Pricing

A member counts toward your co-op's billed member count for a given month if either of the following is true:

• They were active on the 1st of the month — their account was in an active state at midnight (in your co-op's timezone) when the month began.
• They placed an order during the month — they added at least one item to an order that was open during that calendar month.

A member who meets either condition is counted once. Here are some common examples:

All dates are calculated in your co-op's timezone — not UTC. An order opening at 11:30 pm on 31 March UTC may fall in April under a New Zealand timezone and would count toward April's bill.

The active-at-start snapshot is taken at midnight on the 1st and is immutable — late-month deactivations do not reduce your tier for that month.

Monthly plan: Your plan automatically moves to the next tier on your next invoice — no action needed. The admin dashboard shows an amber warning when you are within two members of your tier limit, and a red warning if you have already exceeded it, so there are no surprises at month-end.

Annual plan: Because you have paid upfront for a specific tier, upgrading is not automatic. When you reach your member limit, an admin must explicitly move to the next annual tier before new members can be added. You'll see a clear prompt in the dashboard when you are approaching or at your limit.

Monthly plan: Your plan automatically moves down to the lower tier on your next invoice. You only ever pay for the tier that matches your actual billed member count each month — there's nothing to cancel or downgrade manually.

Annual plan: The tier you paid for remains active for the full year. If you shrink, you won't receive a partial refund for unused capacity, but you won't be charged more either.

Pay for 10 months upfront and get the full 12 months of access — that's 2 months free. Annual invoices are issued via Xero at the start of the billing year. You lock in a specific tier for the year, which means you won't be auto-upgraded if your member count grows — you'll need to explicitly upgrade your plan if you reach your tier limit.

Bulk Buddy sends one invoice (monthly or annual) to the co-op admin via Xero. How admins collect that cost from their members is entirely up to them — bank transfer, cash, a kitty, whatever suits the community. Bulk Buddy never bills members directly.

If you'd like help tracking which members have paid their share, turn on Member Fee Tracking in your co-op settings. It calculates each member's share automatically and lets you mark them off as they pay.

Yes. New co-ops pay nothing until the 1st of the next full calendar month. A co-op that signs up on 15 March pays nothing for March — the first invoice covers April and arrives on 1 May. No card required to get started.

Yes. You can move from monthly to annual billing at any time — the annual plan begins on your next billing cycle. Switching from annual back to monthly takes effect when your current annual term ends.

You'll see a banner across the admin dashboard and we'll send a follow-up email. That's it — we don't lock you out or restrict any features. Bulk Buddy is built for community volunteer organisations, not enterprises.

Invoicing is handled through Xero. Bulk Buddy never sees, handles, or stores card information. We do store optional bank account numbers to assist members in paying for their orders via internet banking.