Billing & Payments
Subscription plans, upgrades, and payment management
Overview
OrgBaseHQ offers flexible subscription plans to fit organizations of all sizes. Start free and upgrade as your organization grows. All plans include core features like member management, dues tracking, activities, and financial tools.
Subscription Plans
Free
$0/month
- 15 members
- 3 admins
- 200 MB storage
Perfect for trying out OrgBaseHQ
Starter
$9/month
- 50 members
- 10 admins
- 2 GB storage
Great for small organizations
Pro
$19/month
- 150 members
- 20 admins
- 5 GB storage
For growing organizations
All plans include: Member management, dues tracking, financial accounts, activities with check-in, donor management, governance tools, reports, calendar sync, CSV import/export, QR code check-in, registration links, activity log, 2FA, and visual themes.
How to Upgrade
Upgrading Your Plan
- Go to Settings → Billing & Plan
- Click Upgrade to Starter or Upgrade to Pro
- Complete payment through our secure checkout (powered by Polar)
- Your new limits take effect immediately
Founder-only: Only the organization founder can upgrade plans. Admins can view billing information but cannot make changes.
Billing Portal
Managing Your Subscription
Once subscribed, access the Billing Portal button in Settings → Billing & Plan to:
- Update payment method - Change your credit card or payment details
- View invoices - Download past invoices for your records
- Change plan - Upgrade or downgrade your subscription
- Cancel subscription - Cancel at any time (takes effect at period end)
The Billing Portal is hosted by Polar, our payment processor, and provides a secure environment for managing your subscription.
Downgrades & Cancellations
Changing or Canceling Your Plan
- Downgrades - Take effect at the end of your current billing period. You'll keep your current limits until then.
- Upgrades - Take effect immediately with prorated billing.
- Cancellations - You'll retain access until the end of your paid period, then revert to the Free plan.
Important: If you downgrade and exceed the new plan's limits (e.g., you have 80 members but downgrade to Free with 25-member limit), you won't be able to add new members until you're under the limit. Existing data is never deleted.
Payment Information
Payment Details
- Payment processor - Payments are securely processed by Polar.sh
- Accepted methods - Credit cards (Visa, Mastercard, American Express)
- Billing cycle - Monthly, charged on the same date each month
- Currency - All prices are in USD
- Invoices - Automatically emailed and available in the Billing Portal
Pioneer Program
Early Adopter Benefits
Organizations that joined during our Pioneer Program have permanent access to Pro-tier features at no cost. Pioneer status is shown as a badge on your Billing & Plan page. Thank you for being an early supporter!
Frequently Asked Questions
Can I get a refund?
Refunds are handled through the Billing Portal. Go to Settings → Billing & Plan and click "Manage Subscription" to access Polar's customer portal where you can request refunds according to their refund policy.
What happens to my data if I cancel?
Your data remains intact. You'll revert to the Free plan with its limits, but existing data is never deleted. You can export your data anytime from Settings → Data.
Do you offer annual billing?
Currently, we only offer monthly billing. Annual plans may be available in the future.
Can admins manage billing?
No, only the organization founder can upgrade plans and access the Billing Portal. This ensures billing changes are made by the person who created the organization.
Need Help?
If you have questions about billing or need assistance with your subscription, we're here to help.