How Billing and Subscriptions Work

Your MonuDesk subscription is what your shop pays MonuDesk to use the app. Find it in Settings → Billing, where you manage your plan, payment method, team seats, and locations.

This is separate from MonuPay, which is how you collect money from your customers. This article only covers the subscription you pay to MonuDesk.

Your free trial

Every new account starts with a 14-day free trial. The trial begins on the day you sign up, after you verify your email and get access to your Order Management board.

No credit card required. The trial is completely free. You only need to enter payment information when you decide to subscribe.

The trial gives you full access to everything in MonuDesk so you can test the app with real orders before committing.

What happens as your trial ends

You will see warning notices inside the app as your trial gets closer to ending. Here is the timeline:

• Before day 14: Full access. A yellow notice appears near the end of the trial counting down the remaining days.

• Day 14 (trial ends): A red notice appears explaining that your trial has ended. You still have three days to subscribe before losing access.

• Day 17 (lockout): Full lockout. You lose access to the app until you subscribe. Your data is saved and will be fully available again once you subscribe.

These billing notices, the trial countdown, the trial-ended warning and a failed payment, float over the page as small pills you can dismiss. They no longer sit in a bar that pushes the rest of the page down, so nothing on screen shifts when one appears.

How to subscribe

When you're ready to subscribe, click the upgrade link in the trial notice or go to Settings → Billing. You will be taken to the Creem billing portal where you can enter payment details and start your subscription.

Once payment is confirmed, the notices disappear and you have full access.

If you subscribe after the lockout, access is restored instantly.

Pricing and plans

There are three plans. You can see all of them, and which one you are on, under Available plans in Settings → Billing. The plan you are on also shows as a small pill next to the MonuDesk name at the top of the sidebar.

• Basic — $149 per month, or $1,500 per year. This is the standard plan and what new shops start on. It covers the Order Management board, the full quote builder, contacts, cemeteries, auto-generated invoices, receipts, contracts and quotes, purchase orders, foundation orders and shop tickets, per-order to-dos, the customer portal with online payments, MonuStudio, and your whole team with roles and permissions.

• Pro — $299 per month, or $2,990 per year (which works out at $249 per month). Pro is everything in Basic plus seven extra pages and the QuickBooks Online connection. See What Pro unlocks below.

• Legacy (shown in-app as formerly Earlybird) — closed to new signups. If your shop is already on it, you keep the rate you signed up at and nothing changes. Legacy gives you Basic-level access plus the QuickBooks Online connection. It is not Pro: the seven Pro pages are locked on Legacy, and Legacy shops upgrade to Pro the same way Basic shops do.

Annual billing saves you two months on either paid plan. Switch between Monthly and Annual with the toggle on the Available plans card. A switch you schedule takes effect at your next renewal, not immediately.

Your subscription includes one seat for the account owner and your first location. Additional team members are +$10 per month per seat and additional offices are $100 per month. See How seats work and Location billing below.

What Pro unlocks

Pro unlocks seven pages in the sidebar. On Basic and Legacy each one still appears in the sidebar with a small blue star; clicking it opens a page explaining what it does and an upgrade button, not an error. Inside Settings the same gating shows as a small Pro chip on the entry, and QuickBooks-only options carry a small green qb mark.

• Inventory — live stock counts and per-location pricing, drawn down automatically by your orders.

• Conversations — your customer email in one shared inbox, linked to the orders each thread is about.

• Order Summary — every dollar in the pipeline, broken down by county, city, cemetery and stage.

• Open Balances — who owes you money and how long it has been sitting, with 30/60/90-day aging.

• Tax Report — sales tax totals by jurisdiction, ready to hand to your accountant.

• Installations — the install calendar, with crew assignment and weather warnings.

• PO Tracking — every purchase order grouped by vendor and tracked from sent to received.

Pro also includes Business Intelligence (the analytics breakdown of revenue, orders, top stones and colors) and the QuickBooks Online integration.

Trying MonuDesk Pro free for 7 days

You can try Pro for 7 days at no charge. Go to Settings → Billing and click Start 7-day free trial on the blue MonuDesk Pro card at the top of the page. The same button appears on the pitch page behind any locked Pro feature.

• A card is required. This is different from the 14-day signup trial. You enter payment details up front on creem.io, and at the end of day 7 the trial converts into a paid Pro subscription and charges that card.

• One per company, ever. Once a company has used its Pro trial the button does not come back.

• Only for companies without a paid plan. If you are already paying for Basic or Legacy, there is no trial button — you upgrade in place with Upgrade to Pro, which swaps your existing subscription immediately and charges the difference prorated to your current billing cycle.

• A day counter sits beside Settings in the sidebar — a small amber circle with the number of days left. Hover it to read "3 days left in your Pro trial", click it to open billing.

While the trial is running the plan pill in the sidebar reads Pro and all seven pages are open.

Downgrading from Pro to Basic

On Settings → Billing, in the Available plans grid, click Downgrade to Basic on the Basic card. A "Downgrade scheduled" banner appears telling you the date it takes effect, with a Keep Pro button if you change your mind.

You keep Pro until the end of the period you have already paid for. On that date you move to Basic and the seven Pro pages re-lock. Your data is kept — your inventory, your emails, your installation schedule are all still there and reappear the moment you go back to Pro.

This is not the same as cancelling. Downgrading keeps you on a paid MonuDesk plan; cancelling ends your access altogether at the end of the period. See Cancelling your subscription below.

How seats work

A seat is a user slot on your account. Every subscription includes one seat for the account owner.

• Inviting a team member: When you invite someone new, you'll be asked to confirm that you want to add another seat. You are billed for the new seat starting the day they are invited, prorated for the current billing cycle.

• Pending invites count as seats. Even if the person hasn't accepted yet, the seat is reserved and billed.

• Removing a team member: When you remove a team member, the seat stays on your account as an empty seat. You can invite a new person to fill that seat at any time without paying for another seat.

• Cancelling a seat: To actually remove a seat from your subscription (and stop being billed for it), go to Settings → Billing, find the Team seats card, and cancel the empty seat. It comes off at the end of your current billing period.

• Adding a seat mid-cycle: Charged prorated. The system counts the days remaining in the billing cycle and bills you the correct amount. Full price kicks in on the next billing cycle.

Seats cost the same on Basic, Legacy and Pro.

Location billing

If your shop has more than one office, you'll see a Locations card in Settings → Billing. Your first location is included in your plan. Each additional office is $100 per month (or $1,000 per year on annual billing).

The Locations card shows how many offices you have and how many are paid versus unpaid, along with your per-location price and total.

Locations are free during your trial. You can create as many offices as you like while trialing, and you'll only be billed for the extras when you subscribe. After your trial, any offices beyond the first one show as not paid yet, with a Pay for locations button to settle them.

Freeing a paid slot: To stop paying for an office, you must archive it. Simply deactivating an office does not free the slot. It keeps billing. Only archiving removes it from your billable count.

Payment methods

We accept:

• Credit card

• Apple Pay

• Google Pay

Managing your billing

To manage your subscription, view past invoices, update your card, or cancel, go to Settings → Billing and click Manage billing. This opens the Creem billing portal where you can see and update everything.

The header of the billing page shows Next charge on <date> with an amount beside it. That figure is the real renewal amount for your plan at your current seat tier — not the headline plan price — so it is the number that will actually leave your account. If you have a Monthly/Annual switch scheduled, the figure shown is what the renewal costs at the new interval.

Receipts and invoices from your subscription payments are available in the Creem portal.

If your payment fails (past due)

If a subscription charge fails after you've subscribed, your account enters a past due state. Here's what happens:

• Past due (retry window): Creem automatically retries your payment for up to 14 days, counted from the end of the last period you actually paid for. Your access continues for that whole window. To fix it, click Manage billing and update your payment method.

• Adding seats or locations is blocked while past due. If you try, you'll see a message to "Update your payment method to add seats or locations." Clear the past-due balance first, then add them.

• Locked out: If the 14 days pass without the payment being fixed, the subscription locks out and you lose access until you resubscribe. Your data is preserved.

The lockout screen now names the reason it locked, so you can tell the three cases apart at a glance: "We could not process your payment" after a failed renewal, "Your subscription has ended" after a cancellation runs out, and "Subscribe to continue" when there has never been a paid plan. In all three cases the fix is the same — start a subscription from that screen and access comes straight back.

Past due is different from cancelling. A cancelled plan keeps your access until the end of your current paid period. See below.

Cancelling your subscription

You can cancel your subscription at any time from the Creem portal — the Cancel subscription link sits at the bottom of Settings → Billing. Your access continues through the end of your current paid period. There are no partial refunds for the remaining days.

You cannot pause your subscription. If you need to stop for a season and come back later, cancel now and resubscribe when you're ready. If you resubscribe later, your original rate still applies if it was the rate you started on.

What happens to your data after cancellation: Your data is kept for one month after your subscription ends. If you want to resubscribe within that window, all your orders and history will still be there. After one month, data may be permanently removed.

Who can manage billing

Billing belongs to the account owner. There is no "admin" role in MonuDesk — the roles are Owner, Office, Sales, Field and Shop.

Every button on the billing page (subscribe, upgrade, downgrade, cancel a seat, schedule an interval switch, open the Creem portal) needs the Settings → Edit permission. The owner always has it and bypasses the check entirely. Anyone without it sees the buttons greyed out with a tooltip explaining why.

Multiple owners: You can promote another team member to owner. Both owners can manage the subscription. There is no "transfer ownership" step because more than one person can hold the owner role at the same time.

Need help?

If your payment doesn't go through, your trial ended and you can't reach your data, or you have any other billing question not covered here:

• Chat is fastest. Click the blue chat icon at the bottom right of the app. MonuBrain, our AI assistant, answers first and hands you to a person whenever you ask.

• For payments and billing specifically, email support@monudesk.com.

• For anything else, email info@monudesk.com.

Related articles:

• How to Manage Team Members

• How Roles and Permissions Work

• How to Contact Support

• Your First Look at MonuDesk