Subscription Guide
BillKit offers two subscription tiers: Basic and Pro. This guide explains the differences, limits, and how to manage your subscription.
Subscription Tiers Overview
Basic Tier
Cost: £0.00/month (completely free forever)
Limits:
- 1 business maximum
- 10 vendors (global across all businesses)
- 5 categories (global across all businesses)
- 25 expenses per month (rolling 28-day window)
- CSV exports only (no JSON)
- No invoice file bulk export (must download individually)
Best for:
- Personal expense tracking
- Testing BillKit before committing
- Very small businesses with low transaction volume
- Side projects or freelancers with minimal invoicing
No credit card required - Just download and start using BillKit.
Pro Tier
Cost: £2.99 per month
Limits:
- Unlimited businesses
- Unlimited vendors
- Unlimited categories
- Unlimited expenses per month
- CSV and JSON exports
- Invoice file bulk export (ZIP archives with all files)
Best for:
- Growing businesses
- Managing multiple companies or clients
- Businesses with high invoice volume
- Users needing comprehensive data exports
- Multi-company portfolio management
Basic Tier Limits
1 Business Limit
What it means:
- You can create only one business in BillKit
- Attempting to create a second business shows an upgrade prompt
When to upgrade:
- You start a second company
- You take on client work and need separation
- You want to track personal and business expenses separately
10 Vendor Limit (Global)
What it means:
- Total vendors across ALL businesses cannot exceed 10
- Since Basic tier only allows 1 business, this is effectively 10 vendors for that business
- Includes default vendor "Unknown Vendor" (counts toward limit)
Practical impact:
- If you work with more than 9 suppliers, you'll hit this limit quickly
- AI-processed invoices fail if new vendor would exceed limit
When to upgrade:
- You regularly purchase from 10+ different suppliers
- AI keeps failing because it tries to create new vendors
5 Category Limit (Global)
What it means:
- Total categories across ALL businesses cannot exceed 5
- Includes default category "Uncategorised" (counts toward limit)
Practical impact:
- You can only have 4 meaningful categories (plus "Uncategorised")
- Very broad categorisation only (e.g. "Supplies", "Services", "Travel", "Marketing")
- Not sufficient for detailed expense tracking or tax breakdowns
When to upgrade:
- You need detailed expense categorisation
- Tax reporting requires specific categories
25 Expenses Per Month Limit
What it means:
- You can create/process up to 25 expenses per rolling 28-day period
- Counter resets on a rolling basis (not calendar month)
- Attempting to add 26th expense shows upgrade prompt
How it's counted:
- Manual expenses count toward limit
- AI-processed invoices count toward limit
- Expense edits do NOT count (only creation)
- Expense deletions do NOT reduce count (can't delete to make room)
Checking your usage:
- Click "Manage Subscription" in the sidebar
- Shows "X / 25 expenses used"
When to upgrade:
- You process more than 1 invoice per weekday
- You have weekly recurring expenses
- You're consistently hitting the limit
Subscription Status
To check your limits or subscription details:
- Click "Manage Subscription" in the sidebar
- Subscription screen opens showing:
- Current Plan - Basic or Pro
- Price - Monthly subscription cost (Pro only)
- Status - Active, Cancelled, Expired
- Next Renewal Date - When next payment is due (Pro only)
- Usage Statistics - How close you are to limits (Basic only)
- Businesses: X / 1
- Vendors: X / 10
- Categories: X / 5
- Expenses (Last 28 Days): X / 25
Usage stats are updated in real-time. After creating a business, vendor, category, or expense, refresh the subscription screen to see updated counts.
Upgrade Prompts
When you hit a limit on the Basic tier, BillKit shows an upgrade prompt explaining the limit and offering to upgrade.
Where prompts appear:
- Creating a 2nd business - Prompt when clicking + in Businesses screen
- Creating an 11th vendor - Prompt when clicking + in Vendors screen or Quick Add Vendor
- Creating a 6th category - Prompt when clicking + in Categories screen or Quick Add Category
- Creating a 26th expense in 28 days - Prompt when clicking + in Expenses screen or Process Files
- Exporting with JSON format - Prompt when selecting JSON export (Pro feature)
Prompt content:
- Explains which limit you hit
- Shows current usage vs limit
- Offers upgrade to Pro
- Includes pricing information
- "Subscribe Now" button to start subscription
- "Cancel" button to dismiss the modal
Upgrading to Pro
To upgrade from Basic to Pro:
- Click "Manage Subscription" in the sidebar
- When the modal window opens, click the "Subscribe to BillKit Pro" button
- Confirm subscription
- Subscription activates immediately
- All limits are removed
Cancelling Your Subscription
To cancel Pro subscription:
- Click "Manage Subscription" in the sidebar
- Click "Manage Subscription" again in the modal window that opens
- Your mac will open the app store on your machine and shows you your active subscriptions.
After cancellation:
Once your subscription expires:
- You can continue using BillKit with Basic tier limits
- If you exceed limits (e.g. have 20 vendors), you can view but not add more
- No data is deleted - all businesses, expenses, vendors, categories remain intact
Re-activating Pro
- Click "Manage Subscription" in the sidebar
- Click "Manage Subscription" again in the modal window that opens
- Your mac will open the app store on your machine and shows you your active subscriptions.
- You can re-activate Pro from there.
Pricing and Billing
Billing cycle:
- Pro subscription is monthly
- Charged on same day each month
- First charge happens immediately on upgrade
- Subsequent charges on monthly anniversary
Payment methods
Payments are handled through the app store
Currency
Pricing should be shown in your local currency
Refunds
Apple is responsible for processing refunds where deemed appropriate.