Payment Policies | 508ministry.com

1. Pricing Structure

1.1 Standard Pricing

508ministry.com operates on a simple, transparent pricing model designed to be affordable for ministries of all sizes:

One-Time Installation Fee

$1,495.00

Paid once at account activation

Complete platform setup and configuration
Custom branding with your ministry logo and colors
Data migration assistance (up to 500 records)
2-hour live training session via video conference
User account creation and permission setup
Integration with up to 3 third-party services
Dedicated onboarding specialist

Annual License Fee

$225.00/year

Billed annually on your subscription anniversary

Unlimited users and ministry members
Full access to all platform features
99.9% uptime guarantee with SLA
Regular software updates and security patches
Email support during business hours
Access to knowledge base and training materials
Monthly feature update webinars
Secure cloud storage for ministry data

1.2 Optional Enhanced Services

Additional services available for separate fees:

Advanced Data Migration $497 (over 500 records)

Additional Training Sessions $197 per 2-hour session

Priority Phone Support $97/month

Dedicated Account Manager $297/month

Custom Module Development Quote-based pricing

White-Label Branding $997 one-time fee

Custom Reporting $297 per custom report

On-Site Training $1,497 + travel expenses

1.3 Special Circumstances

We understand that some ministries may face financial challenges. Contact our team to discuss:

Hardship assistance programs
Payment plans for installation fees
Multi-year discounts
Nonprofit and small ministry considerations

                    No Hidden Fees: The prices listed above represent all standard costs. There are no surprise fees, usage charges, or per-user pricing. What you see is what you pay.
                

2. Accepted Payment Methods

2.1 Credit and Debit Cards

We accept all major credit and debit cards:

Visa
MasterCard
American Express
Discover

Card Payment Processing

Processed securely through PCI-DSS compliant payment processors
Card information encrypted and never stored on our servers
Automatic billing for annual renewals (with advance notice)
Option to save cards for future payments (optional)
Instant payment confirmation

2.2 ACH/Bank Transfer

For US-based organizations, we accept ACH transfers:

Lower processing fees than credit cards
Direct debit from your bank account
3-5 business day processing time
Routing and account numbers required
Secure verification process

2.3 Check Payments

We accept checks payable to Start My Business Inc.

Mail to address provided in your invoice
Include invoice number on check memo line
Allow 7-10 business days for processing
Service activation upon check clearance

2.4 Wire Transfer

For international clients or large payments:

Wire transfer instructions provided upon request
Additional bank fees may apply
Same-day processing available
Currency conversion at current exchange rates

2.5 Payment Security

All payment information is processed with the highest security standards:

256-bit SSL encryption for all transactions
PCI-DSS Level 1 compliant payment processors
No storage of complete card numbers
Fraud detection and prevention systems
Two-factor authentication for account changes

Security Notice: We will never ask for your complete credit card number via email or phone. Always verify communications claiming to be from 508ministry.com by contacting us directly through your account portal.

3. Billing Cycles and Procedures

3.1 Installation Fee Billing

The one-time installation fee of $1,495 is due:

Upon signing the Service Agreement, OR
Before platform activation and onboarding begins
Whichever occurs first

Important: Installation services will not commence until payment is received and cleared.

3.2 Annual License Fee Billing

The annual license fee of $225 is billed:

Annually on your subscription anniversary date
First renewal occurs 12 months after platform activation
Subsequent renewals on the same date each year

3.3 Billing Notifications

We provide ample notice before billing:

60 Days Before Renewal First reminder email

30 Days Before Renewal Invoice sent via email

15 Days Before Renewal Second reminder with payment link

7 Days Before Renewal Final reminder notification

Renewal Date Payment processed or manual payment due

3.4 Invoice Details

All invoices include:

Detailed description of services
Invoice number for reference
Due date and payment terms
Accepted payment methods
Tax calculations (if applicable)
Payment instructions
Contact information for billing questions

3.5 Automatic Renewals

If you have a payment method on file:

Automatic renewal on subscription anniversary
Email confirmation sent immediately after processing
Receipt provided for your records
Option to disable auto-renewal in account settings

3.6 Manual Payment Option

If you prefer to pay manually each year:

Disable auto-renewal in account settings
Invoice sent 30 days before due date
Payment due on renewal date
Grace period of 15 days with reminder emails
Service suspension after 30 days of non-payment

4. Late Payment Terms

4.1 Payment Due Dates

Payments are due on the dates specified in your invoice:

Installation fee: Upon agreement signing or before activation
Annual license: On subscription anniversary date
Optional services: As specified in separate invoices

4.2 Grace Period

We provide a 15-day grace period after the due date:

No service interruption during grace period
Friendly reminder emails sent
No late fees during first 15 days
Opportunity to update payment information

4.3 Late Payment Fees

Payments not received within 15 days of due date incur late fees:

Late Fee Amount $25 or 5% of balance (whichever is greater)

Interest Rate 1.5% per month on outstanding balance

Maximum Rate Limited by applicable state law

4.4 Service Suspension

If payment is not received within 30 days of the due date:

Account access will be suspended
Data remains secure but inaccessible
Email notification 48 hours before suspension
Reinstatement upon payment of all outstanding amounts
Reactivation fee of $97 may apply

4.5 Account Termination

Accounts with payments overdue by 60 days or more:

Subject to termination of service agreement
Final notice sent via email and registered mail
30-day window to export data before deletion
Outstanding balance sent to collections (if necessary)
Reinstatement requires payment in full plus new installation fee

4.6 Payment Difficulties

Please contact us immediately if you're experiencing payment difficulties. We may be able to:

Arrange a payment plan
Defer payment for qualifying hardship cases
Discuss reduced pricing options
Provide temporary service continuation

                    Communication is Key: We understand that ministries sometimes face financial challenges. We're committed to working with you to find a solution. Contact billing@508ministry.com at the first sign of payment difficulty.
                

5. Refund Policy

5.1 Installation Fee Refunds

Before Setup Completion

If you cancel before platform setup is completed:

100% refund if cancelled within 48 hours of payment
75% refund if setup has not yet started
50% refund if setup is in progress but not complete
No refund after setup is marked as complete

After Setup Completion

Installation fees are non-refundable after platform setup is complete because:

Significant labor and resources have been invested
Custom configuration has been performed
Training has been delivered
Data migration has occurred

5.2 Annual License Fee Refunds

30-Day Satisfaction Guarantee

For first-time annual renewals only:

Full refund if cancelled within 30 days of renewal date
Pro-rated refund for remaining months (after 30 days, before 60 days)
Request must be submitted in writing
Refund processed within 10 business days

After 60 Days

Annual license fees are non-refundable after 60 days from renewal date.

Subsequent Renewals

For organizations renewing for a second year or beyond:

Pro-rated refund within first 30 days only
No refunds after 30 days of renewal

5.3 Service Failure Refunds

We will provide refunds or credits if we fail to meet our service commitments:

Uptime Guarantee Violations

Service credits applied automatically for SLA violations
5% credit for each 1% below 99.9% uptime guarantee
Maximum credit of 25% of monthly fee equivalent
Excludes scheduled maintenance and force majeure events

Materially Defective Services

Refund available if services materially fail to perform as described
Must report issues within 30 days of discovery
Opportunity for remediation before refund issued
Good faith effort to resolve required

5.4 Refund Process

How to Request a Refund

Submit written request to billing@508ministry.com
Include account information and invoice number
State reason for refund request
Provide any supporting documentation

Processing Timeline

Review of request: 3-5 business days
Approval notification via email
Refund processed: 5-10 business days
Credit appears: 3-7 business days (depending on payment method)

Refund Method

Refunds issued to original payment method
Credit card refunds: 3-5 business days
ACH refunds: 7-10 business days
Check refunds: 14-21 business days

5.5 No Refund Scenarios

Refunds will not be provided for:

Change of mind after 30-day guarantee period
Lack of use or underutilization of the platform
User error or failure to follow instructions
Violation of Terms of Service resulting in termination
Issues caused by third-party services or integrations
Force majeure events beyond our control

Chargeback Warning: Initiating a chargeback without first contacting us to resolve the issue may result in immediate account suspension and potential legal action. Please contact billing@508ministry.com first to resolve any payment disputes.

6. Price Changes and Adjustments

6.1 Price Change Policy

We reserve the right to modify pricing with advance notice:

Notice Period 90 days minimum for existing customers

Effective Date At your next renewal date

Notification Method Email to account administrator

Your Option Accept new pricing or cancel without penalty

6.2 Grandfathered Pricing

Current customers may be eligible for legacy pricing:

Pricing locked for current billing cycle
Option to renew at current rate before increase (if offered)
Consideration for long-term customers
Multi-year commitments at current rates (when available)

6.3 Promotional Pricing

Occasionally we offer promotional discounts:

Limited time offers for new customers
Early renewal discounts
Referral program credits
Multi-year prepayment discounts
Ministry conference or event special pricing

Promotional Terms

Cannot be combined with other offers
Subject to specific terms and conditions
May expire without notice
Limited availability

6.4 Price Protection

We commit to:

No mid-cycle price increases
Honor quoted prices in signed agreements
Reasonable and justifiable price adjustments only
Competitive pricing relative to market

7. Taxes and Additional Fees

7.1 Sales Tax

Sales tax may apply depending on your location:

Calculated based on your billing address
Compliant with state and local tax regulations
Automatically added to invoices where applicable
Rates subject to change based on tax law updates

7.2 Tax-Exempt Organizations

If your ministry qualifies for tax-exempt status:

Required Documentation

IRS 501(c)(3) determination letter or 508(c)(1)(A) documentation
State tax exemption certificate (if applicable)
Completed W-9 form

Submission Process

Upload documents through your account portal
Email to billing@508ministry.com
Allow 3-5 business days for verification
Tax exemption applied to future invoices upon approval

Important Notes

Tax exemption does not apply retroactively
Must maintain current documentation on file
Some states do not exempt software services
Verification required annually

7.3 International Taxes

For clients outside the United States:

VAT, GST, or equivalent taxes may apply
Client responsible for local tax compliance
Withholding taxes (if applicable) deducted by client
Currency conversion at prevailing exchange rates

7.4 Transaction Fees

Standard pricing includes all transaction fees. Additional fees may apply for:

Wire transfers (banking fees)
International payments (currency conversion)
Expedited payment processing
Paper check processing (if required)

8. Chargebacks and Disputes

8.1 Dispute Resolution Process

Before initiating a chargeback, please contact us:

Contact Our Team: Email billing@508ministry.com
Explain the Issue: Provide details about the disputed charge
Allow Response Time: We respond within 2 business days
Work Toward Resolution: We'll investigate and resolve legitimate issues

8.2 Chargeback Consequences

Chargebacks initiated without prior contact may result in:

Immediate suspension of account access
$150 chargeback processing fee
Termination of service agreement
Loss of all data after 30-day export window
Report to credit bureaus (for businesses)
Potential legal action for fraudulent chargebacks

8.3 Legitimate Disputes

We will work with you to resolve legitimate disputes including:

Unauthorized charges
Billing errors or duplicate charges
Services not delivered as agreed
Technical issues preventing service use

8.4 Fraud Protection

We maintain fraud detection systems to protect both parties:

Suspicious transaction monitoring
Identity verification for large payments
Secure payment processing
Chargeback fraud prevention

9. Cancellation and Account Closure

9.1 How to Cancel

You may cancel your account at any time:

Self-Service Cancellation

Log in to your account dashboard
Navigate to Account Settings > Subscription
Click "Cancel Subscription"
Follow the confirmation prompts
Export your data before final cancellation

Contact-Based Cancellation

Email: support@508ministry.com
Include account name and reason for cancellation (optional)
Request confirmation of cancellation

9.2 Cancellation Effective Date

Cancellations become effective:

Immediately upon request for self-service cancellations
At the end of current billing period (access maintained until then)
No pro-rated refunds unless within refund policy windows

9.3 Data Export Before Cancellation

Important: Export your data before cancelling:

Use data export tools in account settings
30-day grace period to export data after cancellation
All data permanently deleted after grace period
No recovery possible after deletion

9.4 Reactivation

To reactivate a cancelled account:

Contact support@508ministry.com within 60 days of cancellation
Pay any outstanding balances
Pay current annual license fee
Account reactivated within 24-48 hours

After 60 days of cancellation:

New installation fee required ($1,495)
Data no longer available (if not exported)
Treated as new account setup

10. Billing Support and Contact

10.1 Billing Inquiries

For questions about billing, payments, or invoices:

Billing Department
Email: billing@508ministry.com
Phone: Available through customer portal
Hours: Monday-Friday, 9 AM - 5 PM EST

Response Time: We respond to all billing inquiries within 1 business day.

10.2 Payment Issues

If experiencing payment problems:

Check that card information is current and accurate
Verify sufficient funds or credit limit
Confirm billing address matches card on file
Contact your bank if payment is declined
Try an alternative payment method
Contact our billing team for assistance

10.3 Invoice Requests

To request copies of invoices or payment receipts:

Download from your account portal (recommended)
Email billing@508ministry.com with date range needed
Allow 24 hours for email delivery

10.4 Billing Address Updates

To update your billing information:

Update in account settings
Changes take effect immediately
Confirmation email sent after update

We're Here to Help: If you have any questions about payments, pricing, or billing, please don't hesitate to contact us. We're committed to making the payment process as smooth and transparent as possible for ministry organizations.