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

1. Open the account menu in the top bar and choose Settings.
2. Select Billing.

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 (and add a card) during sign-up. You’ll get an in-app reminder as the trial nears its end so the first charge is never a surprise.

When a trial ends without an active plan, the app sends you to the Choose your plan page (/subscribe), which reads “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.

Plans

BirthTracks is a single plan billed per seat — every seat gets the full product, so there are no tiers to compare. You choose only how you’d like to be billed:

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

The Plan section shows your current plan with its status, the per-seat price and your seat count (for example, “$17.00 USD / 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.

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. Buy or drop seats from the Billing page’s Extra seats control — set the number of extra provider seats beyond your plan’s own allowance and choose Update. Extra seats are $15 per seat, per month, and the control shows how many of your seats are in use (for example, “4 of 5 seats in use”).

The Team page (Settings → Team) 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.

Payment methods

Your card is captured when you first subscribe, and 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 Invoice history section lists your past invoices — number, date, amount, and status — so you can review any charge. A paid invoice is marked Paid.

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.

Tip

Questions about a specific charge? Have your invoice number ready and contact support.