Who can use this page: administrators only, under Settings → Subscription & Billing.

Every plan includes every feature in BareLedger — nothing is locked behind a higher tier. Plans differ only by three limits: the number of users, how many accounting transactions can post to your books in a month, and how many emails you can send to leads from the CRM in a month. Everything else is unlimited on every plan, Free included: branches, payroll seats (active employees), CRM records (leads and follow-ups), Projects (projects and board cards) and Ask BareLedger (AI Assistant) (beta).

The plans

  • Free — 5 users, 50 posted accounting transactions a month, 50 lead emails a month.
  • Growth — 10 users, 1,000 posted accounting transactions a month, 1,000 lead emails a month.
  • Business — 100 users, unlimited posted accounting transactions and lead emails.

A lead email is one email sent to a lead with Send email on the lead. Replies from the lead are free. Lead emails have no add-on: upgrade the plan for more.

An employee-only sign-in (someone who only holds the Employee role) doesn't use a user seat.

A "posted transaction" counts when an accounting record actually posts to the ledger — invoices, bills, expenses, payments, journal entries, bank adjustments and payroll runs — counted against the month of its transaction date, not the day you happened to approve it. Drafts, edits and reviews are free, and reversals and other system postings never count. Leads, follow-ups, projects and board cards never count.

Watching your usage

The This month's usage card shows a progress bar for users, posted transactions and lead emails — as "{used} / {limit}," turning amber once you're close to the ceiling — with the month's transactions broken down by type (sales, purchases, expenses, payments, journal entries, bank adjustments, payroll runs). On the Business plan the transaction bar disappears because it's unlimited.

What happens if you go over a limit

Nothing is ever deleted. If you're over a limit — because you downgraded, cancelled, or reduced an add-on — the records or seats beyond your new limit become read-only instead. Upgrading again immediately unlocks everything, exactly as it was, with no data loss.

This applies whether the limit was reached by normal growth (posting more transactions than your plan allows blocks new postings until next month or an upgrade) or by moving to a smaller plan.

Changing your plan

  1. Go to Settings → Subscription & Billing.
  2. Pick Monthly or Annual billing (annual includes two months free) with the toggle at the top.
  3. Have a discount code? Enter it under Discount code and click Apply.
  4. On the plan you want, click the button shown for it:
    • Check Out — for upgrading to a paid plan. This opens a summary of exactly what you'll be charged (base price, any discount, tax, and — if you're mid-cycle — credit for unused time on your current plan) and a Confirm & pay button that takes you to a secure hosted payment page.
    • Switch to Annual/Monthly Billing — to change your billing cycle without changing plans.
    • Downgrade to Free — asks you to re-confirm your identity (your password or a 2FA code) since this is a significant change, then schedules the downgrade for the end of your current billing period rather than immediately.

Note: subscribing to any paid plan requires two-factor authentication to already be turned on for your account — if it isn't, you'll be prompted to set it up first. See Login and Authentication.

Add-ons

On a paid plan you can buy extra users and, on Growth, blocks of 100 extra transactions a month under Add-ons, without moving to a bigger plan tier. Use the +/− steppers to choose how many of each, then Purchase add-ons.

  • Add-ons renew with your plan. The first time you add one, you pay a prorated charge for the rest of the current billing period. From then on every renewal invoice lists your plan and each add-on, and they're billed together each month (or year, on annual billing — add-ons on annual cost 10× the monthly price, the same two-months-free as plans).
  • Reducing an add-on applies immediately and lowers the next renewal; there's no refund for the current period, and anything over the reduced limit becomes read-only as described above.
  • Add-on quantities stop just below the next plan (for example, Growth can add up to 89 users, since Business includes 100) — past that point upgrading is the better deal.

How renewals are charged

Renewals work the same way whichever way you pay. About a day before your period ends, BareLedger issues the renewal invoice — plan plus add-ons, at that day's exchange rate — and then:

  • Card payments through Paddle are charged automatically on the renewal date for exactly the invoice amount.
  • GCash, Maya, QR Ph, online banking and PHP cards through PayMongo can't be charged automatically, so you get an email with a Pay invoice link (the same link is behind the Pay button on the invoice). Paying early is fine — your next period still starts on the renewal date.

If the renewal is still unpaid a day after the renewal date, the subscription moves to past due and keeps working through a 7-day grace period; after that it ends and the organization moves to Free.

Cancelling

Click Cancel subscription on your current plan's card and confirm. Your plan keeps working normally until the end of the period you already paid for; after that, your account moves to Free and anything beyond the Free plan's limits becomes read-only rather than being deleted.

Invoices and payment history

Further down the page, Billing & Invoices lists every invoice BareLedger has issued you for your subscription, with PDF, Receipt (once paid), and — for anything unpaid or failed — a Pay button that takes you back to the hosted checkout to retry. Below that, Billing history lists the raw payment transactions behind those invoices. There's no separate "change card" button — updating how you pay happens the next time you're on the hosted checkout page, whether that's a new purchase, an add-on, or retrying a failed payment.

Common mix-ups

  • Expecting downgrading to delete extra users or old transactions — it never does; they're just locked read-only until you're back within a plan that covers them.
  • Looking for a dedicated "update payment method" page — there isn't one; it happens as part of your next checkout.
  • Expecting leads, projects or board cards to use up transactions — they never do; only accounting postings count.
  • Thinking an add-on is a one-off purchase — add-ons renew with your plan until you reduce them.
  • Assuming a lower-tier plan is missing features — every plan has every feature; only the usage limits differ.