YardPilot Help

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Managing Your Subscription ​

Learn how to manage your YardPilot subscription, update payment methods, and understand what happens if your subscription lapses.

Viewing Your Subscription ​

Access your subscription details from Settings > Billing.

You'll see:

  • Current plan - Your active plan (Starter, Professional, Enterprise)
  • Billing cycle - Monthly or annual
  • Status - Active, trialing, past due, or cancelled
  • Next billing date - When your next payment will be charged
  • Payment method - The card on file

Upgrading Your Plan ​

Upgrade to access more features and team members.

How to Upgrade ​

  1. Go to Settings > Billing
  2. Click Change Plan or Upgrade
  3. Select your new plan
  4. Review the pricing (prorated for current period)
  5. Confirm your upgrade

What Happens When You Upgrade ​

  • Immediate access - New features are available right away
  • Prorated billing - You're only charged the difference for the remaining time in your current period
  • User limits increase - You can immediately add more team members

Example: If you upgrade from Starter to Professional mid-month, you'll be charged the prorated difference immediately, and your next full billing cycle will reflect the new plan price.

Downgrading Your Plan ​

If you need fewer features, you can downgrade to a lower plan.

How to Downgrade ​

  1. Go to Settings > Billing
  2. Click Change Plan
  3. Select the lower plan
  4. Confirm the downgrade

What Happens When You Downgrade ​

  • Changes at period end - You keep your current plan until the end of the billing period
  • No refunds - Unused time on the higher plan is not refunded
  • Feature access ends - Features not in the lower plan become unavailable after downgrade

Before Downgrading

Ensure you're within the new plan's limits before downgrading:

  • User limit - Remove team members if over the new limit
  • Storage - Delete files if over the storage limit
  • Features - Export any data from features not available on the lower plan

Updating Payment Method ​

Keep your payment method current to avoid service interruption.

How to Update Your Card ​

  1. Go to Settings > Billing
  2. Click Manage Payment Method
  3. You'll be redirected to the secure Stripe billing portal
  4. Update your card details
  5. Save changes

Failed Payments ​

If a payment fails:

  1. We'll retry automatically over the next few days
  2. You'll receive email notifications about the failed payment
  3. Update your card to resolve the issue
  4. Your subscription continues during the retry period

Keep Payment Current

Update your card before it expires to avoid any interruption in service.

Cancelling Your Subscription ​

You can cancel your subscription at any time.

How to Cancel ​

  1. Go to Settings > Billing
  2. Click Cancel Subscription
  3. Confirm your cancellation

What Happens When You Cancel ​

  • Service continues - You keep access until the end of your current billing period
  • No more charges - Your card won't be charged again
  • Grace period - After your billing period ends, you enter a grace period

Understanding Grace & Degradation ​

If your subscription lapses (cancelled or payment failed), YardPilot provides a graceful transition to protect your data.

Grace Period (Days 1-14) ​

During the grace period:

  • Full access to view all your data
  • Can complete in-progress work
  • Can reply to customer SMS messages
  • Can collect payments on existing invoices
  • Can export all your data
  • Cannot create new jobs, quotes, or invoices

A banner reminds you to reactivate.

Limited Access (Days 15-30) ​

After grace period:

  • Read-only access - View all data
  • Can export your data
  • Can reply to SMS messages
  • Cannot create any new records
  • Cannot complete visits

Archived (Days 31-90) ​

After limited access:

  • Export only - Can download your data
  • No other access - Cannot view the app normally

Expired (Day 91+) ​

After the archive period:

  • Data marked for deletion
  • Contact support to recover data (if possible)

Paid Subscription Retention

If you were on a paid plan before cancellation, your data is retained for 365 days instead of 90 days, giving you more time to reactivate.

Reactivating Your Subscription ​

Reactivate at any time during the grace or limited periods.

How to Reactivate ​

  1. Go to Settings > Billing
  2. Click Reactivate Subscription
  3. Choose your plan
  4. Enter payment details (if needed)
  5. Confirm reactivation

What Happens When You Reactivate ​

  • Immediate access - All features restored instantly
  • All data preserved - Nothing is lost during grace/limited periods
  • Billing resumes - New subscription starts from reactivation date

Viewing Invoices ​

Access your billing history:

  1. Go to Settings > Billing
  2. Scroll to Billing History
  3. Click any invoice to view or download

Each invoice shows:

  • Invoice date and number
  • Plan and billing period
  • Base price and GST
  • Total amount charged
  • Payment status

Account Credits ​

If you have account credits (from a refund or promotion):

  • Credits automatically apply to your next invoice
  • View credit balance in Settings > Billing
  • Credits don't expire

Common Questions ​

Can I pause my subscription? ​

YardPilot doesn't offer pause functionality, but you can cancel and reactivate later. Your data is preserved during the grace period.

What if I have multiple businesses? ​

Each business requires its own YardPilot account and subscription. Contact sales for multi-business discounts.

Can I get a refund? ​

Refunds are considered on a case-by-case basis. Contact support within 14 days of a charge to discuss.

How do I get an invoice for tax purposes? ​

All invoices are available in Settings > Billing > Billing History. Each invoice includes GST details for tax purposes.

Need Help? ​

For billing questions:

For account recovery after expiry:

Next Steps ​

Field Service Management for Australian Businesses

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