Help Center

Pricing Structure

RosterMate uses a simple monthly subscription model based on the size of your team. Your monthly bill consists of a base platform fee plus a per-employee charge for every active employee in your system.

All prices calculated in the estimate and displayed on invoices include GST.

Billing Cycle

Subscriptions are billed monthly. Your billing cycle starts the day you add a valid payment method. For example, if you subscribe on the 5th of the month, your card will be charged on the 5th of every subsequent month.

The "Billing Snapshot"

To ensure fairness, we take a "snapshot" of your employee count on your billing date. This count determines your cost for the upcoming month. If you add or remove employees during the month, your price will adjust automatically on the next billing cycle based on the new count.

Adding a Card

To activate your subscription, navigate to Settings > Subscription and click "Add Payment Method". We use Stripe for secure payment processing; your card details are never stored directly on our servers.

Address Search

When entering your billing details, start typing your address in the "Address Line 1" field. Our system will automatically search for valid New Zealand addresses. Click on the correct address from the dropdown list to automatically fill in your City, Region, and Postal Code.

Updating Your Card

If your card expires or you wish to change payment methods, click "Update Payment Method". The new card will be used for all future payments. If your account was suspended due to a failed payment, updating your card will attempt to process the payment immediately to reactivate your account.

Security

All transactions are processed using industry-standard encryption. We accept major credit and debit cards including Visa and Mastercard.

Viewing Payment History

At the bottom of the Subscription page, you will find a "Billing History" table. This displays past payments, the billing period covered, and the number of employees you were billed for.

Downloading Invoices

You can download tax invoices for your records in two ways:

• Single Invoice: Click the download icon (arrow) next to a specific payment row.
• Bulk Download: Click "Download All Invoices" to receive a ZIP file containing the last 12 months of invoices.

Understanding Invoice Details

Sometimes the number of employees you were billed for differs from your current count. If this happens, you may see an info icon next to the employee count in the history table. Hovering over this icon explains the difference between the "Billed Count" (snapshot taken at payment time) and the "Actual Count".

Free Trial

New accounts start with a free trial period. During this time, you have full access to all features without adding a credit card. If your trial expires without a payment method, your account will be restricted until payment details are added.

Past Due & Suspended Accounts

If a scheduled payment fails (e.g., due to insufficient funds or an expired card), your status will change to "Past Due". We will attempt to process the payment again. If payment continues to fail, your subscription may be "Suspended", blocking access to roster features until a valid payment method is provided.

Reactivating Your Account

To reactivate a suspended or past-due account, simply update your payment method. The system will process the outstanding charge and immediately restore your access.

How to Cancel

You can cancel your subscription at any time by removing your payment method. Click the "Remove Payment Method" button on the subscription settings page.

Effect of Cancellation

When you remove your card, your subscription will be set to cancel at the end of the current billing cycle. You will retain access to the system for the remainder of the month you have already paid for. Once the period ends, your account will be restricted, but your data (rosters, employee details) will be preserved should you choose to reactivate later.