Subscription, Billing and Payment Terms

1. Scope and relationship to other terms

These Subscription, Billing and Payment Terms ("Billing Terms") govern how Olympus Pay Proprietary Limited ("Olympus Pay", "we") charges for Arubis and how customers pay. They form part of the Terms of Service. Where these Billing Terms and the Terms of Service deal with the same matter, these Billing Terms prevail on questions of price, billing and payment.

We have set them out separately because billing raises practical questions that customers ask most often: what they will be charged, when, how, what happens if a payment fails, and how to pay less or stop paying. We would rather answer those questions clearly and in one place than leave customers to piece the answers together.

These Billing Terms apply to customers that subscribe to a paid plan, and to customers on the free plan to the extent they describe what is free and how a paid plan can be chosen.

2. Plans and tiers

Arubis is offered in tiers ("Plans"). Each Plan includes a defined set of features and limits, which are described on our pricing page and within Arubis at the point of purchase. At the date of these Billing Terms the Plans are:

Premium functions are free until 1 December 2026. From that date Premium is charged at United States dollars nineteen (USD 19) per Organisation per month on monthly billing, or at the annual price shown at checkout on yearly billing, unless the customer chooses the free plan. Features included in the free plan remain free after that date.

The features and limits of each Plan at the time you subscribe or renew are those shown at that time. We may improve a Plan by adding features at any time. We will not remove a material feature from a Plan during a billing period you have already paid for; where we change a Plan's features at renewal, we will tell you in advance, as described in section 12.

Some features may be offered as optional add-ons to a Plan, priced separately. An add-on is billed on the same cycle as the Plan to which it is attached unless stated otherwise.

3. Monthly and yearly billing

You may choose to pay for a paid Plan monthly or yearly ("billing cycle"). The price for each cycle is shown before you confirm.

Monthly billing charges the Plan price at the start of each monthly period. Yearly billing charges the annual price at the start of each yearly period; where the annual price is lower than twelve monthly payments, the saving reflects your commitment to the full year and is shown at checkout.

You can change billing cycle at any time:

Each Organisation has its own subscription, so a customer with several sets of books may choose a different Plan and cycle for each. Accounting practices that pay for clients' Organisations may be offered consolidated billing, on terms shown at the time.

4. Starting a subscription and trial periods

A subscription starts when you confirm a paid Plan and provide a valid payment method, or, during a free period such as the period before 1 December 2026, when you choose to continue on Premium. We will tell you before the end of any free period what you will be charged and when, and will not start charging you for Premium without your choice.

Where we offer a free trial, its length and the Plan to which it applies are shown when it starts. At the end of a trial, the Organisation moves to the Plan and billing cycle you have chosen. If you have not chosen a paid Plan, it moves to the free plan, and no charge is made.

Promotional prices, discounts and credits apply only for the period and on the conditions stated when they are offered, cannot be exchanged for cash, and do not carry over to a different Organisation unless we say so.

5. Automatic renewal

Paid subscriptions renew automatically at the end of each billing cycle for a further cycle of the same length, at the then-current price for your Plan, unless you cancel or change Plan before the renewal date. Automatic renewal ensures that your books do not lose features at an inconvenient moment, such as during a year-end close or a VAT return.

For yearly subscriptions, we will send a reminder to the owner of the Organisation at least fourteen days before renewal, stating the date and the amount, so that you have time to decide whether to continue. For monthly subscriptions, the renewal date and amount are always shown under Plan in Settings.

You authorise us, and our payment service providers, to charge your chosen payment method for each renewal. If you do not wish to renew, change to the free plan before the renewal date; you will keep paid features until the end of the cycle you have paid for.

6. Upgrades, downgrades and proration

You may move between Plans at any time from Settings.

Upgrades take effect immediately, so that you can use the new features at once. You are charged the difference between the price of the new Plan and the price of the old Plan for the remainder of the current billing cycle, calculated on a daily basis ("proration"), and the full price of the new Plan from the next renewal.

Downgrades, including a move to the free plan, take effect at the end of the current billing cycle. You keep the features of your current Plan until then, and are charged the price of the lower Plan from the next renewal. We do not refund the remainder of a cycle on a downgrade, because you continue to receive the higher Plan for the period you have paid for.

When a downgrade takes effect, features not included in the lower Plan become unavailable. Data created with them is not deleted; it remains in your books and in exports, and becomes available again if you upgrade. If the lower Plan has a limit you currently exceed, such as a number of users, we will tell you before the downgrade takes effect and will not remove users or data without your instruction.

The Account Closure and Data Erasure Policy explains how downgrades and closure work in more detail.

7. Prices, currency and taxes

Prices are shown in United States dollars unless a price in Botswana pula or another currency is displayed at checkout, in which case you are charged in the currency displayed. If your payment method is in a different currency from the price, your card issuer or bank may apply its own conversion rate and fees, which are outside our control.

Prices are exclusive of value added tax and other taxes unless stated otherwise. Where Olympus Pay is required to charge VAT under the Value Added Tax Act (Cap. 50:03), it is added at the applicable rate, currently fourteen percent, and shown separately. If your business is registered for VAT in Botswana, our tax invoice will show the details you need to claim input tax, and you should make sure that your business name, address and VAT number are correct in Settings before you are billed.

If you are located outside Botswana, you may be responsible for accounting for tax in your own country on the services we supply, for example under a reverse charge. You are responsible for any withholding tax that applies to your payments to us; if withholding is required, you must provide us with the certificate or receipt issued by the tax authority so that we can claim the credit, and you agree to gross up the payment where the law permits so that we receive the full price.

8. Invoices and receipts

We issue an invoice for each charge, and a receipt when it is paid. Invoices and receipts are sent to the billing email address you provide and are available under Billing history in Settings for at least seven years, so that you can keep them with your own records.

Our invoices to VAT-registered customers in Botswana are issued as tax invoices and contain the information the Value Added Tax Act requires. If you need an invoice corrected, for example because your business name changed, contact support@olympuspay.co and we will issue a credit note and a corrected invoice; we cannot alter an invoice that has been issued.

If you prefer, your Arubis subscription can be recorded automatically in your own books as a supplier bill from Olympus Pay, coded to software subscriptions.

9. Payment methods and processing

You may pay by debit or credit card, by Olympus Pay balance where you hold an Olympus account, and by any other method shown at checkout. Annual subscriptions for larger customers may be paid by bank transfer against an invoice, on terms agreed in writing.

Card payments are processed by a payment service provider on our behalf, or through Olympus Pay's own merchant services. Card details are entered into a payment form operated by the processor and are never stored on Arubis servers. The processor stores them securely in accordance with the Payment Card Industry Data Security Standard and gives us a token that allows us to charge the card for renewals without seeing its full number. We see only the card brand, the last four digits and the expiry date, so that you can tell which card is on file.

You must provide a payment method that you are authorised to use and keep its details current. If you replace a card, update it in Settings before the next renewal. By providing a payment method, you authorise us and our processor to charge it for all amounts due under your subscription, including renewals, upgrades and taxes, without asking you each time.

Your card issuer may require additional authentication, such as a one-time code, for some payments. If authentication is required for a renewal and cannot be completed automatically, we will ask you to complete it.

10. Failed payments

If a payment fails, for example because a card has expired or been declined, we will tell the owner and the billing contact by email and in Arubis, and will try again over the following days. Most failed payments are resolved by updating the card on file.

If a payment remains outstanding fourteen days after our first notice, we may move the Organisation to the free plan until the amount is paid. Moving to the free plan for non-payment never deletes data and never prevents you from exporting your books, because we will not stand between a business and the records it must keep by law.

When the outstanding amount is paid, paid features are restored at once. We do not charge interest or administrative fees on late payment of subscriptions, but we may refer amounts that remain unpaid for more than ninety days for collection, after giving you notice.

11. Refunds

Except where these Billing Terms or the law provide otherwise, fees are not refundable and no credit is given for partial billing cycles, unused features or unused periods. This reflects the fact that downgrades take effect at the end of the cycle, so that you always receive what you have paid for.

We will, however, refund or credit fees in the following cases:

Refunds are made to the original payment method within fourteen days after we agree them. Where that is not possible, we will pay them to a bank account in the customer's name.

12. Price changes

We may change the price of a Plan or the features it includes. Price changes take effect only at your next renewal after notice, and never during a billing cycle you have already paid for.

We will give you at least thirty days' notice of a price increase for monthly subscriptions, and at least sixty days' notice for yearly subscriptions, by email to the owner and billing contact and within Arubis. The notice will state the new price and the date from which it applies. If you do not wish to pay the new price, you may move to a lower Plan or the free plan before that date, without charge.

Changes in the rate of VAT or other taxes take effect from the date the law requires and are not price changes under this section.

13. Disputed charges and chargebacks

If you believe you have been charged incorrectly, please contact us at support@olympuspay.co before disputing the charge with your card issuer. We will investigate promptly and, if the charge was wrong, refund it. Most billing questions are resolved within a few days.

If you dispute a charge with your card issuer (a "chargeback") without first contacting us, we may move the Organisation to the free plan while the dispute is resolved. If the dispute is resolved in our favour, the charge stands and you remain responsible for it, together with any fee the processor charges us for the dispute. If it is resolved in your favour, we will restore your Plan for the period concerned.

Repeated chargebacks for valid charges may lead us to require an alternative payment method or to decline to provide paid Plans.

14. Cancellation

You may cancel a paid subscription at any time, by moving the Organisation to the free plan from Settings. Cancellation takes effect at the end of the current billing cycle. You will not be charged again, and you keep paid features until then.

Cancelling a subscription does not close your books. To close an Organisation, or your own login, follow the steps in the Account Closure and Data Erasure Policy. Closing an Organisation with an active paid subscription cancels the subscription.

We do not require you to give a reason for cancelling, to speak to anyone, or to complete any step that is harder than subscribing was. We may ask why you are leaving, so that we can improve, but answering is optional.

15. Accounting practices and resellers

An accounting practice may pay for the Organisations of its clients. Where it does, the practice is the customer for billing purposes in respect of those Organisations and is responsible for paying for them, while the client remains the owner of its books and its data.

If a practice stops paying for a client's Organisation, the Organisation moves to the free plan at the end of the paid cycle, and the client may choose to pay for it directly. A practice cannot prevent a client from accessing or exporting its own books because of a billing dispute between them.

Resellers and partners may sell Arubis subscriptions only under a written agreement with us. Where you buy through a reseller, the price and payment terms are those agreed with the reseller, but these Billing Terms otherwise apply.

16. Records, security and privacy of billing data

We keep billing records, including invoices, receipts and payment references, for the period our own tax and company law obligations require, which is at least seven years. They are kept even if you close your books or your login, in a restricted state, and used only for that purpose.

Billing data is processed in accordance with the Privacy Policy. Card data is handled only by our payment processors. We use the billing information we hold only to bill you, to comply with law, to prevent fraud and to answer your questions about your account.

17. The free plan

The free plan is genuinely free: we do not ask for a payment method to use it, it has no time limit, and its core accounting features remain free after 1 December 2026. It exists because every business, however small, should be able to keep proper books.

To keep it sustainable, the free plan has limits, for example on the number of users, the volume of documents read by Athena, or advanced automation, which are shown on the pricing page. If an Organisation's use of the free plan places an unusual load on the platform, we may ask it to move to a paid Plan; we will explain why, and the Organisation may export its books at any time.

We may change the features and limits of the free plan on at least sixty days' notice. We will not remove the ability to record transactions, keep a ledger, produce the core financial statements or export your books from the free plan.

18. Custom agreements

Larger customers, public bodies and accounting practices may agree custom pricing, payment terms, invoicing in pula, purchase orders or service commitments with us in a signed order form. Where they do, the order form prevails over these Billing Terms on the matters it addresses, and these Billing Terms apply to everything else.

If your organisation's procurement rules require a particular form of contract, tax clearance certificate, supplier registration or other documentation, contact support@olympuspay.co and we will help you complete what is needed.

19. Contact and changes

Questions about billing, invoices or refunds may be sent to support@olympuspay.co. Please include the name of the Organisation and, where relevant, the invoice number.

We may update these Billing Terms. Changes that affect the price you pay or the way you are billed will be notified in advance as described in section 12 and in the Terms of Service. Other changes take effect when published on our legal pages.