subscribe, in the yellow Subscribe Now! panel.
3. Choose the User License and Billing Frequency—see How do I change my user license? below.
4. Fill in Billing Contact Information. Contact Name, Contact Email, Contact Phone, Address, City, State/Province, and Postal Code are all required. Contact Fax and Country are optional.
5. Choose a Payment Method (Check or Credit Card). The form swaps between the two blocks as you choose.
6. Select Save, review the summary, then select Save Changes.

Changing something later

Once you have subscribed, the license and the payment details each have their own form, opened from their card on the Payment Center. Changing your license never asks for a card.

• Change License—the user license and billing frequency. See How do I change my user license? below.
• Change Payment and Contact—the payment method (a credit card or a check, described next) together with the billing contact and address. They share a form because the billing address belongs to the card: it is sent to our payment provider along with a new card, so the address they check a charge against is the one you see here.

Paying by credit card

Fill in Name on card, Credit Card Number (spaces and dashes are fine; they are removed for you), Expiration Month, Expiration Year, and Card Verification Number.

Once a card is stored, the number is not shown back to you—the form displays the card type, last four digits, and expiration date instead, and you can leave the number box empty when you are only changing the name on the card or your contact details. Changing the card number or the expiration date means entering the whole card again—the number, the expiration date, and the verification number. A new expiration date on its own is refused with “To change the expiration date, please re-enter the card number and verification number as well.” A new card number without its verification number is refused with “Please enter the card verification number.”

Your card is checked with our payment provider as you save. If it is refused, the reason is shown at the top of the form and nothing is stored.

Paying by check

Choose Check and, if your organization needs one, enter a PO/Reference Number. It is printed on your invoices. We then email you an invoice to pay by company check; the due date is on the invoice.

The confirmation step

On all three forms, selecting Save does not save right away. A Confirm Payment Changes dialog lists what you are about to change—user license, billing frequency, payment method, the name on the card, the last four digits, the expiration date, or your PO reference—because these affect what your company is billed. Select Save Changes to go ahead, or Go Back and Edit to keep editing.

The full card number and the verification number are never shown in that summary.

Not when you enter your details. Saving a card stores it for later—it does not take a payment.

Your Next Payment Due date on the Payment Center is the date to watch. A new account gets a free 30-day trial, and that date is set 30 days out when you sign up. You can enter your payment details at any point during the trial without bringing the date forward.

If support has extended your trial and you subscribe after your Next Payment Due date has passed, your first payment is taken at our next billing run, and later dates still count from that original date. An extension gives you more time to decide; it does not move the date.

From that date on:

• By credit card—the card on file is charged, you are emailed a receipt, and Next Payment Due moves on by one month, three months, or twelve, according to your billing frequency.
• By check—you are emailed an invoice, payable 30 days from the date it is created, and Next Payment Due moves on the same way.

Payments and invoices appear in Payment History as they happen, so that table is the record of what has actually been billed.

If you reach the end of your trial with no payment method on file, the account is closed rather than charged—there is nothing to bill. See Free Trial for what that means and how to ask for more time.

From two things only: the size of your user license and your billing frequency. Every plan includes every feature, so nothing else moves the price. Current prices for each license size are on the pricing page.

Billing Frequency offers three choices:

• Monthly—one monthly fee, every month.
• Quarterly—three monthly fees, every three months.
• Annually (includes discount)—eleven monthly fees for twelve months. That is the discount: one free month a year.

You can switch between them yourself with Change License on the Payment Center; there is no need to contact us to set up an annual payment. A change of frequency takes effect from your next billing date, not the one you have already paid.

Billing is pay in advance, and the payment form states plainly that there are no refunds. So moving from annual to monthly, or down to a smaller license, does not return anything for time already paid for—it changes what you are charged next time.

Any Administrator can do this, and it takes about a minute.

1. Select Settings in the side menu, then Payment Center.
2. Select Change License.
3. Open the User License list and choose the size you need. The same form has the Billing Frequency, if that is changing too.
4. Select Save, then Save Changes in the confirmation dialog.

Licenses come in nine sizes: 10, 25, 50, 100, 175, 250, 500, 1,000, and 2,000 users. Need more than 2,000? Ask us about a custom solution.

When the change reaches your bill

On your next billing date. Moving up does not charge you immediately, and moving down does not refund anything—billing is pay in advance. Your new price will be reflected on your next billing if you pay monthly. If you are on an annual payment, please contact us and we will go through the options with you.

The extra seats themselves are available right away. You do not wait for a billing date to add the people.

Why a smaller license may be greyed out

A license size below your current number of active users cannot be selected—it is disabled in the list. To move down, set the users you no longer need to inactive first, then come back and change the license. Inactive users do not count against a license, and keeping them inactive rather than deleting them keeps their status history intact.

You are at your license limit. When your active user count reaches the size of your license, the Add User and Import Users buttons disappear from Settings → Users and a message takes their place: “Maximum number of users reached. To increase your number of users, edit your Payment Details and change your service level.”

The same limit applies when you reactivate somebody, and when you import a list—an import stops adding rows once the cap is reached and tells you which ones it could not take.

If you are not sure which way to go, contact us and we will help.

If you would like to cancel, please contact support@inoutboard.com and we will take care of it.

Billing is pay in advance, there are no refunds, and you can cancel at any time. So canceling stops future billing rather than refunding the period you are in.