Subscription & billing

You manage your subscription yourself, in the app — there’s no separate portal and no need to email us to make changes.

Open Billing

Billing is a page in the left rail under Practice → Billing. The practice-scoped settings — Team, Practice info, Billing, Custom fields, and Business Agreement — are grouped under Practice there; your personal settings (Profile, Password, and so on) live under your name in the account menu.

Billing is managed for the whole practice, so the page is limited to practice admins — if you’re not an admin you’ll get a “Only a practice admin can manage billing” message (a 403). Ask an admin on your team to make changes.

Your free trial

Every new practice starts on a 30-day free trial when you sign up — no free tier, and you pick a plan during sign-up. If you pay by card, you add the card then too; practices that pay by invoice don’t need one (see How you pay). You’ll get an in-app reminder as the trial nears its end so the first bill is never a surprise.

When a trial ends without an active plan, the app sends you to the Choose a plan page (/subscribe), headed “Your free trial has ended.” Your practice data is all still there — you just pick a plan to keep using the registry. If you’re not the practice admin, that page tells you to “Ask <name>, your practice admin,” to choose a plan, because only an admin can start or change the subscription.

Each practice gets one free trial. If your practice has subscribed before — a trial that lapsed, or a plan you cancelled — subscribing again starts your plan straight away, without a new trial.

Plans

BirthTracks is a single plan billed per provider seat — every provider seat gets the full product, so there are no tiers to compare. A seat is a provider (anyone you can name on a birth); view-only and scribe logins are free and don’t count toward your seats. You choose only how you’d like to be billed:

BirthTracks — $17 per provider seat, per month.
BirthTracks Annual — $180 per provider seat, per year (about two months free).

The Plan section shows your current plan with its status, the per-provider-seat price and your seat count (for example, “$17.00 USD / provider seat / month × 3 seats”), and either Renews on a date or, once you’ve cancelled, Cancels on a date. Any discount applied to your practice is shown here too.

If your practice has no active subscription, the section reads “You do not have an active subscription” and offers View plans, which opens the Choose a plan page inside the app — the same plans and prices as the public pricing page, without leaving BirthTracks. If your practice already has access, that page still opens and shows the plans read-only, with your current plan marked.

Switch between monthly and annual

Under Switch plan, choose the other plan to move to it. Plan changes are prorated: moving to the more expensive plan is charged straight away for the time left in your current period, so you can’t hold the higher-priced plan for free until renewal. Moving to the less expensive one takes effect at your next renewal, with no mid-cycle credit.

Seats

Your bill scales with the number of seats your practice has licensed. The Seats row on the Billing page shows how many of your provider seats are in use (for example, “4 of 5 provider seats in use”). To buy or drop seats, choose Change seats: use + and − to set the number of seats, check What this costs, then choose Save seats.

Extra seats are $15 per provider seat, per month on top of your plan’s own allowance. Seats you add are prorated for the rest of the current period and that amount is added to your next invoice. Seats you remove come off from your next renewal, with no credit for the rest of the current period. What this costs shows both, and the total of your next invoice, before you save.

You can’t go below the number of providers you have. To drop more seats, first remove or deactivate a provider on the Team page.

The Team page (Practice → Team in the left rail) shows seat usage and is where you invite and manage people, but seats themselves are purchased on the Billing page, not there.

Add-ons

The Add-ons section lists extra capabilities you can add to your plan without changing tiers — the plan itself already includes the full product, so add-ons are additive rather than an upgrade. Each add-on shows its monthly price and an Add button; a capability your plan already covers is marked Included in your plan, an active add-on shows Active with a Cancel option, and one you’ve cancelled reads Ending soon with a Renew button until it lapses at the end of the paid period. If no add-ons are available to your practice, the section doesn’t appear.

How you pay

Most practices pay by card: the card is charged automatically at each renewal. Some practices pay through accounts payable instead, so BirthTracks also offers pay by invoice on Net 30 terms. Invoice billing isn’t self-serve — our team turns it on for a practice on request, so if your practice needs it, contact support. Until it’s turned on, you won’t see any invoice options.

Once invoice billing is on for your practice:

When you subscribe, the Choose a plan page asks “How would you like to pay?” — choose Pay by card or Pay by invoice (Net 30). Paying by invoice needs no card. Your free trial works the same way, and the first invoice is sent when it ends. Each period after that, we email an invoice to your practice’s billing contact, payable within 30 days.
On the Billing page, the Billing method section shows how you’re billed — Automatic card payment or Invoice (Net 30) — and lets an admin switch between them. Switch to invoice moves your next renewal onto an emailed invoice. Switch to card asks for a card to charge at each renewal; any open invoice must be paid first.

At the top of the Billing page, three tiles sum up where you stand: Plan (your plan and, on a per-seat plan, the seat count), How you pay (Invoice · Net 30, or the card on file), and Open balance — what is still owed across your open invoices, $0.00 when nothing is. An open invoice that is still inside its terms needs nothing from you beyond that tile and its row in the Invoices table below.

If an invoice goes past its due date, a banner at the top of the page says so — Invoice INV-… was due … — and names the date to pay it by to keep access for everyone in your practice. Its View invoice button opens the invoice drawer described under Invoices & receipts, where you pay it or copy its payment link. While a payment is still clearing — bank transfers can take a few business days — the banner reads Payment on its way instead, and your access stays on in the meantime.

Payment methods

If you pay by card, your card is captured when you first subscribe. Card details are processed securely by our payment provider — they’re never stored on our servers. The Payment methods section lists the cards on file with their last four digits and expiry; if you have more than one, choose Make default on the one you want future charges to run against. The current default is marked with a Default badge.

Invoices & receipts

The Invoices table lists every invoice — date, number, what it covers, amount, and status. A paid invoice is marked Paid; one that is waiting for payment is Open, or Past due once its due date has passed; one whose payment is still clearing is Processing.

Select any row to open the invoice drawer: the amount and status up top, the Details (when it was issued, who it is billed and sent to, and the period it covers), the Line items, and — while the invoice is still open — a Payment link with a Copy button. Send that link to whoever pays your invoices: they can pay by card or bank transfer on our payment provider’s secure page without a BirthTracks login. The drawer’s footer has Pay invoice, which opens that same page for you, Download PDF, and Close. A paid invoice’s drawer keeps the details and the PDF but has no payment actions.

Cancelling, resuming, and past-due grace

Choose Cancel to stop your subscription at the end of the current billing period — nothing is cut off immediately, and the Plan section switches to show Cancels on that date. Changed your mind before it lapses? Choose Resume to keep the subscription running.

If a renewal payment fails, your subscription goes past due and your practice keeps access for a 7-day grace period while the card is retried, so a transient decline doesn’t lock you out mid-cycle. Update your default payment method to clear it.

If you pay by invoice, the same 7-day grace period starts on the invoice’s due date. If the invoice is still unpaid when the grace period ends, access is paused for everyone in your practice. Nothing is deleted. Admins see an Access paused page with the amount due and a Pay invoice button, and everyone else is asked to contact their practice admin. Access comes back as soon as the payment clears.