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rendevo

Billing & Payments

Complete guide to managing your rendevo subscription, payments, and billing.

Billing Overview

rendevo uses Stripe for all payment processing.

What this means:

  • Secure payment handling
  • Industry-standard encryption
  • Your card details never stored by rendevo
  • Stripe handles all financial data
  • Global payment method support

Accepted payment methods:

  • Credit cards (Visa, Mastercard, Amex)
  • Debit cards
  • Payment methods supported by Stripe in your country

Viewing Billing Information

Accessing Your Billing Page

  1. Click Settings in sidebar
  2. Click Billing tab
  3. View:
    • Current subscription tier
    • Billing period (monthly or annual)
    • Current usage stats
    • Active add-ons
    • Next billing date
    • Plan comparison table

Current Plan Section

Shows:

  • Your Plan: Free, Solo, Growth, or Business
  • Billing Period: Monthly or Annual
  • Next Billing Date: When your next charge occurs
  • Amount: What you'll be charged

Example:

  • "Growth Plan - Monthly"
  • "Next billing: March 15, 2025"
  • "Amount: €49.00"

Current Usage Section

See three usage cards:

  1. AI Booking Usage

    • Used this month / Total available
    • Base allocation + purchased packs
    • Progress bar with percentage
    • "Buy More" button

  2. Location Usage

    • Current locations / Limit
    • Base + add-ons breakdown
    • "Buy More" button (Business tier only)

  3. Team Member Usage

    • Current members / Limit
    • Base + add-ons breakdown
    • "Buy More" button (Business tier only)

Plan Comparison Section

Shows all four tiers:

  • Free, Solo, Growth, Business
  • Feature breakdown for each
  • Monthly and Annual pricing toggle
  • "Current Plan" badge on your active tier
  • "Upgrade" buttons on higher tiers
  • "Downgrade" available through Manage Subscription

Managing Your Subscription

Stripe Customer Portal

What it is:

  • Secure portal hosted by Stripe
  • Manage all billing aspects
  • Access via "Manage Subscription" button

How to access:

  1. Go to Settings → Billing
  2. Click "Manage Subscription" button
  3. Redirected to Stripe portal
  4. View and manage your subscription

What You Can Do in Stripe Portal

Update Payment Method:

  • Add new credit/debit card
  • Remove old cards
  • Set default payment method
  • Update billing address

View Invoices:

  • See all past invoices
  • Download PDF receipts
  • View payment status
  • Access for accounting/tax purposes

Change Plan:

  • Upgrade or downgrade tier
  • Switch billing period (monthly ↔ annual)
  • Changes take effect immediately or at period end

Cancel Subscription:

  • Downgrade to Free tier
  • Choose immediate or end-of-period cancellation
  • Keep access until period ends (if choosing end-of-period)

Manage Add-ons:

  • View active location add-ons
  • View active team member add-ons
  • Cancel add-on subscriptions
  • See add-on billing history

Upgrading Your Subscription

Why Upgrade

Common reasons:

  • Need more AI bookings per month
  • Want more locations or team members
  • Need additional integrations (Google Calendar, Messenger, Instagram)
  • Want SMS capabilities
  • Outgrew contact limit (Free tier)
  • Need unlimited booking pages

How to Upgrade

Method 1: Via Billing Page (Recommended)

  1. Go to Settings → Billing
  2. Toggle billing period:
    • Click "Monthly" or "Annual"
    • See pricing for each tier update
    • Annual typically offers savings
  3. Find the tier you want in comparison section
  4. Click "Upgrade to [Tier]" button
  5. Redirected to Stripe checkout
  6. Review charge details:
    • New tier price
    • Prorated credit for unused time on current plan
    • Net charge today
  7. Enter payment information (or use saved method)
  8. Complete checkout
  9. Redirected back to rendevo
  10. New features available immediately

Method 2: Via Stripe Customer Portal

  1. Settings → Billing → Manage Subscription
  2. In Stripe portal, find "Update plan"
  3. Select new tier
  4. Review and confirm
  5. Payment processed
  6. Return to rendevo with upgraded access

Proration Explained

What is proration:

  • Fair billing when changing plans mid-cycle
  • You only pay difference for time remaining

Example:

  • Currently on Solo (€29/month)
  • 15 days left in billing period
  • Upgrade to Growth (€49/month)
  • Used €14.50 of Solo plan (15/30 days)
  • Growth costs €24.50 for remaining 15 days
  • You pay today: €24.50 - €14.50 credit = €10.00
  • Next full billing: €49 for full month

Benefits:

  • No wasted money
  • Upgrade anytime without penalty
  • Only pay for what you use

Immediate Effect

After upgrading, you immediately get:

  • Increased limits (locations, team members, AI bookings)
  • New features (integrations, SMS, etc.)
  • Updated dashboard access
  • Additional capabilities

No waiting period:

  • Start using new features right away
  • Create new locations/team members immediately
  • Connect additional integrations now

Downgrading Your Subscription

Why Downgrade

Valid reasons:

  • Business changed size
  • Seasonal slowdown
  • Trying to reduce costs
  • Features not needed anymore

⚠️ Warning: Downgrading may limit functionality if you exceed new tier's limits.

How to Downgrade

Downgrades are processed through Stripe Customer Portal only.

Steps:

  1. Go to Settings → Billing
  2. Click "Manage Subscription"
  3. In Stripe portal, find your subscription
  4. Click "Cancel plan" or "Update plan"
  5. Select:
    • Lower tier, or
    • Cancel subscription (downgrade to Free)
  6. Choose timing:
    • At period end (recommended) - Keep access until current period expires
    • Immediately - Lose access now, possible partial refund
  7. Confirm downgrade
  8. Receive confirmation email

Before Downgrading: Check Your Usage

Critical: If you're over the new tier's limits, you must reduce usage first.

Example problem:

  • You have Business tier with 8 locations
  • Want to downgrade to Growth (max 2 locations)
  • Required action: Delete 6 locations before downgrade

Check these limits:

Locations:

  • Count active locations
  • New tier limit must be equal or greater
  • Delete or archive excess locations

Team Members:

  • Count active team members
  • Deactivate members to fit under new limit
  • Cannot delete yourself (owner)

Contacts (if downgrading to Free):

  • Free tier = 100 contacts max
  • Archive excess contacts
  • Or upgrade to paid tier instead

Integrations:

  • Solo tier: No Messenger or Instagram
  • Free tier: No Google Calendar
  • Disconnect integrations not included in new tier

What Happens After Downgrading

Immediate (if choosing immediate downgrade):

  • New limits apply instantly
  • Features removed
  • Excess resources may be disabled
  • Partial refund processed by Stripe

At period end (if choosing end-of-period):

  • Keep current access until billing date
  • On billing date: new tier and limits apply
  • No refund (you used the time)
  • Clean transition

Data preservation:

  • All historical data kept
  • Past bookings preserved
  • Contact records maintained
  • Can re-upgrade anytime

Purchasing Add-ons

Booking Packs (One-Time)

Available on: Solo, Growth, Business

What you get:

  • 50 additional AI bookings
  • Never expire
  • Carry over between months
  • Use anytime

Cost: €10 per pack

How to purchase:

  1. Settings → Billing → AI Booking Usage card
  2. Click "Buy More"
  3. Stripe checkout
  4. Pay €10
  5. 50 bookings added immediately

Billing:

  • One-time charge
  • Appears on invoice as "Booking Pack Add-on"
  • No recurring charge

Location Add-ons (Recurring)

Available on: Business only

What you get:

  • 1 additional location slot
  • Full location features
  • Can buy multiple

Cost: €10/month per location

How to purchase:

  1. Settings → Billing → Location Usage card
  2. Click "Buy More"
  3. Stripe checkout
  4. Pay prorated amount today
  5. Recurring €10/month from next period

Billing:

  • Prorated first charge
  • Recurring monthly thereafter
  • Managed in Stripe Customer Portal
  • Can cancel anytime

Team Member Add-ons (Recurring)

Available on: Business only

What you get:

  • 1 additional team member slot
  • Full team member features
  • Can buy multiple

Cost: €5/month per team member

How to purchase:

  1. Settings → Billing → Team Member Usage card
  2. Click "Buy More"
  3. Stripe checkout
  4. Pay prorated amount today
  5. Recurring €5/month from next period

Billing:

  • Prorated first charge
  • Recurring monthly thereafter
  • Managed in Stripe Customer Portal
  • Can cancel anytime

Billing Cycle & Renewal

Monthly Billing

How it works:

  • Charged same day each month
  • Based on your signup date
  • Automatic renewal

Example:

  • Sign up: March 15
  • Billing dates: 15th of every month
  • March 15, April 15, May 15, etc.

Usage resets:

  • AI booking allocation resets on billing date
  • Example: 50 bookings → used 50 → March 15 resets to 50 again

Annual Billing

How it works:

  • Charged once per year
  • On your signup anniversary
  • Automatic renewal

Example:

  • Sign up: March 15, 2025
  • Next charge: March 15, 2026
  • Following charge: March 15, 2027

Usage resets:

  • AI booking allocation resets monthly (still on the 15th each month)
  • But you pay once per year upfront

Savings:

  • Annual typically offers discount vs. 12 monthly payments
  • Check Billing page for exact savings
  • Usually 10-20% off

Switching Billing Periods

Monthly → Annual:

  1. Go to Settings → Billing
  2. Toggle to "Annual"
  3. Select plan and click Upgrade
  4. Pay annual amount (with credit for unused monthly time)
  5. Next charge: 1 year from now

Annual → Monthly:

  1. Go through Stripe Customer Portal
  2. Update subscription
  3. Switch to monthly
  4. Takes effect at end of current annual period
  5. OR charge immediately for remaining time (partial refund)

Invoices & Receipts

Accessing Invoices

Via Stripe Customer Portal:

  1. Settings → Billing → Manage Subscription
  2. Navigate to "Invoices" or "Billing history"
  3. View list of all invoices
  4. Download any invoice as PDF

What's included:

  • Invoice number
  • Date of charge
  • Description of charge (subscription, add-on, etc.)
  • Amount paid
  • Payment method used (last 4 digits)
  • Billing address
  • VAT/tax information (if applicable)
  • Payment status (Paid, Pending, Failed)

Invoice Details

Subscription invoices show:

  • Plan name (e.g., "Growth Plan - Monthly")
  • Billing period covered
  • Proration details (if upgraded/downgraded)
  • Total amount

Add-on invoices show:

  • "Booking Pack Add-on - 50 bookings"
  • "Location Add-on"
  • "Team Member Add-on"
  • Quantity (for recurring add-ons)
  • Total amount

Using Invoices

For accounting:

  • Download PDF
  • Import to accounting software
  • Attach to expense reports
  • File for tax purposes

For reimbursement:

  • Provide to employer
  • Submit with expense claim
  • Proof of business expense

For VAT/tax:

  • VAT number shown (if applicable)
  • Tax amount itemized
  • Compliant with local tax law

Failed Payments

Why Payments Fail

Common reasons:

  • Expired credit card
  • Insufficient funds
  • Card issuer declined
  • Billing address mismatch
  • Card reported lost/stolen
  • Bank security block

What Happens

Immediate:

  1. Payment fails at renewal time
  2. Stripe sends email notification
  3. Email includes link to update payment method
  4. Your account remains active (grace period)

Grace period:

  • Usually 3-7 days
  • Full access during this time
  • Multiple retry attempts by Stripe
  • Reminders sent via email

If not resolved:

  • Account downgraded to Free tier
  • Limits applied immediately
  • May lose access to features
  • Data preserved

Resolving Failed Payments

Steps:

  1. Check email from Stripe
  2. Click link to update payment method
  3. OR go to Settings → Billing → Manage Subscription
  4. Update payment method:
    • Add new card
    • Update billing address
    • Use different payment method
  5. Stripe automatically retries charge
  6. If successful: access restored immediately
  7. If still failing: contact your bank

Contact bank if:

  • Card should work but doesn't
  • Suspecting security block
  • Need to authorize international charge (Stripe is US-based)

Refunds

Refund Policy

General policy:

  • Refunds handled case-by-case
  • No automatic refunds for downgrades
  • Booking packs non-refundable (instant digital delivery)
  • Contact support for refund requests

When Refunds May Apply

Possible refund scenarios:

  • Charged incorrectly
  • Billed after cancellation
  • Technical error with subscription
  • Duplicate charges
  • Proration error

Generally not refunded:

  • Buyer's remorse
  • Didn't use the service
  • Changed mind about features
  • Forgot to cancel before renewal
  • Booking packs already added to account

Requesting a Refund

Process:

  1. Click Get Help in rendevo sidebar
  2. Select "Billing Issue" category
  3. Explain situation:
    • What charge
    • Why refund needed
    • Invoice number
    • Date of charge
  4. Submit request
  5. Support team reviews (24-48 hours)
  6. Decision communicated via email
  7. If approved: Refund processed by Stripe (5-10 business days)

Information to provide:

  • Your account email
  • Invoice number or charge date
  • Amount charged
  • Reason for refund request
  • Any supporting documentation

Stripe Refund Timeline

Once approved:

  • Refund initiated by Stripe
  • 5-10 business days to appear in your account
  • Depends on your bank's processing time
  • You'll receive confirmation email from Stripe

Common Questions

Q: Can I change my billing date?
A: No. Billing date is set on signup and cannot be changed. It occurs on the same day each month (or year for annual).

Q: Will I be charged automatically?
A: Yes. All subscriptions auto-renew. Cancel before your billing date to avoid next charge.

Q: Can I pause my subscription?
A: No. You can cancel (downgrade to Free) and re-upgrade later, but there's no pause feature.

Q: What happens if I cancel mid-month?
A: If you choose "end of period," you keep access until your billing date. If you choose "immediately," you lose access right away and may receive a partial refund.

Q: Do you offer discounts for nonprofits, students, or annual plans?
A: Check the Billing page for current promotions. Annual plans typically offer a discount vs. monthly. For nonprofit or educational discounts, contact support.

Q: Can I pay via invoice or bank transfer?
A: Currently, only card payments through Stripe are supported. For enterprise invoicing, contact support.

Q: Is VAT included in the prices?
A: Prices shown may or may not include VAT depending on your location. Check your invoice for exact VAT amount.

Q: Can I get a receipt for my employer?
A: Yes. Download invoices from the Stripe Customer Portal. They serve as official receipts.

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