Plans & billing

OrderDen has two plans and no add-ons. Both are the whole product — clients, catalog, quotes, orders and shipping, invoices and payments, purchasing, stock and making, projects and time, the public API, the client portal and the activity trail. They differ in exactly two things: how many invoices you may raise, and how many people can log in.

Plans

Every new workspace starts on Free. There is no trial clock and no card.

The free 50 is a lifetime figure

Fifty is the total number of invoices a free workspace ever raises — not fifty a month. There is no reset, no grace period and nothing to top up. When you have raised fifty, raising a fifty-first needs the OrderDen plan; everything already there stays readable, printable and editable, and quotes, orders, stock, purchasing and the rest keep working exactly as before.

Only invoices count. Quotes, orders, credit notes, purchases, expenses, shipments, payments, clients, contacts, items, stock counts, projects and time entries are unlimited on Free. Recording what you bought is how you find out whether a job made money, and we are not going to charge you for that habit.

Imported history doesn't count. The unpaid invoices you were already owed on the day you started, loaded through the import wizard or typed in as opening balances, are a migration rather than selling you did here — so none of it touches the fifty. Bring two years of your debtors ledger in on day one, on Free, and you still have all fifty. That is the whole point of the import path.

Sending one is what spends it, and drafts are free. An invoice you have saved as a draft has not used any of the fifty, however long it sits there, and deleting a draft costs you nothing at all — mistype the fiftieth invoice, delete it and start again, and you are exactly where you were.

The moment an invoice leaves draft it has used one, and that one is gone for good. Deleting it afterwards, voiding it, writing it off as a bad debt or putting it back to draft does not give it back: the client has the number, so it was an invoice you raised. That also means the figure on your dashboard is not a count of your invoice list — it is what you have ever sent, which is the number the fifty is measured against.

Seats

A seat is any person in the workspace, plus any invitation that hasn't been accepted yet. Every role uses one — owner, admin, member, viewer and accountant alike. Free is one person. On OrderDen there is no limit.

There used to be a free seat for the accountant role. There isn't any more: seats are the only thing on the bill, and a role that costs nothing is a hole in a per-seat price. Your bookkeeper reads the money for the same $5 as anyone else — see Roles, permissions, two-factor and sessions.

What "unlimited" means, with its asterisks

• Documents and records — no limit at all. Invoices, quotes, orders, credit notes, purchases, clients, items, stock movements, projects, time entries and shipments.
• Attachments — unlimited, with each individual file capped at 10 MB. Fair use is 200 GB per workspace; past that we get in touch. We will never quietly enforce a number you haven't seen — nothing is blocked and nothing is deleted.
• The public REST API — included in both plans with no monthly request quota. The one limit is a per-minute rate, 60 requests a minute per key on Free and 300 on OrderDen. That is an abuse guard against a runaway script, not a quota to be bought back; over it, requests are refused with a rate_limited error and succeed again the next minute.

What OrderDen costs

$19 a month for the first person and $5 a month for each one after, so:

Yearly is ten months for twelve — about 17% off — on every seat: $190 a year for the first person and $50 a year for each one after. Switch either way from Account & Billing; Stripe prorates the difference so you are never charged twice for the same days.

Billing recurs from the day you subscribed, not the 1st of the month. If you start on the 9th, you are billed on the 9th.

Sales tax and VAT

Every price above excludes tax. Where sales tax, VAT or GST applies, it is worked out from the billing address you enter at checkout and added on top — shown before you pay, and on every renewal and every mid-period adjustment after that. Your Stripe invoices and receipts show the tax as its own line, so they are what you hand your accountant.

Buying for a business with a tax number? Checkout has a box for it — a VAT number, an ABN, a GST number, whichever applies where you are. Enter it and, where the rules allow, the invoice is issued under the reverse charge with no tax added, and your number appears on it. You can add or correct it later from Manage billing; it applies from the next invoice, not retrospectively.

Keeping your workspace's address current in Company Settings → Profile matters here: it is the address we give Stripe when an invoice is raised outside checkout.

Adding and removing people mid-period

Add someone half-way through the month and you pay for the half they are there for. Stripe works out the difference between the old seat count and the new one for the days remaining, and puts it on your next invoice as a prorated line rather than charging your card on the spot — so inviting a colleague never means a surprise $3 authorisation. Somebody removed part-way through turns into a credit on that same invoice.

A pending invitation holds a seat from the moment you send it, so the person you are waiting on is already on the bill. Withdraw it and the seat comes back.

Buying, changing and cancelling

It's all in Account & Billing, and only the account owner can do it.

• Move to OrderDen — you go to Stripe Checkout the first time, priced at the seats you have today. After that, changes are applied to your existing subscription immediately and prorated.
• Switch to yearly, or back — one button, same proration.
• Manage billing — opens the Stripe billing portal, where you can change the card, download past invoices and receipts, or cancel.

Cancelling keeps the plan until the end of the period you've paid for and then moves the workspace to Free. Nothing is deleted, ever: moving plans — up, down, or to Free — never touches your data. Invoices over the free fifty stay exactly where they are; the allowance only governs what you create next.

The one change we refuse is a move to Free while more than one person is in the workspace, because it would lock people out. The message says how many people or pending invitations to remove first. Having raised fifty invoices never blocks a downgrade.

If a card payment fails, Stripe retries it and your plan stays as it is while that happens; Account & Billing shows the status so you can fix the card in the portal.

Discount codes

If we have given you a code, there is a box for it at checkout — Add promotion code, under the order summary on the Stripe page. Type it before you pay and the discount applies to the subscription, not just to that first invoice.

Once it is on, Account & Billing → Payment method & invoices shows the code and what it takes off, with the list price struck through beside the real total. A code with an end date says when the full price starts again. Stripe works the discount out on each invoice, so the figure on the page is what to expect rather than a promise.

Already subscribed? There is a Have a code? box on Account & Billing → Payment method & invoices, under the subscription. Type the code and press Check code: it tells you in plain money what the code does — "the next 3 monthly bills are free. Then $29 a month, as now." — and changes nothing. Press Apply this code and it goes onto the subscription from your next invoice.

A subscription carries one code at a time, so the box is not there while a discount is already running. If you have a second code, or a better one, write to us and we will swap it. A code that has expired, run out of uses, or is reserved for a first purchase says so when you check it, rather than failing silently at the till.

Refunds

Any subscription charge can be refunded in full, by you, within 14 days of being made. No reason, no usage test, nobody to ask. Monthly and yearly alike.

Account & Billing → Payment method & invoices shows your most recent charge with a Request a refund button beside it while the window is open, and the date it closes. The button asks you to confirm, because a refund is not the same as cancelling:

• The charge goes back in full, to the card it came from. Stripe usually takes five to ten days to put it there.
• Your subscription ends immediately and the workspace moves to Free. A refunded charge is not a paid period, so the plan does not run on to the date it would have.
• Nothing is deleted. Every client, quote, order, invoice and attachment stays exactly where it is, and you can pick a plan again whenever you like. Only raising a fifty-first invoice needs the plan back.

Once the fourteen days have passed the button is gone and the page says so. Write to us if you have a special case — it is a conversation rather than a rule, and the answer depends on the case.

Yearly is not refunded pro-rata. Cancelling part-way through a year stops the next renewal and keeps the plan until the year ends; nothing comes back for the months you did not use. The fourteen days are half of a monthly period but a small part of an annual one, which is deliberate — on yearly, decide inside the window.

Account credit

OrderDen sometimes puts credit on a workspace's own bill — a goodwill gesture, something to soften a move from another tool, an apology when we have got something wrong. It comes off your next invoice automatically: $10 of credit against a $17 invoice charges $7. It is not a payment method, not cash and not refundable, and anything unused survives a cancellation. See Account credit.

Where to see all this

• The Dashboard shows a plan panel on Free: the invoices you've raised against the fifty, with a warning once the last ten are in sight. The number won't match a raw count of your invoice list — drafts you haven't sent are not in it, invoices you sent and later deleted or voided still are, and imported opening balances never were. On OrderDen there is no panel, because there is nothing to meter.
• Account & Billing → Plan & usage shows the plan, the invoice count, the seats and what they cost, your attachment total and your API calls over the last 30 days.
• Account & Billing → Payment method & invoices shows the subscription line by line — the first seat, the additional seats, the total, monthly or yearly, and when it renews (or ends, if it's cancelling) — your most recent charge and whether it can still be refunded, and your account credit, if you have any.