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.

Choosing your plan

New accounts choose a plan at the end of signup, once the short welcome setup is done. The plan screen opens on Yearly (marked 2 months free) with a Monthly option: MonuDesk Basic is $149 a month, or $129 a month billed yearly, and MonuDesk Pro is $299 a month, or $249 a month billed yearly. Each plan includes 1 user; each extra user is $10 a month, or $100 a year on yearly billing. If you invited people during the welcome setup, each plan's price already includes them, so it matches what you pay at checkout.

On Pro, Start my 7-day free trial takes you to a secure checkout where you enter your card. Nothing is charged today, you get full Pro access for 7 days, and you only pay if you keep it after day 7. Cancel before day 7 and you pay nothing: use Cancel subscription in Settings → Billing. On Basic, Choose Basic starts your plan, paid today. To move to MonuDesk Max, use Upgrade to Max in Settings → Billing once you are in. On the 7-day Pro trial, that works once the trial has turned into paid Pro; to switch sooner, ask support.

What happens when your trial ends

The 7-day Pro trial you started at signup. At the end of day 7 the card you entered at checkout is charged and Pro continues. Nothing locks and there is nothing to do. If you don't want to keep it, use Cancel subscription in Settings → Billing before day 7 ends.

A free trial without a card on file. Some accounts started on a free trial without a card. For those, the app shows notices as the end gets closer:

• Last five days: Full access, with a notice counting down the days left: "Your free trial ends in 3 days."

• When the trial ends: A notice says your trial has ended. You still have three days to subscribe before losing access.

• Three days later (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, 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

You can see the plans, 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 $1,548 per year (which works out at $129 per month). This is the standard plan. New shops pick Basic or Pro on the plan screen at the end of signup. 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, 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 (QBO) connection. See What Pro unlocks below.

• MonuDesk Max: $599 per month, or $5,990 per year (which works out at $499 per month). Max is everything in Pro plus Website Leads (a lead form and MonuStudio on your own website, and the Website Leads report), the Google Ads connection, the gallery on your website and MonuBrain on the Dashboard. See Upgrading to MonuDesk Max 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 show the Pro pitch on Legacy, and Legacy shops upgrade to Pro the same way Basic shops do.

Annual billing costs less on Basic, Pro and Max. The Annual half of the Monthly / Annual toggle carries a green 2 mo free badge. Set to Annual, the MonuDesk Pro card prices Pro at $249/mo with "$2,990 billed yearly · per company" underneath; set to Monthly it reads $299/mo with "per company · cancel anytime". The Monthly / Annual toggle next to Available plans sets the prices on the plan cards there: on Annual the MonuDesk Max card reads $499 / month with "$5,990 billed yearly", on Monthly $599 / month, "Billed monthly". A switch you schedule takes effect at your next renewal, not immediately, and that renewal is billed at the new interval (see When a scheduled change takes effect below).

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 shows in the sidebar in grey, with a small blue star; click the star and a MonuDesk Pro panel opens for that one feature. Inside Settings the same gating shows as a small Pro chip on the entry, and QBO-only options carry a small green qb mark.

Opening a Pro page shows you the real page. Order Summary, Open Balances, Tax Report, Installations and Inventory go straight to the report or the table, with no intro screen to tick through first. On Basic and Legacy the top rows stay in view and a card sits over the middle of the page: a PRO FEATURE pill, the feature name and its one-line summary, three benefits, and a price row reading $299/month with Start 7-day free trial next to Upgrade to Pro. Upgrade to Pro opens Settings → Billing and highlights the MonuDesk Pro card. Once your company has used its Pro trial, only Upgrade to Pro shows. On Basic the page under the card is a look-only preview: working with the report, exporting and printing come with Pro. The Pro tools inside orders and Settings (inventory on quotes and orders, QuickBooks options, Message Client and the install calendar) come with Pro too.

• 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. This one is Pro or an active Pro trial only: Legacy does not unlock it.

• Order Summary — every dollar in the pipeline, broken down by county, city, cemetery and stage. Its Print button is part of Pro too, so the printed stage sheet comes with the plan or with an active Pro trial.

• 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, including Quote conversion rate and Payments collected by method) and the QuickBooks Online integration.

The Product Gallery is Pro as well. Gallery in the sidebar, marked with a blue New pill, files every photo and drawing uploaded to your orders into folders by monument type or service type. Companies without Pro see the Pro pitch on that page.

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. It also sits next to Upgrade to Pro on the PRO FEATURE card over a Pro page and in the Pro popover in the sidebar. The Available with MonuDesk Pro cards on the dashboard and on locked Settings pages offer it as Start free trial.

• If you already pay for your plan, the trial runs on your subscription. Start 7-day free trial first opens Try Pro free for 7 days?, which names the date your subscription switches to Pro and the Pro price for your current team size. Click Start free trial and Pro is free until that date. Then Pro continues automatically, charged to the card you already pay with, and the difference for the rest of your current billing period is charged at the switch. We email the account owner a reminder 2 days before the switch.

• Staying on Basic instead. While the trial runs, Settings → Billing shows it with a Stay on Basic button. It asks Stay on Basic after the trial?: nothing is charged and Pro locks again when the trial ends. Changed your mind? Continue on Pro after the trial puts the switch back.

• Without a paid plan it is a card trial. The trial reads "Free for 7 days, then billed on creem.io · cancel anytime". 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.

• Skipping the trial. If you are paying for Basic or Legacy and want Pro straight away, Upgrade to Pro 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.

Upgrading to MonuDesk Max

MonuDesk Max includes everything in Pro, plus Website Leads with its report, the Google Ads connection, the gallery on your website and MonuBrain on the Dashboard, where you ask about your orders, quotes and payments in plain words. See Understanding the Dashboard and What's Included in MonuDesk Max. The MonuDesk Max card under Available plans in Settings → Billing lists everything Max includes, and on Max the plan pill in the sidebar reads Max.

If you already pay for a plan and it is active, click Upgrade to Max on that card. A short checkout opens with an Order summary:

• Max until your renewal date: Max for the rest of your current billing period.

• Credit for unused Pro (or Basic; Credit for your unused plan on Legacy): the part of your current plan you have paid for and not used.

• Tax, where your subscription carries tax.

• Due today: the exact amount charged now. The line under it gives your Max price and the date of your next renewal.

The button reads Upgrade to Max · Pay $X, with today's amount in place of $X, and it charges the card you already pay with. Welcome to MonuDesk Max confirms it: everything in Max is unlocked for your team, starting now. Your billing date, your monthly or annual billing and your seats stay as they are. If the total reads Estimated for today, your receipt shows the exact amount.

Without a paid plan, pick Monthly or Annual next to Available plans, then click Upgrade to Max. It takes you to the creem.io checkout, where you enter your card and your Max subscription starts.

During the 7-day Pro trial, after a failed payment or with a cancelled plan that is still paid for, Upgrade to Max shows a red message with the step to take first: upgrade once the trial has turned into paid Pro (or contact support to switch sooner), update your card in Manage billing, or resume the subscription.

Not sure Max pays off? See if Max is worth it, under Upgrade to Max on the MonuDesk Max card, opens Is Max worth it?. Type Your average order value and it shows what you pay a month today, what Max costs a month, and how many more orders a month cover the difference.

A Max pilot. MonuDesk can run Max for your company as a free pilot for a set number of days. While it runs, everything in Max is unlocked, the sidebar pill reads Max, and the MonuDesk Max card carries a Max pilot label with Your Max pilot: the days left and the end date. Its Continue on Max switch decides what happens when the pilot ends:

• Off, as a pilot starts: Max switches off and your plan stays as it is. Nothing is charged.

• On: your subscription continues on Max at the price shown, charged to the card you already pay with. We email the account owner two days before. Turning it on needs a paid plan; without one the card reads "To keep Max after the pilot, start a paid plan first."

Upgrade to Max stays on the card during a pilot, for moving to Max straight away.

Moving down from Max. On Max, the Pro card under Available plans reads Downgrade to Pro and the Basic card Downgrade to Basic. You keep Max until the end of the period you have already paid for, and your next renewal is billed at the plan you picked. Until then a Downgrade scheduled banner shows, and Keep Max cancels the move. Your data stays where it is. Without Max, the form and MonuStudio on your website stop taking new requests, the nightly Google Ads import pauses and MonuBrain locks, until your company has Max again.

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 then reads "Your plan moves to Basic at the end of the current period ([date]). You keep Pro until then.", 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, the renewal is billed at the Basic price, and the seven Pro pages go back to showing the Pro pitch. 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.

When a scheduled change takes effect

A lower plan, a switch between monthly and yearly billing, fewer seats and fewer locations never change today's bill. Each one takes effect at your next renewal, and that renewal is billed at the new amount.

• A lower plan (Max to Pro, Max to Basic, Pro to Basic): you keep everything in your current plan until the period you paid for ends, and the next renewal is billed at the lower plan. The Downgrade scheduled banner names both plans and the date. Keep Pro or Keep Max on the banner cancels the move any time before then.

• Monthly or yearly billing: on the plan card at the top of Settings → Billing, pick the other of Monthly and Annual, then click Switch to annual at renewal or Switch to monthly at renewal. A Pending switch box then shows the estimated renewal, with Cancel pending switch.

• Fewer seats or locations: Cancel seat on an empty seat, or Remove a slot on the Locations card.

MonuDesk applies an interval switch, fewer seats and fewer locations to your subscription shortly before the renewal is charged, so the renewal comes out at the new amount. Once a switch has been applied for your next renewal it can no longer be cancelled, and the billing page says: "This billing change has already been applied for your next renewal. Schedule a switch back instead." To undo it, schedule the opposite switch.

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 your next renewal, which is billed for one seat fewer.

• 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, Pro and Max.

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. The freed slot then shows on the Locations card as an unused paid slot, and Remove a slot takes it off at your next renewal, which is billed for fewer locations.

Payment methods

We accept:

• Credit card

• 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 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

Billing on a phone

Manage your plan and billing from a computer or tablet, under Settings → Billing. Settings on a phone, in the browser or in The MonuDesk iPhone App, leaves Billing out, and your subscription works the same there.