Help Center

Plan & Billing

Add a payment method, turn paid add-ons on and off, and read your invoice history, from Team Settings, without a call to your account manager.

Admins only. Plan & Billing is visible to Super Admins and Admins. Other roles don't see the tab, and can't add a payment method or change an add-on.

What this is

Your plan, your card, and everything you’ve been charged for.

Most of what Gatsby does is covered by your contract, and nothing here changes that. Plan & Billing is where the pieces you buy separately live. You add a payment method once, switch an add-on on, and Gatsby bills it each quarter without a purchase order.

What’s on the tab

Your plan

Your contracted Gatsby plan, managed by your account team.

Add-ons

Optional paid features. Purchase, manage, or cancel each one.

Payment method, history, and contracts

The card or bank account we charge, every invoice we’ve raised, and your signed paperwork.

Finding it

Team Settings → Plan & Billing.

Super Admins and Admins see the tab. Team Members and External Collaborators don’t. If you need something changed and can’t see the tab, ask an Admin on your team, or email help@gatsby.events.

Adding a payment method

Nothing can be purchased until there’s a way to charge it, so this is the first step.

Adding a card or bank account

Open Team Settings → Plan & Billing.
In the Payment method card, click + Add payment method.
Enter a card or US bank account (ACH). Bank accounts are verified by your bank before they can be charged.
Save.

Payment details are entered directly with Stripe, Gatsby’s payment processor. Card and account numbers never touch Gatsby’s servers, and nobody at Gatsby can read them.

Once saved, the card shows as a single line: brand, last four digits, expiry, and a Default marker.

More than one method

You can keep several on file. One is the default, and that’s the one Gatsby charges. Switch it at any time.

Removing one

Remove any method that isn’t needed. Gatsby refuses to remove the last remaining method while a charge is outstanding on an add-on, and tells you so. Otherwise a failed first payment would leave nothing to retry against.

Add-ons

An add-on is a paid Gatsby feature that isn’t part of the base platform. It has its own price, its own switch, and its own line on your invoice.

Turning one on

Find the add-on in the Add-ons list and click Purchase.
Read the summary. Due today is the activation charge, if the add-on has one. Then, every quarter is the ongoing rate and the date of the first invoice. Underneath, a line names the card the charge will go to.
Click the confirm button. It names the add-on, so there’s no ambiguity about what you’re turning on.

The add-on switches on once the activation charge is settled. Amounts come from your organization’s own pricing, so a negotiated rate shows the negotiated number instead of a list price, and an add-on with no activation fee shows Due today $0.

Once it’s on, the row reads Active and the button becomes Manage. Opening that shows the same figures for a running add-on: the annual fee and its renewal date, the usage rate, how many people have counted this quarter and roughly what that comes to, and which card gets charged.

How add-ons are billed

Two parts, and the summary shows both:

An annual add-on fee, charged when you first switch the add-on on and again on that date each year. The add-on row shows the next renewal date. Not every add-on has one.

A usage rate, charged quarterly, and counted per person rather than per message. Someone you text ten times, or send twelve newsletter campaigns to, counts once for the year. The add-on row carries the rate, the running count for this quarter, and the date of the next charge.

Charges go to your default payment method automatically. Each one produces an invoice you can open from Billing history.

Rates that step down as you grow

Some add-ons price in bands, and the rate falls as the count rises. Newsletters is the current example: the first 250 subscribers are included, the next band is $0.40 a subscriber up to 5,000, and everything above 5,000 is $0.20.

The bands are graduated, which is the part worth being clear about. Each rate applies only to the subscribers inside its own band. Passing 5,000 does not reprice the 5,000 below it, and it never makes your bill jump. Growing your list moves the new subscribers into the cheaper band and leaves everything underneath exactly where it was.

Worked through: an org that sends to 6,000 people over a year pays nothing for the first 250, $0.40 each for the 4,750 after that, and $0.20 each for the 1,000 above 5,000.

The count runs on the calendar year, so the free 250 and your position in the bands both start over on 1 January. That’s a separate date from the add-on fee’s renewal, which falls on the date you first turned the add-on on.

Your quarterly count and its running total are both on the add-on’s Manage screen, so you can check the arithmetic against your own numbers at any point in the quarter.

Awaiting payment

An add-on you’ve turned on but whose activation charge hasn’t cleared yet reads Awaiting payment. Its paid features aren’t available in that window. It switches on by itself the moment the payment lands.

If it’s stuck there longer than you’d expect, email help@gatsby.events.

An add-on with an option inside it

Newsletters has one, and it’s the only place this shape appears today.

Newsletters send from your own domain either way. What you choose is whose SendGrid account carries them. Use your own and you pay SendGrid directly. Use Gatsby’s and there’s nothing for you to set up, at $500 a year on top of the Newsletters fee.

It shows as its own line on the Manage screen with its own Cancel Gatsby SendGrid account action, and its own row in Billing history, so you can drop it without touching Newsletters itself. Which sending path you’re on is chosen in Team Settings → Newsletters, not here. See Newsletter Settings.

Pilot access

Some organizations may get early access to an add-on at no charge. The row reads Pilot access, No charge, and usage is recorded but never billed. Everything about the feature works normally.

Cancelling one

Click Manage on the add-on, then Cancel add-on. The paid features switch off.

Cancelling stops the next annual fee. The one you’ve already paid buys the whole year, so cancelling mid-year doesn’t produce a refund, and turning the add-on back on inside that same year doesn’t charge the fee again.

If a payment fails

Gatsby retries the charge a few times over roughly three weeks and emails your Admins each time. If it still hasn’t cleared at the end of that, the add-on’s paid features switch off and the account falls back to what’s included for free. Nothing is deleted, and paying the outstanding invoice restores it.

The add-ons on offer

SMS Campaigns unlocks writing and sending your own texts and customizing SMS reminders. Charged per recipient, once per person per year.

Newsletters unlocks recurring marketing newsletters with their own subscribers, sending infrastructure, and reporting. Charged per subscriber, once per person per calendar year, invoiced quarterly, in the bands above. Sending on Gatsby’s SendGrid account is an optional $500 a year. Activation needs a US billing and postal address. See Newsletters.

The free SMS Auto-Reminder is not an add-on. Every organization has it, and it keeps working whatever happens to your billing. See SMS Campaigns.

Billing history and contracts

Reading your invoices

Billing history is one row per charge: when it was created, what it was for, when it’s scheduled, when it was billed, its status, the amount, and a link to the invoice. Open the invoice to see the full document, hosted by Stripe. That’s the version to send to your finance team.

Contracts

Signed agreements between your organization and Gatsby, in one place. Each shows whether it was uploaded by Gatsby or by someone on your team. Admins can add their own countersigned copies with Upload contract. PDFs only.

Common Questions

Is this how I pay for Gatsby itself?

No. Your Gatsby plan is contracted and invoiced the way it always has been. Plan & Billing covers add-ons, the features you buy on top of the platform, and shows your plan for reference.

How do I change the card or payment method for my Gatsby plan?

Plan billing isn’t self-serve. It’s handled for you by Gatsby’s team. Email help@gatsby.events and we’ll send you a link to update the payment method on file for your plan.

The payment methods on the Plan & Billing tab are for add-ons. Changing them doesn’t change how your plan is billed.

Can a Team Member add a payment method?

No. Payment methods and add-ons are Admin and Super Admin only. Team Members who hit a paid feature see a pointer to their Admins or to Gatsby support instead of a purchase screen.

What counts as a billable subscriber?

A person you sent a newsletter to, counted once for the calendar year. Not everyone on the list, and not once per campaign: someone who received all twelve campaigns counts once, and so does someone who got one in January and another in September. The count is org-wide, so a person subscribed to three of your newsletters is still one billable subscriber.

Adding subscribers costs nothing until a campaign goes to them, and test sends don’t count at all.

The Manage screen shows the running count and an approximate charge for the quarter in progress, next to the date it invoices.

Where do the billing emails go?

To your organization’s Admins. If your finance team needs them, either add that person as an Admin or forward the invoice from Billing history.

Can I pay by invoice instead of a card on file?

Some organizations are set up to be invoiced outside the app. If yours is, the add-on won’t ask for a payment method. Talk to your account manager or help@gatsby.events about arranging it.

Does this affect ticket sales and payouts?

No, those are separate. Ticketing money flows from your guests to you through your connected Stripe account, and lives under Ticket Sales and Payouts. Plan & Billing is your organization paying Gatsby.