Billing & plan

Manage your Koolay subscription, payment method, and invoices.

The plans

Koolay offers tiered plans:

• 14-day Growth trial — every new tenant starts here. Full Growth-tier features unlocked, no credit card required. Pick a paid plan before day 14 to keep them.
• Starter — basic donations, CMS, events, members, branded emails, custom domain.
• Growth — adds Grants Hub V2, Project Management Hub, social composer, direct mail.
• Impact — adds AI grant drafting, multi-tenant org, advanced analytics.
• Enterprise — custom — multi-site, white-label, dedicated support, SSO.

The full feature list is at koolay.com/pricing.

Switching plans

Click Change Plan:

• Upgrades take effect immediately. You're prorated for the remainder of the current cycle.
• Downgrades take effect at the next renewal. You keep current-tier features until then.
• New annual subscriptions get 2 months free vs. monthly billing.

Payment method

Update your card under Payment Method. Standard credit/debit cards via Stripe. ACH for annual subscribers.

Invoices

Every charge produces a downloadable PDF invoice. Find them under Invoices:

• Date.
• Plan.
• Amount.
• Status (paid, refunded, failed).
• Download PDF.

Use these for accounting and 990 filing.

Failed payments

If a charge fails:

1. We retry 3 times over 7 days.
2. Send email reminders.
3. Notify Owners after each failed retry.
4. After 14 days unpaid, the account is suspended (read-only). Data is preserved; resubscribe any time to reactivate.

To prevent this, keep your payment method up to date and watch for renewal emails.

Annual vs. monthly

• Monthly — pay each month, can cancel anytime.
• Annual — pay once per year, get ~20% off (2 months free).

Most nonprofits prefer annual once they're committed.

Nonprofit discount

All Koolay plans are already discounted for 501(c)(3) status. Verify your status during signup; we don't charge sales tax or other fees on top.

Trial

New tenants start with a 14-day Growth trial — every Growth-tier feature unlocked. No credit card required to start.

Before day 14:

• Pick a paid plan to keep your features.
• The Growth-tier UI shows a countdown so you always know how many days remain.
• Out-of-plan menus stay browsable read-only during the trial; backend write actions are guarded so you can explore without breaking anything.

After day 14, the tenant is suspended (read-only) until you subscribe. Data is preserved indefinitely — resubscribe any time and pick up where you left off.

Canceling

Owners can cancel under Cancel Plan. Effects:

• Plan ends at the close of your current billing cycle — you keep the paid tier until then.
• Data preserved indefinitely.
• After the cycle ends, the tenant becomes read-only until you resubscribe.

To fully delete a tenant, contact hello@koolay.com.

Common patterns

• Trial → Annual — start trial, decide before day 14, pay annually for the discount.
• Multiple tenants = one bill — orgs with multiple sites are billed at the org level, one consolidated invoice.
• Pricing email at year-end — reach out if your org's needs have grown; we can right-size your plan.