An entity is a legal entity for which you have a separate chart of accounts in an accounting platform, think like a “QuickBooks file” or “Xero account”.

If you are a direct business selling products, then you are likely just 1 legal entity, unless you have multiple locations and decided to book them in separate chart of accounts, either because they are legal entities, or for reporting purposes.

So if you book your locations as independent chart of accounts, then you will need a subscription for each of them.

Note that we support Classes, so if have multiple locations setup e.g. in Shopify / Shopify POS, but book to a single chart of account, then you need just 1 subscription, and we’ll aggregate data by your class type.

You’ll get a single bill for all the entities that you manage, whether if you are a multi entity business, or an agency providing services for client entities.

Channels are the connections that Bookkeep makes to a sales or payment app(s), store(s), or location(s). Each channel contains individual sales information we will pull.

For example, you may run 1 Shopify store and PayPal, so that’s 2 channels (1 connection for each). If you run multiple POS stores on Shopify, each store is considered 1 channel. Or if you have multiple instances of a POS for each of your physical locations, then each location is counted as 1 channel.

During the 14 day free trial, you can use all features, except post historical journal entries (i.e. back post for days later than 15 days before you signed up or created another entity).

Once your trial ends, you will need to add a payment method and choose monthly or annual billing, starting at that point in time. The 14 day full access is always free. No credit card is required.

Note that if you have not selected a plan when you add your payment method, Bookkeep will automatically determine which plan is the correct one for you based on your revenue and connected channels. If you wish to post historical data before your trial ends, you have the option to start paid service early.

You may cancel your service at any point during the free trial. You can easily cancel from within our app, without having to speak to anyone.

You can setup multiple entities during your trial in case you want to test us for a few of your agency clients, or business locations. Note that each trial needs a separate set of books.

We don’t ask you to put a card on file to take a trial because we’re pretty sure you’ll love Bookkeep and we would never want you to feel pressured. When your trial is ending we will send you a note – at that time just add your preferred credit card and you will be good to go!

Historical journal entries are journal entries for days earlier than 15 days before you signed up, or created a new entity.

During your trial, you cannot post historical journal entries. To post some, start your paid service by going to the billing page, picking a plan, save and then click the Start paid service.

Each historical journal entry is billed at $0.35, and this is the only thing we charge for besides the subscription fee. Historical journal entries allow you to backpost prior months or even a full year.

If you choose annual billing, you get a 25% reduction on the monthly subscription rate, but, it is charged in advanced, at the time you sign up.

If your new to Bookkeep and want to test us out for a few months, you can sign up on a monthly basis, then change your billing cycle to annual at a later time. We’ll bill you then for the 1 year period at the reduced rate.

We will send you a few notices during the month preceding to your yearly renewal, in case you want to change to monthly, or not renew.

If you add more organizations to your account, incurring additional subscription costs, you will be billed for them at your billing monthly anniversary date.

E.g. if you started your paid service on May 10, paying annually, but on May 20 you add another entity, then on Jun 10, you will be charged for that entities subscription cost via a one off invoice. We will charge you for the rest of the annual period.

Annual subscriptions are only available if you create your account on Bookkeep.com site, i.e. they are not available when you sign up through a partner app store such as Shopify.

Note that the monthly or annual billing cycle applies to all entities on your account. You cannot have different billing periods per entity, as we bill you 1 bill for all your entities.

We will send you 2 notices in the month before your annual renewal, so you will have plenty of time to change your plan or cancel your subscription as needed.

If you cancel service during your service period we will not provide a refund for the unused period of time. If you aren’t sure if you will keep service, you can start on Monthly, then upgrade to Annual at any time.

Yes, when you start your paid service, we bill you upfront for the month or the year (if you elected for annual billing) at that point in time.

Then, you will be billed for your recurring services every month or year, depending on your billing period.

If you add more entities during a billing period, you will be billed for them at your next monthly anniversary date, including if you are on an annual plan. We will charge you a prorata for the added service, but we will not charge it to your card until your monthly billing date.

We only count the revenues for the apps you connected. When you connect an app, we query the last 12 months of data to determine the revenue level for this app.

When our billing system runs, on your monthly anniversary date, we calculate your revenues across all the apps you have connected, and that is what we use to make sure you are on the right plan.

We do not count revenues that you do outside of the apps you connect. So if other revenues are not reported through Bookkeep, those revenues do not count towards your max revenue cap.

For example, if you do 10M in annual sales, but only 5% of this is through an online store, and you connect only that online store to Bookkeep, and not your point of sale, then the revenue basis will be $500K, so you can be on the Essential plan.

Yes, at your monthly billing date, we will assess if you are using more or less channels and related revenues, vs. your selected plan.

If so, we will automatically downgrade or upgrade your plan to match that new level, so you pay just for what you need, or so you can continue service seamlessly.

We will send you a notification of plan change if our system detects this.

If we fail to charge your payment method, for example it may have expired, we will continue to provide service for 7 days, at which point we will stop posting to the accounting system.

We will notify the primary admin and any guest users with billing rights of the payment issue, and remind them to update the card on file. We will also retry charging your card after the initial failed attempt during the 7 day period that we provide service.

If past due for more than 28 days after the failed charge, we will stop pulling your data from any channels, and stop sending your daily email.

We get it, things get busy, or you might need to look at data for a longer bit. Just contact us on our chat and we can extend the trial a bit on a case-by-case basis.

If you signed up for Bookkeep using the Shopify app store, your billing will be done within Shopify bill itself.

Please refer to this page to learn all about Shopify billing.

Note that billing annually is not available if you signed up via Shopify.

We charge a $99 set up fee if you require a zoom meeting to set up your account on the essential plan.  Our Plus and Advanced plan have a 1 hour onboarding call included.

Some app connection platforms charge us a fee which we will pass through without markup.  Currently we charge an $11/connection fee per month for each Mindbody connection.