Managing Billing and Payment Methods

All billing management for your Estimatics organization is handled from the Billing section of your dashboard. Only Super Admins can access billing settings.

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Accessing billing settings

1. Click your avatar in the top-right corner of the web dashboard
2. Select Billing from the dropdown menu

You'll see your current plan, next billing date, payment method on file, and recent invoices.

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Updating your payment method

To add a new credit card or replace an existing one:

1. Go to Billing → Payment Methods
2. Click + Add Payment Method
3. Enter your card details (Visa, Mastercard, Amex, Discover accepted)
4. Click Save
5. To make the new card your default, click Set as Default next to it

Your payment method is processed and stored securely by Stripe — Estimatics never stores your full card number.

To remove a card: click the ··· menu next to it and select Remove. You must have at least one active payment method on file.

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Viewing and downloading invoices

1. Go to Billing → Invoices
2. All past invoices are listed with date, amount, and status (Paid / Failed)
3. Click Download PDF on any invoice to save it for your records

Invoices include:

• Your organization name and billing address
• Plan name and billing period
• Any pay-per-project charges as separate line items
• Total amount charged

For accounting purposes, invoices are also emailed to the Super Admin's email address on the day of each charge.

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Changing your billing cycle

Monthly → Annual

Switch to annual billing to save approximately 25%:

1. Go to Billing → Change Plan
2. Toggle Billing Cycle to Annual
3. Review the charge — you'll pay the full annual amount now, credited for unused days on your current monthly cycle
4. Click Confirm

Annual → Monthly

Switching from annual to monthly takes effect at the end of your current annual term. You'll receive a reminder email 30 days before your annual renewal — that's the window to switch without being charged for another year.

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Changing your plan

See the dedicated guides:

• Upgrading your plan
• Pay-per-project pricing

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Updating your billing address

Your billing address appears on invoices and is used for tax purposes:

1. Go to Billing → Billing Information
2. Update the address fields
3. Click Save

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What to do if a payment fails

If a charge fails (expired card, insufficient funds, bank decline):

1. You'll receive an email notification immediately
2. Estimatics will retry the charge automatically over the next 3 days
3. Your account remains active during this retry window
4. If the charge fails after 3 retries, your account is downgraded to a limited state

To resolve a payment failure:

1. Go to Billing → Payment Methods
2. Update or replace your payment method
3. Click Retry Payment to attempt the charge immediately

Your account restores to full access the moment the payment succeeds.

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Canceling your subscription

To cancel your Estimatics subscription:

1. Go to Billing → Subscription
2. Click Cancel Subscription
3. Select your reason (optional — helps us improve)
4. Confirm cancellation

What happens after cancellation:

• Your subscription remains active until the end of your current billing period
• After that date, your account enters a read-only state — you can view and download existing jobs, photos, and reports, but cannot create new jobs or capture new media
• Your data is retained for 90 days after the billing period ends, then permanently deleted
• To reactivate, simply start a new subscription — all data within the retention window is restored

Annual plans: Cancellation stops the auto-renewal. You keep access through the end of your paid annual term. No refund is issued for the remaining term.

Before canceling: Download any reports, photos, or documents you need to keep. Once the 90-day retention window closes, data cannot be recovered.

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Frequently asked questions

Can I pause my subscription instead of canceling? Not currently. If you have a seasonal workflow, canceling and restarting is the current option. Account pause is on the roadmap.

I was charged incorrectly — how do I request a refund? Contact support@aiestimatics.com within 30 days of the charge with your invoice number and a description of the issue. We review all billing disputes within one business day.

Can I change the billing email address? Invoices are sent to the Super Admin's account email. To change it, update your account email in Profile Settings (contact support — email changes require verification).

Is my payment information secure? Yes. All payment processing is handled by Stripe, which is PCI DSS Level 1 certified. Estimatics never stores your full card number or CVV.

Can I get a W-9 or vendor setup form for my accounting department? Contact support@aiestimatics.com and we'll provide the necessary documentation.

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Last updated: March 2025 · Questions? Use the Resources panel in the app or email support@aiestimatics.com