08-Billing-Subscriptions
Billing and Subscriptions Guide
This guide explains the different subscription plans, how billing works, and how to manage your account.
Understanding the Plans
Free Plan - Try It Out
Perfect for testing the system:
What You Get: - 5 proposals per month - Basic templates - Standard support (email only) - 30-day proposal history - Basic analytics
Good For: - New agents trying the system - Very part-time agents - Learning the platform
Limitations: - Cannot remove branding - No custom templates - No priority support - Limited analytics
Starter Plan - $29/Month
Great for individual agents:
What You Get: - 50 proposals per month - All templates - Email and chat support - 1-year history - Full analytics - Custom branding - Email integration
Good For: - Part-time agents - New agencies - Solo agents - Small books of business
Best Features: - Remove system branding - Your logo on everything - Better support - More proposals
Professional Plan - $79/Month
Most popular for active agents:
Everything in Starter PLUS: - Unlimited proposals - Phone support - 3-year history - Advanced analytics - Multiple templates - API access - Integrations (Zapier, etc.) - Priority support - Training sessions
Good For: - Full-time agents - Growing agencies - Multiple lines of business - High-volume producers
Key Benefits: - Never worry about limits - Fastest support response - Advanced features - Better analytics
Team Plan - $199/Month
For agencies and teams:
Everything in Professional PLUS: - 5 user accounts - Team management - Shared templates - Team analytics - Admin controls - Centralized billing - Custom training - Dedicated support
Additional Users: - $30/month per extra user - Bulk discounts available - Flexible user management
Perfect For: - Insurance agencies - Multiple agents - Team collaboration - Centralized management
Enterprise Plan - Custom Pricing
For large organizations:
Everything in Team PLUS: - Unlimited users - Custom features - SLA guarantee - Dedicated account manager - Custom integrations - On-premise option - White-label options - Custom contracts
Contact Sales For: - Pricing - Custom requirements - Implementation help - Training programs
How Billing Works
Billing Cycles
Monthly Billing - Charged every month - Same day each month - Can cancel anytime - No long-term commitment
Annual Billing (Save 20%) - Pay for full year upfront - Save 2+ months of cost - Lock in current pricing - Still can cancel (prorated refund)
Examples: - Starter Monthly: $29/month - Starter Annual: $278/year (save $70) - Professional Monthly: $79/month
- Professional Annual: $758/year (save $190)
Payment Methods
Accepted Payments: - Credit Cards (Visa, MasterCard, Amex, Discover) - Debit Cards - Bank Transfer (Enterprise only) - PayPal (coming soon)
Adding a Payment Method: 1. Go to Settings → Billing 2. Click "Add Payment Method" 3. Enter card details 4. Card verified instantly 5. Set as default if desired
Billing Dates
Important Dates: - Billing Date - Same day each month - Grace Period - 3 days after failed payment - Suspension - After grace period - Data Retention - 30 days after cancellation
Managing Your Subscription
Upgrading Your Plan
When to Upgrade: - Reaching proposal limits - Need advanced features - Want better support - Adding team members
How to Upgrade: 1. Go to Settings → Billing 2. Click "Change Plan" 3. Select new plan 4. Review changes 5. Confirm upgrade
What Happens: - Immediate access to new features - Prorated charge for current month - New rate starts next billing cycle - Keep all existing data
Example: If you upgrade from Starter ($29) to Professional ($79) on day 15 of 30: - Pay $25 for remaining 15 days of Professional - Next month full $79 charge
Downgrading Your Plan
When to Consider: - Reducing costs - Fewer proposals needed - Seasonal business changes
How to Downgrade: 1. Go to Settings → Billing 2. Click "Change Plan" 3. Select lower plan 4. Review what you'll lose 5. Confirm downgrade
Important: - Takes effect next billing cycle - May lose some features - Data remains accessible - Can upgrade again anytime
Canceling Subscription
Before Canceling: - Export your data - Download proposals - Save templates - Copy important info
How to Cancel: 1. Go to Settings → Billing 2. Click "Cancel Subscription" 3. Select reason (helps us improve) 4. Confirm cancellation
What Happens: - Access until end of billing period - No future charges - Data available for 30 days - Can reactivate anytime
Understanding Your Invoice
Invoice Details
Each invoice shows:
Header Information: - Invoice number - Invoice date - Due date (if applicable) - Your account info
Line Items: - Subscription plan - Period covered - Any add-ons - Discounts applied
Totals: - Subtotal - Tax (if applicable) - Total charged
Downloading Invoices
- Go to Settings → Billing → History
- Find the invoice
- Click "Download PDF"
- Save for your records
For Accounting: - All invoices have unique numbers - IRS-compliant formatting - Can be expensed as business cost
Usage and Limits
Tracking Your Usage
See your current usage:
Dashboard Shows: - Proposals this month: 23/50 - Days left in period: 8 - Current usage rate - Projected total
Detailed Usage: 1. Go to Analytics → Usage 2. See daily breakdown 3. Track trends 4. Plan accordingly
What Counts as a Proposal?
Counts: - Every new proposal created - Duplicated proposals - Imported proposals
Doesn't Count: - Editing existing proposals - Viewing proposals - Downloading PDFs - Deleted drafts (if never sent)
Reaching Your Limit
Warning at 80%: - Email notification - Dashboard alert - Time to upgrade?
At 100% Limit: - Cannot create new proposals - Can still edit/send existing - Upgrade immediately to continue
Options: - Upgrade plan - Wait for next month - Purchase add-on pack
Special Offers and Discounts
Available Discounts
Annual Billing - 20% off all plans - Best value option - Price protection
Non-Profit Discount - 25% off any plan - Requires verification - Contact support
Education Discount - For insurance schools - 30% off Team plans - Special training included
Referral Program - Get 1 free month for each referral - They get 20% off first month - No limit on referrals
Promotional Codes
How to Apply: 1. Go to Settings → Billing 2. Click "Add Promo Code" 3. Enter code 4. Discount applies immediately
Where to Find Codes: - Email newsletters - Partner offers - Special promotions - Industry events
Billing Problems and Solutions
Payment Failed
Common Reasons: - Expired card - Insufficient funds - Wrong billing address - Bank declined
What to Do: 1. Update payment method 2. Verify card details 3. Contact bank if needed 4. Retry payment
Grace Period: - 3 days to fix payment - Full access maintained - Email reminders sent
Disputes and Refunds
Refund Policy: - 14-day money-back guarantee - Prorated refunds for annual plans - No refunds after 14 days monthly
How to Request: 1. Contact support 2. Explain situation 3. Provide invoice number 4. Wait 5-7 business days
Tax and Compliance
Sales Tax: - Automatically calculated - Based on your location - Included in total - Shown on invoice
Tax Exemption: - Provide certificate - Contact support - Future invoices adjusted - Cannot refund past tax
Business Expense: - Fully deductible - Category: Business Software - Keep invoices for records
Account Credits
Earning Credits
Ways to Get Credits: - Referral program - Beta testing - Providing feedback - Case studies - Speaking at events
Using Credits: - Applied automatically - Reduces next invoice - Never expire - Can't be cashed out
Friends and Family Program
Special access for your network:
How It Works: 1. Get special code 2. Share with friends/family 3. They get extended trial 4. You get account credits
Benefits: - 60-day free trial (vs 14 days) - 25% off when they subscribe - You get $10 credit per signup
Team Billing Management
Adding Team Members
Cost Structure: - First 5 included in Team plan - Additional: $30/month each - Volume discounts available
Process: 1. Go to Team → Members 2. Click "Add Member" 3. Enter email 4. Set permissions 5. They receive invitation
Managing Team Costs
Cost Controls: - Set proposal limits per user - Monitor individual usage - Remove inactive users - Adjust permissions
Team Analytics: - See usage by member - Track performance - Identify top producers - Optimize team size
Frequently Asked Questions
Q: Can I switch between monthly and annual? A: Yes, anytime. Annual saves 20%.
Q: What happens to my data if I cancel? A: Available for 30 days to export, then deleted.
Q: Can I pause my subscription? A: No pause option, but you can downgrade to Free plan.
Q: Are there setup fees? A: No setup or hidden fees.
Q: Can I get a custom plan? A: Yes, contact sales for Enterprise options.
Q: Is there a contract? A: No contracts on monthly. Annual is 12-month commitment.
Q: How do I get receipts for accounting? A: All invoices available in Billing → History.
Q: What if I need more proposals mid-month? A: Upgrade immediately or purchase add-on pack.
Getting Help with Billing
Support Channels
Email Support: - billing@insuranceproposals.com - 24-hour response time - Include invoice number
Phone Support: - 1-800-XXX-XXXX - Monday-Friday, 9 AM - 5 PM EST - Have account info ready
Chat Support: - Click chat icon - Available for Starter+ plans - Immediate response
Information to Provide
When contacting support: - Account email - Invoice number - Description of issue - Screenshots if applicable
Money-Saving Tips
- Choose Annual Billing - Save 20% instantly
- Refer Others - Earn free months
- Right-Size Your Plan - Don't pay for unused features
- Use Free Trial - Test everything before paying
- Watch for Promotions - Holiday and special offers
Upgrading Checklist
Before upgrading, consider: - [ ] Current usage vs limits - [ ] Needed features - [ ] Team size - [ ] Budget approval - [ ] Annual vs monthly - [ ] Training needs
Remember: You can change your plan anytime. Start with what you need now and upgrade as you grow!