Refund & Cancellation Policy

1. Subscription Plans

Agency Billing Hub offers the following plans:

• Free Plan — no subscription fee, always available
• Starter Plan — $9.99 per month
• Pro Plan — $19.99 per month

All paid subscriptions are billed monthly in advance and automatically renew unless canceled. Current plan features are listed at agencybillinghub.com/packages.

2. Cancellation Policy

2.1 How to Cancel

You may cancel your subscription at any time through your account:

Settings → Billing → Cancel Subscription

Alternatively, email us at [email protected] and we will process your cancellation within 1 business day.

2.2 When Cancellation Takes Effect

• Your cancellation is processed immediately upon request
• You retain access to paid features until the end of your current billing period
• You will not be charged for any subsequent billing periods
• No refund is issued for the current billing period (see Section 3)

2.3 Data Retention After Cancellation

• Your account and data are retained for 90 days from cancellation to allow reactivation or data export
• After 90 days, your account and Customer Data (clients, projects, invoices, time entries) may be permanently deleted
• You are responsible for exporting any data you wish to keep before the 90-day period ends

2.4 Reactivation

If you reactivate your subscription within 90 days of cancellation, your data will be restored and you will be billed for a new billing period from the reactivation date. After 90 days, reactivation may not be possible and you may need to create a new account.

3. Refund Policy

3.1 No Refunds for Subscription Fees

All subscription fees are non-refundable. When you subscribe, you are charged for the full billing period in advance. If you cancel mid-period, you retain access until the period ends — but no refund is issued for unused days.

This policy exists because:

• You have full access to the Service for the entire period you paid for
• Cancellation does not result in immediate loss of access
• Pricing is transparent and you can cancel before any renewal to avoid future charges

3.2 Exception: Billing Errors

If we charge you incorrectly (e.g., duplicate charge, wrong amount), we will:

• Investigate promptly
• Issue a full refund for any overcharge
• Correct the billing error in your account

To report a billing error, contact [email protected] within 60 days of the charge.

3.3 Exception: Service Termination by Us

If we terminate your account or discontinue the Service for reasons other than your violation of our Terms of Service, we will issue a prorated refund for the unused portion of your subscription and notify you in advance.

3.4 Chargebacks and Payment Disputes

If you initiate a chargeback or payment dispute with your bank without first contacting us, your account may be suspended and we reserve the right to dispute the chargeback with evidence of service delivery. We encourage you to contact us directly at [email protected] to resolve any billing issue before initiating a dispute.

4. Plan Changes

4.1 Upgrades

If you upgrade (e.g., Starter → Pro):

• You are charged a prorated amount for the remainder of your current billing period
• New plan features are available immediately
• Your billing date remains unchanged

4.2 Downgrades

If you downgrade (e.g., Pro → Starter):

• Your current plan remains active until the end of your billing period
• The new plan takes effect on your next billing date
• No refund is issued for the current period

4.3 Downgrade to Free

Downgrading to Free cancels your paid subscription. You retain paid features until the billing period ends, then Free plan limits apply. No refund is issued.

5. Free Trials

From time to time, we may offer free trials for paid plans. Free trials are subject to the following terms:

• Available once per customer (per email address or payment method)
• Trial duration will be specified at signup
• No charges during the trial period
• Unless you cancel before the trial ends, your trial automatically converts to a paid subscription and you will be charged the full plan fee

To cancel a free trial before being charged: Settings → Billing → Cancel Subscription, or email [email protected].

6. Payment Failures

6.1 Automatic Retry

If your payment method fails (expired card, insufficient funds), our payment processor (Polar) will automatically retry. You will receive email notifications about failed payments. Your account remains active during the retry period.

6.2 Account Suspension

If all retry attempts fail, your account will be suspended and you will lose access to paid features. Your data is retained for 90 days. You may reactivate by updating your payment method and paying any outstanding balance.

6.3 No Refunds for Payment Failures

No refund is issued for charges that occurred prior to a payment failure. You are responsible for keeping your payment information current.

7. Promotional Offers & Discounts

Promotional pricing is subject to specific terms disclosed at the time of the offer. Key points:

• Promotional pricing applies only for the duration specified in the offer
• After the promotional period, the regular subscription price applies unless you cancel
• Promotional offers cannot be combined with other discounts or applied retroactively
• If you cancel during a promotional period, no refund is issued for the current billing period

8. Account Termination by Us

8.1 Reasons for Termination

We reserve the right to suspend or terminate your account if:

• You violate our Terms of Service or Acceptable Use Policy
• Your account is involved in fraudulent or illegal activity
• Your payment is overdue after all retry attempts
• We believe your account poses a security risk

8.2 Refund on Termination by Us

If we terminate your account for reasons other than your violation of our Terms, we will issue a prorated refund for the unused portion of your subscription and notify you of the reason.

9. Contact Us

For billing questions, cancellation requests, or to report a billing error:

We aim to respond to all billing enquiries within 1–2 business days.