Billing and Credits
All plans Admins only
Settings → Billing is where your plan, credits, and invoices live: see what your plan includes, top up credits, switch plans, and download past invoices. Card details and billing information sit in the Stripe billing portal, opened from the Billing page. For what each plan includes, see Plans.
Free guests
Your first guest bookings each month cost nothing: 50 on Free, 250 on Pro, 500 on Expert. The Billing page shows how much of the allowance is used and the exact date it resets.
Credits
Credits cover what the free allowance does not:
- Guests beyond your allowance — 1 guest = 1 credit.
- Portal activations — 1 portal = 150 credits (see Portals).
Your balance is shown on the Billing page and in the sidebar. To top up, click Buy Credits. In Purchase Credit Pack, choose a pack under Select a pack and click Checkout. The larger packs carry a volume discount, and if you have a promo code, you can add it at checkout. Checkout also lets you add a tax or VAT ID so it can appear on the invoice.
After you pay, credits land on the organisation and the purchase appears twice on Billing: under Invoices (download the PDF) and under Payments (open the Receipt). Credits belong to one organisation and do not transfer between organisations. Booking fees on paid tickets are a separate matter entirely: they are taken from ticket revenue, not your balance (see Plans).
When the balance runs low
Fair week is not the moment to discover an empty balance, so ARTSVP can warn you: it emails the organisation’s billing contact when free guests run low or out, when credits are low, or when the balance becomes negative. Use Manage Notifications to choose which alerts you receive and set the low-credit threshold.
Pay-As-You-Go is on from the start, so bookings carry on even when the free guests and credits run out. The balance goes negative, and at the end of each monthly cycle it is billed at your plan’s credit rate: charged to your card if one is on file, otherwise emailed to you as an invoice. A credit top-up before then settles it instead.
Tip: Before a big event, check the free-guest meter and top up in advance. Buying credits calmly beats doing it mid-opening.
Plans and invoices
Upgrade or manage your plan from the Billing page. Pro and Expert start with a 7-day trial. Subscription invoices and credit-pack invoices are listed under Invoices for download. Each credit-pack payment also appears under Payments with its Receipt.
If you can’t see Settings in the sidebar, you’re not an Admin of this organisation, or you’re in a different one — check the organisation and space switcher near the top of the sidebar. Ask an Admin to download the invoices. Account settings, opened from your name near the bottom of the sidebar, is your personal profile and has no billing.
Changing or cancelling your plan
To update your subscription, payment method, or billing details, open the Stripe billing portal from the Billing page. During a trial, click Manage Plan; on a live subscription, click Manage Billing in the Billing Details card. Both open the same portal, where you can update your card, view invoices, change plans, or cancel.
Personal invitations and guest list management continue on Pro. Invitations that are Pending or already sent stay on the guest list, and you can still send them and manage their responses after a downgrade to Pro. Automations are Expert only, so rules are skipped once you leave Expert. See Automations. Custom fields cannot be edited on Pro. See Custom fields.
Pausing your plan
Pausing a subscription is not self-service. If you need a temporary break from billing (between fair seasons, for example), email support@artsvp.com.
Scheduled cancellations
If you cancel through the billing portal, your plan stays active until the current period ends. The Billing page shows Your subscription will end on [date] with a Renew Plan button. Clicking Renew Plan opens the billing portal, where you can undo the cancellation and keep your plan.
Once the period ends, the organisation moves to the Free plan.
If a plan payment fails
When a Pro or Expert renewal is declined, or your bank needs a confirmation, ARTSVP emails the address in Billing email. The message includes Pay now or Confirm payment, which opens the invoice. These emails always send; they are not listed under Manage Notifications.
While payment is retried, you keep the plan you are on. The Billing page shows Your subscription is past due and Pay Now. If the retries run out, the organisation drops back to Free and paid-plan features lock, with an upgrade note naming the plan they need.
Pay the open invoice from the Invoices table (Pay), or from the email link. Once it is paid, the organisation returns to the plan you were on. Starting a new checkout is blocked until that invoice is settled: stay on Billing and pay it there. To change the card, use Manage Billing.
Keep reading: Plans · Portals · Reporting and exports