Billing and Plans

NP Ledger offers three subscription plans: Starter, Standard, and Professional. Each plan unlocks different features and has different limits on users and organizations. This page explains what each plan includes, how to manage your subscription, and what happens in common billing situations.

• You must be an admin or owner to view or change billing settings.
• Billing is managed per organization. If you have multiple organizations, each has its own subscription.
• Payment processing is handled by Stripe. NP Ledger does not store your credit card information.

1. Go to Settings > Organization.
2. The Subscription section shows your current plan, status, and next billing date.
3. Click Manage billing to see more details.

Or go directly to the billing management page from the sidebar.

1. Go to the billing management page (Settings > Manage billing).
2. You'll see your current plan and available upgrades.
3. Click Upgrade next to the plan you want.
4. Complete checkout through Stripe. Your new plan takes effect immediately.

When you upgrade, you're charged a prorated amount for the rest of your current billing period.

To downgrade, open the Stripe billing portal:

1. Go to the billing management page.
2. Click Manage billing to open the Stripe Customer Portal.
3. In the portal, change your plan to a lower tier.

Downgrades take effect at the end of your current billing period. You keep access to the higher-tier features until then.

Important: If you downgrade to a tier with a lower user limit (e.g., Standard to Starter), make sure you're within the new limit before the change takes effect.

Your subscription can be in one of several states:

1. Go to the billing management page.
2. Click Manage billing to open the Stripe Customer Portal.
3. In the portal, you can update your credit card, view invoices, or download receipts.

1. Go to the billing management page.
2. Click Cancel subscription (or manage it through the Stripe portal).
3. Your subscription remains active until the end of the current billing period.
4. After the period ends, your status changes to Canceled and accounting features become restricted.

Canceling does not delete your data. If you resubscribe later, everything is still there.

When your subscription is canceled or expires:

• You can still log in and see your dashboard.
• You cannot create, edit, or post transactions.
• You cannot access tier-locked features like AI Help or Voice Entry.
• Your data remains safe and intact. Nothing is deleted.
• You can resubscribe at any time to restore full access.

New organizations start with a trial period that gives full access to the selected plan's features. During the trial:

• All features are available for the chosen plan.
• No payment is required until the trial ends.
• You'll see a "Trialing" status badge on the Organization Settings page.
• If you don't add a payment method before the trial ends, your access will be restricted.

When you try to access a feature that requires a higher plan, you'll see an "Upgrade Required" page that tells you:

• Which feature you tried to access
• Which plan is required
• A link to the plans page where you can upgrade

This is not an error -- it's how NP Ledger communicates which features are available on each tier.

• Your plan name and status are visible on the Organization Settings page in the Subscription section.
• If you recently upgraded, verify that the previously locked features are now accessible.
• If you see "Past Due," check the Stripe portal to update your payment method.

• Ignoring "Past Due" status. Stripe will retry the charge a few times, but if all retries fail, your subscription may be canceled. Update your payment method promptly.
• Expecting instant downgrades. Downgrades take effect at the end of the current billing period, not immediately.
• Not checking user limits before downgrading. If you have 8 team members and downgrade from Standard (10 users) to Starter (2 users), you'll exceed the limit. Reduce your team size first.
• Canceling instead of downgrading. If you want to pay less, downgrade to a lower tier instead of canceling entirely. You keep your data and access to basic features.

Accountant Note: SaaS subscription expenses are typically recognized as operating expenses in the period incurred (not prepaid). If your nonprofit pays annually, the full amount is usually expensed in the month of payment for small nonprofits using the cash basis, or allocated monthly under accrual basis. Record NP Ledger subscription payments under your technology or software expense account.