Subscription Expiry & Renewal
When a paid subscription period ends without renewal, LedgerBuk provides a 7-day grace period before restricting access. Here’s what to expect at each stage.
Expiry Timeline
Section titled “Expiry Timeline”| Stage | When | What Happens |
|---|---|---|
| Active | Before period ends | Full access for everyone |
| Past Due | 0–7 days after period ends | Owner has full access. Other members enter read-only mode |
| Expired | 8+ days after period ends | Non-owners are redirected to an expiry notice. Owner can still access billing to renew |
What Changes During Grace Period (Past Due)
Section titled “What Changes During Grace Period (Past Due)”During the 7-day grace period:
- Owner: Can access everything, including the billing page to renew
- Admins and members: Can view data but cannot create or edit anything (read-only mode)
- Plan limits: Revert to Starter tier limits until renewed
- A renewal banner appears at the top of the page for all users
What Happens After Expiry
Section titled “What Happens After Expiry”After the grace period (8+ days past due):
- Owner: Can only access the billing page to renew
- Admins and members: Are redirected to a subscription expired page with a message to contact the owner
- All paid features: Locked (reports, AI scans, CSV export, etc.)
How to Renew
Section titled “How to Renew”-
Sign in as the organization owner
Only the owner can make payment and renew the subscription.
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Go to the Billing page
If your subscription has expired, you’ll see a prominent renewal banner. Click “Renew Now”.
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Enter your M-Pesa phone number
Enter the phone number registered with M-Pesa. Formats accepted:
0712345678,+254712345678, or254712345678. -
Approve the payment on your phone
You’ll receive an STK Push prompt on your phone. Enter your M-Pesa PIN to complete the payment.
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Access is restored
Once payment is confirmed, your subscription is renewed for 30 days. All members regain full access immediately.
What Your Team Members See
Section titled “What Your Team Members See”| Your Status | Team Member Experience |
|---|---|
| Active | Normal full access |
| Past Due | Read-only banner: “Your organization’s subscription has lapsed. Contact the owner.” |
| Expired | Redirected to expiry page: “Subscription expired — ask the organization owner to renew.” |
Frequently Asked Questions
Section titled “Frequently Asked Questions”Will I lose my data if the subscription expires?
Section titled “Will I lose my data if the subscription expires?”No. Your data is always preserved. Expiry only restricts what you can do — it never deletes anything.
Can an admin renew the subscription?
Section titled “Can an admin renew the subscription?”No. Only the organization owner can make payments and manage the subscription. If you’re an admin or member, contact your owner.
What plan do I get after renewing?
Section titled “What plan do I get after renewing?”You renew on the same plan you had before expiry. If you were on Pro, you renew as Pro. To change plans, upgrade or downgrade separately after renewing.
What if I have team members who need access urgently?
Section titled “What if I have team members who need access urgently?”The owner can renew at any time — even during the grace period or after full expiry. Renewal takes effect within seconds of payment confirmation.
How is the renewal period calculated?
Section titled “How is the renewal period calculated?”The new period is 30 days from whichever is later: the end of your previous period or the date you pay. You don’t lose days if you renew during the grace period.