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Billing and Refund Policy

Effective Date: July 1, 2024

  1. WildApricot software is provided as a subscription service. 
  2. There are no refunds for a period for which payment has already been made. 
    • Please ensure you have the correct payment method (credit card, PayPal account, etc.) added as your recurring payment before your renewal date.
    • Payments made using the incorrect payment method will be adjusted at the following renewal.
  3. All prices are quoted and charged in US dollars (USD) and are subject to taxes depending on your country’s state or province. 
    • We kindly request that payments be made in USD only, as we do not accept other currencies such as CAD, EUR, etc. If payments are made in other currencies, they will be refunded, and you will need to resubmit your payment in USD.
    • The client is responsible for absorbing all wire fees, transaction fees, and/or foreign transaction fees.
    • The client is responsible for any currency exchange fees, differences, or currency fluctuations.
    • We do not accept check payments. Any checks sent to our Toronto office or old lockbox addresses will be securely shredded.
  4. You can select a monthly, 1-year, or 2-year payment plan. 
  5. Discounts: 
    • 1-Year payment plans provide 10% discount from the currently listed monthly price. 
    • 2-Year payment plans provide a 15% discount from the currently listed monthly price. 
  6. A Payment System Servicing Fee (PSSF) will apply to accounts who use PayPal, Stripe, or to process online payments upon renewal (note: the PSSF does not apply to accounts based outside the U.S. or Canada).
    • The PSSF is equivalent to 20% of the current billing plan. 
    • Monthly subscribers will not be subject to any refunds of the PSSF. 
    • *1-year/2-year subscribers will receive a pro-rated refund of the PSSF through the original method of payment if the fee is no longer applicable to your account within the pre-paid period (i.e. switches to WildApricot Payments/AffiniPay). 
    • 1-year/2-year subscribers will be subject to a pro-rated PSSF charge if your account switches to a third-party payment system within the pre-paid period. 
  7. You are required to provide valid billing information in your account and maintain up-to-date information: contact name, organization, credit card details (for accounts paid by credit card), billing address, email address and telephone number. 
  8. Monthly payment plans: 
    • Monthly payment plans must be paid with a credit card (MasterCard or Visa only). 
    • Your account will be automatically upgraded once you successfully process your first monthly payment and authorize the ongoing monthly payment. 
    • Your card will be automatically charged as of the effective date of your authorization, and each month thereafter. 
    • A payment summary will be sent to your billing contact’s email address following each charge applied to your credit card. 
    • Upgrades and downgrades of your plan have to be done online within your Admin Dashboard by a full account administrator. 
  9. 1-Year/2-Year payment plans: 
    • 1-Year/2-Year payment plans can be paid with a credit card or PayPal account. 
    • 1-Year/2-Year accounts paid online with a credit card (Visa or MasterCard only) will be upgraded automatically. 
    • 1-Year/2-Year accounts paid on invoice will be upgraded per our discretion – either immediately after you request the annual invoice or upon a receipt of the full payment. 
    • 1-Year/2-Year accounts paid online with a credit card will be renewed automatically on the anniversary of upgrade date. 
    • 1-Year/2-Year payment discount is subject to full payment received within 30 days from the date of upgrade. 
    • For 1-Year/2-Year accounts paid on invoice we will issue the renewal invoice 30 days before the anniversary of upgrade date. 
  10. For detailed payment receipts, a full account administrator must submit a request to [email protected]. 
  11. If your account is in arrears, you will be notified in one the following ways: 
    • Message displayed in your Admin Dashboard to all account administrators 
    • E-mail notification to Billing Contact and/or account administrators 
  12. If you do not rectify your account on a timely basis, your account will be suspended and then deleted per our discretion. 
  13. You may cancel your subscription at any time. To cancel it, delete your WildApricot account online from the Account screen within your account. Further charges will be stopped automatically. 
  14. You can also contact our Billing Department by email to request a cancellation of your account, or change of billing plan. For security reasons, you will have to confirm this request by sending an email to [email protected] from a full account administrator email. Once you confirm by replying to that email, we will process your request within three (3) business days and adjust further charges accordingly. 
  15. All fees are quoted exclusive of all taxes and levies. 
  16. Additional processing charges might be added by the financial institutions or other intermediaries, such as Cross Border Assessment Fee by Visa and MasterCard. (For more information, please see: 
  17. For residents of Canada: HST is added for residents of Ontario, British Columbia, Newfoundland, New Brunswick, and Nova Scotia; GST is added for residents of other provinces and territories. 
  18. It is your responsibility to ensure that our billing emails are properly delivered to your mailbox and not blocked by your anti-spam software or other protection measures. 

See also our general terms of use: Terms of Use