Pricing Policy

This policy sets out the basis upon which HTM Legacy (Pty) Ltd (“the Supplier”, “we”) prices the HTM LEDGR subscription, what each plan is currently taken to include, and the treatment applicable to a change of plan. It forms part of, and is subject to, our Terms of Service.

1. Currency and billing

All prices are denominated in South African Rand (ZAR) and billed through the Supplier’s payment gateway provider, a licensed South African payment services provider. Billing is not available in any currency other than ZAR. The Customer elects, at the point of subscribing, between two billing cycles:

• a monthly cycle, being a term of one month, charged in advance and renewing automatically for successive terms of one month until cancelled; or
• an annual cycle, being a fixed term of twelve (12) months, charged in advance in a single amount at the commencement of that term and renewing automatically for successive terms of twelve months until cancelled.

The annual cycle is offered at a discount to the aggregate of twelve monthly charges, and is charged at 10 times the corresponding monthly price, such that twelve months’ access is acquired for 10 months’ subscription and 2 months’ subscription is not charged. That discount is the consideration for which the Customer accepts a fixed term, and the Customer’s attention is specifically drawn to the consequences of that election, which are set out in clauses 6 and 7 below and in our Cancellation Policy and Refund Policy: an amount paid in respect of a term is not apportioned, credited, or refunded in respect of any unexpired portion of that term, whether the Customer cancels, downgrades, ceases to use the Services, or its own circumstances change. On an annual cycle that unexpired portion may be as much as eleven months. That provision is one which places a risk upon the Customer within the meaning of section 49(1)(b) of the Consumer Protection Act 68 of 2008; its fact, nature, and effect are accordingly drawn to the Customer’s attention, in the conspicuous form and with the plain-language summary that section 49 requires, in the panel at clause 3 of our Refund Policy, which governs it and which the Customer is asked to read before electing a billing cycle. This clause 1 is in addition subject in all respects to clause 7 of our Cancellation Policy, which sets out the rights of cancellation conferred by statute and the circumstances in which they apply. The Supplier reserves the right to introduce further billing terms or currencies in the future, at its sole discretion and upon notice.

This clause 1 constitutes the disclosure of the minimum duration of the agreement required, in the case of services supplied on an ongoing or recurrent basis, by section 43(1)(q) of the Electronic Communications and Transactions Act 25 of 2002, and is made available on this website before any order is placed. The full schedule of the information so required, and where each item of it is published, appears at clause 11.1 of our Terms of Service.

2. Current plans

A plan confers the identical feature set, and is subject to the identical limits (clause 5 below), irrespective of the billing cycle elected. The cycle governs the price, the length of the term, and the treatment of a change of plan; it does not govern what the Customer may do within the Services.

Full feature-by-feature detail is presented on our pricing page and within the Services at Settings → Subscription; in the event of any discrepancy between those presentations and this policy, the terms actually applied to the Customer’s account, as reflected in the Services, shall govern.

3. Free trial

Every new account commences on a free trial. The plan selected by the Customer during onboarding determines the duration of the trial — presently 14 days on Starter, 30 days on Growth, and 45 days on Business — the plan to which the account is offered conversion upon expiry of that trial, and whether payment details are required at the outset. No payment details are required to begin a trial on the Starter plan. A trial on the Growth or Business plan requires a valid payment method to be furnished before the workspace is opened, solely for the verification of the Customer’s bona fides; a nominal verification charge of R1.00 may be raised and is reversed. No subscription charge is levied at any point during a trial.

For the avoidance of doubt, the plan so selected does not restrict the functionality available during the trial. Throughout the trial period the Customer is afforded access to the Supplier’s full feature set, including every document type and every user role, irrespective of the plan selected. Such access remains subject at all times to the operative usage limits applicable during a trial — including, without limitation, a limit of twenty (20) documents created during the trial period, and limits on electronic mail transmission, active share links, active devices and user seats — which the Customer acknowledges do not constitute unlimited use, and which the Supplier may enforce by any technical means.

Upon expiry of the trial the Customer will be invited to subscribe, and may at that point elect to proceed on the plan originally selected, to select a different plan, or to decline and close the organisation in accordance with our Cancellation Policy. That election comprises both a plan and a billing cycle in terms of clause 1 above, and the election of an annual cycle is an election of a fixed term of twelve months, charged in a single amount in advance, with the consequences set out in clauses 6 and 7 below. Where the plan the Customer proceeds on affords lesser entitlements than those enjoyed during the trial, the material differences shall be disclosed to the Customer before the election takes effect. No charge arises unless and until the Customer subscribes; and where a payment method furnished at signup is charged upon the expiry of a trial, it is charged in the amount applicable to the plan and the billing cycle then recorded for that account, and not otherwise.

One free trial is permitted per business, enforced by the mechanisms described in our Privacy Policy, and the Supplier’s determination as to whether a signup constitutes a repeat trial shall, absent manifest error, be final.

4. What a plan price covers, and does not cover

The subscription price covers the Supplier’s provision of the Services — hosting, document generation, and email transmission within the Customer’s plan limits, and support at the level specified for that plan. It does not, under any circumstance, cover any fee, charge, or deduction levied by the Customer’s own client’s bank in connection with an EFT payment, the Supplier at no point receiving, holding, or having any involvement whatsoever in such payments (see our Terms of Service).

5. Plan limits

Each plan is subject to limits. Access to document types, and the subscription status governing access as a whole, are enforced at the underlying data-access layer and cannot be circumvented by manipulation of the client application. Other operative limits — including seats, active share links, active devices, payment reminders and export windows — are enforced within the application. The Supplier reserves the right to enforce any limit by any technical means and to suspend or adjust an account found to be exceeding its plan. As at the date of this policy’s last update:

• Starter — 2 seats, 12-month document retention, 150 emails/month, quotes and invoices only (no receipts hub or purchase orders).
• Growth — 15 seats, 24-month retention, 750 emails/month, all document types.
• Business — 30 seats, unlimited retention, 3000 emails/month, all document types plus the Accountant role.

The Supplier reserves the right to vary these limits at its discretion. Where a limit is varied, this page and the in-app pricing display will be updated accordingly, and no such variation shall operate to reduce, with retrospective effect, an entitlement already paid for in respect of a current billing period.

6. Upgrading and downgrading

In this clause 6, “term” bears the meaning given in clause 1, being the month or the twelve months, as the case may be, for which the Customer has paid in advance. Neither of the Supplier’s payment gateway providers permits a live recurring subscription to be re-priced in situ; a change of plan is consequently effected by the conclusion of a new subscription and the discontinuance of the old, and the treatment set out below follows from that fact rather than from any election of the Supplier’s.

• Upgrading. An upgrade is effected by the Customer completing a fresh checkout in respect of the higher plan. Upon successful payment, the higher plan’s features become available immediately and a new term of the elected cycle commences on the date of that payment, the Customer being charged the full price of the higher plan for that new term. No credit, refund, apportionment, or other allowance is made in respect of the unexpired portion of the term thereby replaced, and the Customer is accordingly advised to consider the timing of an upgrade with reference to the point reached in its current term, most particularly where that term is an annual one. Upon the upgrade taking effect the Supplier discontinues, with the payment gateway provider, the recurring subscription thereby superseded, to the intent that the Customer is not billed under both the superseded and the replacement subscription; and where, notwithstanding that discontinuance, a charge is raised under a superseded subscription in respect of a period after the upgrade took effect, that charge falls to be treated as a billing error within the meaning of clause 4(a) of our Refund Policy and is refunded in full upon the Customer notifying the Supplier of it.
• Purchase of a subscription already held. A checkout is refused where the Customer is already subscribed, on an active and uncancelled subscription, to the same plan on the same billing cycle, such a purchase being a duplication conferring no additional entitlement. This restriction does not extend to an upgrade, a downgrade, a change of billing cycle, or a fresh subscription following cancellation, each of which alters what the Customer holds and remains available at all times.
• Downgrading. A downgrade does not take effect immediately and cannot be brought forward. It is queued and takes effect only upon the expiry of the current term, such that the entitlements already paid for are enjoyed in full until that date and no charge arises, and no amount is refunded or credited, at the time the downgrade is requested. Where the current term is an annual one, the downgrade will accordingly take effect at the conclusion of that twelve-month term and not before, however early within the term it is requested. Upon that date the Supplier discontinues the superseded subscription and the account moves to the lower plan, subscription to which is effected by a fresh checkout at the lower price; failing which the account is treated in the ordinary course as a subscription that has not been renewed, and proceeds through the sequence described in our Cancellation Policy.
• Excess capacity on a downgrade. Where a downgrade would place the Customer in excess of the destination plan’s limits — most commonly a greater number of Authorized Users than that plan permits — the Supplier requires the Customer to resolve the excess before the downgrade is given effect. The Supplier does not select which Authorized User is to lose access, that being a matter within the Customer’s own knowledge and discretion alone.
• Changing billing cycle. A change from a monthly to an annual cycle on the same plan, or the converse, is a change of subscription for the purposes of this clause 6 and is treated in the same manner: the former as an upgrade, taking effect on payment and commencing a new twelve-month term; the latter as a downgrade, taking effect only upon expiry of the current term.

The treatment of amounts already paid in each of the above cases is governed exclusively by our Refund Policy, and the consequences for access and data of a term that is allowed to expire are governed by our Cancellation Policy. Nothing in this clause 6 derogates from any right conferred upon the Customer by the Consumer Protection Act 68 of 2008 in the circumstances in which that Act applies, as to which see clause 7 of our Cancellation Policy.

7. Price changes

The Supplier may vary plan pricing from time to time as the Services evolve, and will provide reasonable advance notice of any increase before it is applied to the Customer’s account. No price change shall apply retroactively to a term already paid for, and a Customer who has paid for a twelve-month term is accordingly not affected by an increase announced during that term until such time as the term falls due for renewal. Where a price increase is to take effect upon the renewal of a term, notice of it is given, together with the advance notice of that renewal, in the manner and within the periods set out in clause 7(g) of our Cancellation Policy — presently, upon an annual fixed term, approximately 90 days before the expiry date and again shortly before it — so that the Customer has an adequate opportunity to elect whether to renew at the varied price. A Customer who does not wish so to renew should cancel in accordance with that policy before the renewal date; cancellation after a renewal has been charged is subject to clause 3 of our Refund Policy. Where the CPA applies to the Customer’s subscription, a price increase applying upon the renewal of a fixed term is a material change of which notice falls to be given in terms of section 14(2)(c)(i) of that Act, and clause 7(d)(v) of our Cancellation Policy governs.

8. Promotional pricing and discount codes

(a) Discretionary and by invitation. The Supplier may from time to time issue a discount code entitling the Organisation to which it is issued to a stated reduction in the amount payable for a subscription. Every such code is a promotional offer made in the Supplier’s sole discretion, is issued to a particular recipient upon the Supplier’s own invitation, and confers no entitlement upon any Customer to whom it has not been issued, and no entitlement to be issued with one. No Customer acquires, by reason of having held or redeemed a code, any right to a further code, to the renewal of a promotional price after it has ceased to apply, or to parity of price with any other Customer. Nothing on this page or elsewhere constitutes an offer of promotional pricing at large.

(b) How the reduced amount is determined. The Customer states a code; the Supplier determines the amount. Every amount charged is computed by the Supplier’s own servers from the stored terms of the code and the plan price applicable under clause 2 above, and at no point is any amount, reduction, or percentage accepted from the Customer or from the Customer’s browser. A code may be restricted in its application to particular plans, to a particular billing cycle, or to a period expiring on a stated date, and may be limited as to the total number of Organisations that may redeem it and as to the number of times any one Organisation may do so (one, unless otherwise stated). A code that is not recognised, has expired, has been fully claimed, has already been used by that Organisation, or does not apply to the plan or billing cycle selected, is simply not applied, and the ordinary price under clause 2 is charged; such a refusal is notified to the Customer at checkout and does not of itself prevent, invalidate, or delay the subscription. A code is treated as redeemed only upon a charge being successfully raised, and not upon a checkout being commenced or abandoned.

(c) A discount reduces price only. A promotional price affects the amount payable and nothing else. It does not vary, enlarge, or otherwise affect the features, seats, retention period, usage limits, support level, or any other entitlement attaching to the plan subscribed for, all of which continue to be governed by clauses 2 and 5 above; and it does not entitle the Customer to any plan other than the one actually subscribed for.

(d) Duration, and the position upon renewal. Every code is issued upon one of two bases, which is stated to the Customer at the time the code is applied:

• (i) First charge only. The reduction applies to the charge raised at checkout and to that charge alone. Every subsequent renewal is charged at the full price then applicable to the plan and billing cycle concerned, and the Customer’s attention is specifically drawn to that consequence, most particularly upon an annual cycle, where the renewal charged twelve months later may materially exceed the amount first paid. The amount that will be charged upon a renewal is in every case stated in the advance notice given under clause 7(g) of our Cancellation Policy.
• (ii) Every charge (continuing promotional price). A continuing promotional price, being one applied to each successive renewal and not to the first charge alone, is not established by the entry of a code at checkout. A code tendered at checkout which purports to establish such a price is declined at that point and no charge is raised upon it. Where the Supplier agrees to a continuing promotional price, it is arranged with the Customer directly and given effect by the Supplier, upon such terms as are agreed in that arrangement. A change of plan, a change of billing cycle, a cancellation, or any other event terminating the subscription to which such a price attaches (including an upgrade, which under clause 6 above supersedes the subscription upgraded from) brings the promotional price to an end with it, and the Customer acquires no right to have it applied to any replacement subscription.

(e) The manner in which a discounted term is collected. The Supplier’s payment gateway providers maintain their own recurring-billing facilities, which are constrained as to the amounts they may be configured to collect and cannot collect a reduced first charge followed by charges at the ordinary price. Accordingly, where a reduction applies under (d)(i) above, the discounted term is collected as a single transaction, and a recurring arrangement at the ordinary price is established separately by the Supplier, commencing upon the expiry of that term. The Customer is accordingly subscribed, and renewal proceeds in the ordinary course at the price stated in the advance notice given under clause 7(g) of our Cancellation Policy. Where that arrangement cannot be established, the subscription does not renew automatically and the Customer must subscribe afresh upon its expiry if it wishes to continue, failing which the account proceeds through the sequence described in clause 2 of that Policy.

(f) Variation and withdrawal. The Supplier may at any time, and without notice, withdraw a code, deactivate it, alter its terms, or decline to issue further codes. Withdrawal operates prospectively only: it prevents any further redemption of the code and does not affect a redemption already made. The terms of a code are recorded as they stood at the moment of redemption, and a subsequent withdrawal, deactivation, expiry, or variation of the code does not operate retrospectively upon a discount already claimed, nor entitle the Supplier to recover, revoke, or re-price a reduction already given. Correspondingly, where the Supplier has quoted a reduced amount to a Customer at checkout, that amount is honoured in respect of the payment to which the quotation relates notwithstanding that the code may in the meantime have been withdrawn or fully claimed by others. A code stated to be subject to an expiry date, or to a limit upon the number of redemptions, ceases upon that date or upon the exhaustion of that limit to be capable of further redemption, without further notice.

(g) Statutory position. A discount code is a promotional offer within the meaning of section 34(2) of the Consumer Protection Act 68 of 2008, being an offer of a price reduction or concession, and the Supplier does not make any such offer with the intention of not fulfilling it, or of fulfilling it otherwise than as offered, as contemplated in section 34(3) of that Act; the Supplier fulfils every code according to the terms upon which it was issued and as stated to the Customer at the time the code is applied. In satisfaction of section 34(4) of that Act, the particulars stated to the Customer when a code is applied comprise: the nature and extent of the price reduction offered; the plan and billing cycle to which it relates; the steps required in order to receive the benefit of it, being the statement of the code at checkout and the successful completion of the charge; and the date or occasion upon which, and the basis upon which, the benefit ceases — whether by expiry, by exhaustion of the permitted number of redemptions, or by the reduction being confined to the first charge in terms of sub-clause (d)(i) above. Where an annual term has been acquired at a promotional price, that reduction is a discount granted in contemplation of the agreement enduring for its intended fixed term for the purposes of section 14(3)(b)(i) of that Act, and the entitlement reserved in clause 7(d)(iii) of our Cancellation Policy is reserved in respect of it. The treatment of an amount actually paid at a promotional price is governed by our Refund Policy.

9. Taxes

The prices displayed are the amounts payable in respect of an HTM LEDGR subscription. To the extent the Supplier’s own VAT registration status requires VAT to be levied on a subscription invoice, this will be reflected on the invoice issued by the Supplier’s payment gateway provider for that transaction. This is distinct from, and has no bearing upon, the VAT the Customer’s own business charges its clients, which remains entirely within the Customer’s own control via its account settings and its own responsibility, as set out in clause 1 of our Terms of Service.

10. Related policies

For the treatment of cancellation, see our Cancellation Policy. For the circumstances in which an amount may be refunded, see our Refund Policy.

11. Contact us

Questions concerning pricing: email support@htmledgr.com or use our contact page.