Ledgr/Documentation/Billing & your plan

Billing & your plan

What you pay, when you are asked for it, what changes when you switch plan, and exactly what happens if you stop. All of it lives in Settings → Billing & Plan.

Terms and what a year costs

Every paid plan is sold for 1, 3 or 12 months. A twelve-month term is billed as ten months, so a year of Business is R4 990 rather than twelve times R499 — two months free for committing.

Paying

By card, through Yoco. Ledgr never sees or stores your card details. You can buy before you have an account — the licence key is emailed to you and you paste it in when you sign up — or from Settings → Billing & Plan if you already have one, in which case the modules unlock the moment the payment clears.

Renewal

Because nothing charges itself, Ledgr's job is to make sure the renewal never surprises you:

1. Seven days before your term ends

   Ledgr raises the renewal order, prepares a payment link and emails it to you.

2. Reminders

   At seven days before, three days before, and again three and ten days after if it is still unpaid.

3. Paying extends from where you were

   A renewal is added to your existing expiry date, not to today. Paying a week early buys you a month, not three weeks — you are never charged for time you gave up by being prompt.

4. If it goes unpaid

   The renewal is abandoned after twenty-one days and the plan lapses to read-only. See what happens if you stop.

Changing plan

Upgrades take effect immediately — the modules unlock as soon as the payment clears, with no sign-out. A plan change starts a fresh term, and the part of your current term you have not used is credited against it.

Downgrading is the same mechanism in the other direction. Nothing is deleted when a module locks: the screens stop opening, the data stays, and upgrading again brings it all back exactly as it was.

The payroll band

Payroll is metered by usage, but only above 10 employees. Companies, users and transactions are never metered on any plan — only the four things that carry a real per-use cost are: payroll, storage, WhatsApp conversations and AI receipt scans, each covered below.

Growing past your band never stops a pay run. Payslips run, EMP201s are prepared, and the difference is settled at your next renewal. Your headcount and current band are shown in Settings, so it is never a surprise on an invoice. If your headcount falls, so does the band.

Storage

The next metered thing, and the same rule applies: it is a line on your next renewal, never a locked screen. Refusing to store a receipt would break the books and the VAT claim behind them.

• Your plan includes 2 GB on Starter up to 10 GB on Manufacturing — see the table above.
• Past your allowance it is R20 per whole gigabyte per month, recalculated from live usage at each renewal.
• A usage card warns you at 80% of your allowance, before anything is charged.

For scale: a receipt photograph is around 150 KB once Ledgr has recompressed it, so a gigabyte is roughly seven thousand receipts. Only files you upload count — receipts, product photographs, signatures, logos. Invoices, payslips and reports are generated when you ask for them and stored nowhere, so they cost you nothing.

WhatsApp conversations & AI receipt scans

Two things carry a real per-use cost to Ledgr every time you use them — a WhatsApp Business conversation (reminders, receipts, statements) and an AI receipt scan. Both are metered for the same reason storage and payroll are, and follow the same rule: each plan includes a generous monthly allowance, going over is a line on your next renewal, and nothing is ever blocked.

• WhatsApp conversations included run from 100 on Starter to 1 000 on Manufacturing; past that it is R0.65 per conversation.
• AI receipt scans included run from 50 on Starter to 1 000 on Manufacturing; past that it is R0.45 per scan.
• Scan a lot? Turn on AI Assist for a flat R99 a month (R114 incl. VAT) and receipt scans are unlimited — the meter also caps itself so you are never quoted more than the flat rate you could have chosen.

A usage card in Settings → Billing & Plan shows where you are against each allowance, so an overage is never a surprise on an invoice.

Add-ons

An add-on is the alternative to an upgrade, never a meter: it only appears when you would otherwise have to move up a whole tier, and it is always priced below that tier. Everything is a flat monthly charge except extra seats (sold in packs of five) and live driver tracking (priced R39 per driver).

Add-ons are bought and removed in Settings → Billing & Plan. If the next plan up would be cheaper than the add-ons you hold, Ledgr says so, so you never quietly pay more for less.

Cancelling

Cancelling means stop renewing. There is no refund and nothing is switched off early: you keep every day you have paid for, and the plan ends on the date your current term does. The same switch turns automatic renewal reminders back on if you change your mind.

After a plan ends

Ledgr does not hold your books hostage, and it does not keep them forever either. Both halves of that matter, so here is the whole of it:

1. Read-only, for one month

   You can sign in, open every screen, run every report and export everything. You cannot write — that was already true the moment the licence lapsed.

2. Three warnings

   At twenty-one days, seven days and one day, each naming the exact date and pointing at Settings → Data.

3. Then it is deleted

   One month after the plan ends, the data is removed. This is not reversible.

Licence keys

A key bought before sign-up is redeemed on the first step of registration; a key issued to you directly goes into Settings → Billing & Plan. Either way the plan switches over on the spot.

Hand-issued keys — for partners and pilots — do not renew themselves. A dated one announces its expiry and invites you to subscribe rather than lapsing silently, and some are issued with no expiry at all.