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Billing

How MemberDex billing works end-to-end. For pricing details, see the pricing page.

The charges

MemberDex has one required charge and two optional ones:

  • Recurring subscription. Tied to your plan and billing period. The first invoice goes out when we activate your subscription, and renews automatically. This is the only charge required to run a community.
  • Optional white-glove onboarding — $200. If you'd like us to handle bulk data migration, custom-field design, and a hands-on onboarding session, we invoice this once at kickoff. Free with a one-year commitment on any plan.
  • No setup fee. Standard provisioning, branding setup, and getting your first invites out are included with every plan.

Free trial

A 14-day trial is available on request. Email us and we'll spin up a real workspace for you. No card required during the trial; we only start billing if you decide to continue.

How invoices arrive

All charges run through Stripe. You'll get an email from invoice@stripe.com with a link to a hosted invoice page. From there you can pay with any major credit/debit card. Once paid, you'll get a separate receipt email.

Inside the admin dashboard, the Billing page shows your full invoice history pulled live from Stripe — date, number, amount, status, type (subscription vs onboarding), and download links for hosted invoice + PDF.

Customer portal

Stripe hosts a customer portal where you can update your card, change billing email, download past invoices, or cancel. The Billing page in the admin dashboard has a one-click button to open the portal — it signs you in automatically using a short-lived link.

Discounts

Three discount paths apply automatically:

  • Quarterly billing — 5% off. Switch on the Billing page. Pay every three months instead of monthly. Applies to the recurring price only.
  • Annual billing — 10% off. Same idea. The biggest single saving available.
  • Referral — 5% off. If you refer another community to MemberDex and they subscribe, both communities get an additional 5% off recurring as long as both stay active. Doesn't stack with itself; does stack with quarterly/annual.

Member limits

Each plan has a hard member limit. The limit counts active members plus invited-but-unaccepted invitations. Soft-deactivated members don't count.

If you hit the limit, the dashboard returns a MEMBER_LIMIT_REACHED error when you try to create a new member, send a new invite, or reactivate a deactivated member. Existing members are unaffected. Upgrade your plan or remove members to create headroom.

Upgrades and downgrades

Move between any of the six self-serve plans from the Billing page. Stripe pro-rates the change. Upgrades take effect immediately. Downgrades take effect immediately as long as you're already under the new plan's member limit; otherwise we'll flag the conflict and ask you to remove members first. Moving to or from Enterprise is handled by our team — talk to sales.

Enterprise plan

For larger business groups (400+ members), multi-chapter networks, or organizations with procurement / compliance requirements: annual contract or MSA, invoice / ACH billing, written SLA, named onboarding lead, white-glove migration included, priority support, and DPA + Standard Contractual Clauses. Pricing is custom. Talk to sales to get started.

Cancellation

Cancel anytime from the customer portal. Cancellation stops future renewals; you keep access until the end of the current paid period. Your data remains exportable through the admin dashboard until that date. After expiration, the community is archived and we hold the data for 30 days before deletion.

Refunds

If you cancel within 30 days of subscription activation and tell us why, we'll refund the most recent subscription payment. Refund requests beyond 30 days are reviewed case-by-case; we generally don't refund mid-period. White-glove onboarding, once delivered, is non-refundable.

Taxes

All prices listed are pre-tax USD. Stripe applies sales tax or VAT where required by your billing address. Your invoices show the tax line clearly.

Payment methods

Self-serve plans run on credit/debit card via Stripe. ACH and invoice billing are included by default on the Enterprise plan; for larger or annual commitments on self-serve plans we can arrange invoiced bank transfer — just ask.

What happens if a payment fails

Stripe automatically retries failed payments on its standard schedule. We email your billing contact each time a payment fails. After several failed retries, the subscription enters past-due state; if it's not resolved, the community is suspended (members can still browse but admins can't make changes) until billing is current again.

Webhook reliability

Subscription state in MemberDex stays in lock-step with Stripe via webhook events: invoice finalized, payment succeeded, payment failed, subscription updated, subscription deleted. Failed deliveries are recorded and retried automatically. If you ever see a discrepancy between Stripe and the dashboard, hit the Sync from Stripe button on the Billing page to force a re-pull.

Have a billing question we didn't cover?

Email us at support@memberdex.app with your community name and we'll get back to you within one business day.