FAQ
Frequently Asked Questions
Quick answers to the most common questions about VenueBill plans, payments, features, and getting help.
5 min read
Plans and pricing
Does VenueBill have a free trial?
Every account starts with a 14-day trial with full access to every feature and no credit card required. When the trial ends, pick a plan to keep creating and sending: Basic $19, Pro $39, or Premium $59 per month. There is no permanent free plan.
Is there a limit on how many invoices I can send?
No. During your 14-day trial and on every paid plan, you can create and send unlimited invoices and estimates. There is no monthly email cap.
What happens when my trial ends?
Pick a plan to keep going: Basic $19, Pro $39, or Premium $59 per month. If you do not choose a plan, your account becomes read-only. Your data is kept, and choosing a plan any time unlocks it again.
Do I need a credit card to sign up?
No. Signup only asks for your name, email, password, and a phone number for verification. Your 14-day trial starts with no card required. A card is required when you pick a paid plan or connect Stripe to accept online payments.
What do the paid plans include?
Basic ($19/month) covers invoicing, deposits, payment schedules, and the client portal. Pro ($39/month) adds online payment collection (ACH and card via Stripe), automated reminders, recurring invoices and installment plans, SMS, and automation. Premium ($59/month) adds multi-user team access, advanced reporting, and API access.
Is there an annual billing option?
Yes. Every plan can be billed monthly or annually, and annual billing is discounted compared to paying monthly. Toggle Monthly/Annual on the Pricing page to see the current annual rate for each plan.
Can I cancel my subscription?
Yes, at any time from Settings. Your plan stays active until the end of the current billing period, then your account becomes read-only. You do not lose any data, and you can pick a plan again any time to unlock it.
Do you charge a fee on payments?
VenueBill does not add platform fees. Standard Stripe processing fees apply: 2.9% + 30¢ for cards, 0.8% (capped at $5) for ACH.
Account and security
What are the password requirements?
At least 8 characters with at least one number. We also check the password against public breach lists and reject any password known to be compromised. Existing passwords from before the rule loosened still work - no reset required.
When is a card required?
Never to sign up or to start your 14-day trial. A card is required when you (a) pick a paid plan, or (b) connect Stripe to accept online payments on your invoices. Paid plans already have a card on file via the subscription, so there is no second prompt.
Why do paid plans require a card?
A paid plan needs a card on file to charge the subscription. We also require a card before turning on online-payment acceptance because that's the point where actual money can move through your account, and keeping a card on file is a fraud-prevention signal that protects you and the people paying you. We never charge a card during your trial or for sending invoice emails.
Why do you ask for a phone number at signup?
We send a 6-digit SMS code to verify ownership. Phone verification dramatically reduces fraud-ring signups. We only use the number for verification and important account alerts - never for marketing.
Invoices and clients
How many invoices can I create?
Unlimited. There's no cap on creating invoices, estimates, or clients during your trial or on any paid plan.
What do the invoice statuses mean?
Draft means the invoice is saved but not sent. Not Paid means it's been sent and is awaiting payment. Partial means some payment has been received but a balance remains. Overdue means the due date has passed without full payment. Paid means it's fully settled.
Can I add my logo and branding?
You can add a logo on every plan and during your trial. Custom accent colors, templates, and removal of VenueBill branding are paid-plan features.
Can clients pay with a credit card?
Yes. On the Pro and Premium plans, and during your trial, connect Stripe in Settings and clients can pay by card or ACH directly from the invoice page. Online payment collection is one of the main reasons accounts move to a paid plan.
Does the client need to create an account to pay?
No. Clients open the invoice link and pay without signing up for anything. The client portal uses magic link login - clients click a link sent to their email and are signed in instantly, no password required.
Can clients make partial payments?
Yes. Clients can pay any amount online; each payment reduces the outstanding balance and the invoice shows "Partial" status. You can also record partial manual payments (cash, check) and they work the same way.
Recurring billing and automation
How do recurring invoices work?
You set up a recurring schedule (weekly, monthly, etc.) and VenueBill generates a new invoice automatically at each interval. You can configure them to auto-send to the client or land in your drafts for manual review before sending.
What are installment plans?
Installment plans let you split a large project total into a series of scheduled payments. You define the total amount, number of installments, and billing frequency - VenueBill generates and sends each invoice on schedule.
Can I send automatic payment reminders?
Yes, on Pro. Configure reminder timing in Automation - before, on, or after the due date. VenueBill sends the email automatically without any action from you.
How do late fees work?
You set a flat dollar or percentage late fee in Automation settings. After a configurable grace period past the due date, the fee is added to overdue invoices automatically.
Estimates
How does estimate approval work?
You send the client an estimate link. They open a review page where they can approve or decline. Clients can also approve estimates from their client portal under the Estimates tab. No account needed. Approvals are timestamped so you have a record.
Can I convert an approved estimate into an invoice?
Yes, with one click. Open the approved estimate and click "Convert to invoice". All line items are pre-filled on the new invoice - no retyping required.
Team members and collaboration
Can I add other people to my account?
Yes. Pro accounts support multiple team members. Each person gets their own login. You can assign roles (Owner, Admin, Member) to control what each person can access. Invite team members from Settings > Team.
What can team members do?
Admins can manage invoices, estimates, clients, and automations. Members can view and create invoices, estimates, and clients but cannot access Settings or billing. Owners have full access including team and billing management.
Email delivery, SMS, and online payments
Do I need a paid plan to email invoices?
No. Email invoice sending is included during your 14-day trial and on every paid plan, with no monthly cap.
Are SMS reminders available on every plan?
SMS reminders, on-my-way SMS, and invoice-delivery SMS are available on the Pro and Premium plans, and during your trial, because of the per-message Twilio cost and the higher fraud surface on text. Email reminders work the same way on every plan.
Who can collect online payments?
Online payment collection (ACH and card via Stripe) is included on the Pro and Premium plans and during your trial. On plans without it, you can still record manual payments (cash, check, bank transfer) and share the invoice link, but the "Pay now" button only appears once online payments are enabled.
Getting help
Where can I get help if I'm stuck?
Email support@venuebill.com. We typically respond within one business day.
Does VenueBill work on mobile?
Yes. The app, invoices, estimates, and client portal are all mobile-responsive and work on any phone or tablet.
Is my data secure?
Yes. VenueBill uses Supabase (enterprise-grade PostgreSQL) for data storage and Stripe for payment processing - both industry-standard providers with strong security practices. Connections are encrypted with TLS. We never store card numbers.
Is there a referral program?
Yes. You can earn account credits by referring other wedding and event venue teams to VenueBill. Find your unique referral link in Settings > Referral.