📝 Overview
It is important that your account's payment information is up to date, as missed payments can cause your account to be disabled, which prevents your Staff Members or Customers from creating or managing appointments. In this article, we’ll review how to manage your subscription and answer some common questions about billing and payments.
⛔️ Please note: In order to manage billing and payment information for your subscription, you must be a Headquarters Administrator.
🗓️ Subscription Billing Periods
You can choose to pay each month (monthly billing) or once per year (annual billing) for your account's subscription. Below are steps to view your subscription's billing cycle and how to access your Billing History to download invoices, monitor payment/invoice dates, amounts invoiced/paid and how invoices were paid.
Click here to learn more about how to access your Billing History
Click here to learn more about how to access your Billing History
Click on Settings tab.
Click on Billing History tab on the left.
Click here to learn more about Account Options and Pricing
Click here to learn more about Account Options and Pricing
To change your Billing Cycle, please contact our Sales Team by submitting a support ticket. The day your Billing Cycle has been updated will become your new billing date.
To view if your account is being billed monthly or yearly, please follow the instructions below:
Click on Settings tab.
Click on Account Options and Pricing tab on the left.
💳 Payment Methods
In most cases, a credit card is entered when an account is activated. Below we will cover how to manage your payment methods for your account's subscription. In this section, we'll cover reviewing, updating and adding Billing Contact information and payment methods.
Click here to learn more about accessing your Payment Information
Click here to learn more about accessing your Payment Information
Click on Settings tab.
Click on Payment Information on the left.
Click here to learn more about adding a credit card as Payment Method
Click here to learn more about adding a credit card as Payment Method
Click on Settings tab.
Click on Payment Information on the left.
Click on Add Payment Method. In the pop-up window, enter in the details of your credit card. The address information should match the information on file with the bank or credit card company. When you’ve completed the form, click the Add Payment Method button.
Click here to learn more about updating existing credit cards
Click here to learn more about updating existing credit cards
Click on Settings tab.
Click on Payment Information on the left.
Click on Edit button for the credit card you want to update/edit.
Click here to learn more about Mailing a Check
Click here to learn more about Mailing a Check
To mail in a check for your subscription, please use the following address. You may use this address for overnight or courier-handled payments.
Billing Name and Address:
StormSource, LLC (DaySmart Appointments)
PO Box 845338
Dallas, TX 75284-5338
Click here to learn more about ACH Payment
Click here to learn more about ACH Payment
To receive ACH or wire instructions, please reach out to our Support team.
📞 Support Tiers
Multiple support packages aid in optimizing your experience and troubleshoot issues easily. All accounts automatically receive the Basic Support package, and you can upgrade to either Extended Support or Premium Support.
Click here to learn more about Support Tiers
Click here to learn more about Support Tiers
To upgrade your Support Tier, please contact our Sales Team by submitting a support ticket.
Once your upgrade is complete, your account will be billed or invoiced for a prorated amount based on the date of the upgrade. An invoice will be sent immediately to the email address listed in your Billing Contact section and will also appear in your Billing History tab.
To view which Support Tier you're subscribed to, please follow these instructions:
Click on Settings tab.
Click on Account Options and Pricing tab on the left.
🏢 Account Locations
When you add a new Location, it will be billed at your current subscription rate. For example, if you’re on the Gold Tier, each added Location will be charged the fee for Gold Tier. Any Marketplace Plugins enabled for those Locations will also add to your fees.
Click here to learn more about Account Locations Billing
Click here to learn more about Account Locations Billing
The Account Options and Pricing tab within your Settings tab shows your total number of Locations and a list of active Plug-ins with the number of Locations they’re enabled on.
⏰ SMB Account Overages
Learn how Appointment limits and overage fees apply to your plan, including alerts, billing, and recent updates. All changes to your Allocated Appointments (due to upgrades, downgrades, or manual overrides) are logged in our system for full visibility and accountability. Sales Reps may increase this limit if your business needs more flexibility, please reach out to Support if this applies.
Click here to learn more
Click here to learn more
📅 Appointment Limits & Overage Fees
Your monthly appointment capacity will reflect your subscription tier. The Appointment Date (not Creation Date) is used to determine which billing cycle an appointment falls into. If Appointments are made past the monthly limit, an overage fee of $0.10 per appointment will apply.
Plan | Monthly Appointment Limit |
🥈 Silver *see note below | 250 appointments |
🥇 Gold | 500 appointments |
⚠️ Please note: Silver packages are no longer being offered for new subscriptions. There are for reference purposes should your account be identified in these tiers.
Included Appointment Types:
Appointments
Events
Recurring Appointments/Events
Statuses That Count:
Scheduled
Confirmed
Completed
No Show
Custom Statuses (if configured)
Custom Statuses created for specific cancelled or rescheduled reasons will still count towards your Appointment totals. To avoid charges, you must use the Cancelled or Rescheduled Status.
Statuses That Don’t Count:
Cancelled
Rescheduled
🔔 Usage Alerts
To help you stay informed and avoid unexpected fees, the system will notify you when your usage hits. At 100%, an email is also sent to our Sales team to offer assistance and possible upgrade options.
90% of your limit
95% of your limit
100% of your limit
🧾 How Billing Works
Overage charges are applied in your next billing cycle. The system uses appointment dates (not creation dates) to track monthly usage.
If your billing cycle is the 2nd of the month:
On August 2, you’ll be billed for:
August subscription fee
Overage fees from July 2–August 1
🔄 Plan Upgrades & Downgrades
When You Upgrade Mid-Month:
Your appointment limit is increased immediately
Usage alerts reset to reflect the new tier
Overages are calculated based on the new plan
When You Downgrade:
Your appointment limit is automatically updated to the new tier
If you had a custom limit above the new tier’s default, we’ll ask whether you want to:
Keep your higher custom limit
Reset to the lower plan’s default
💡 Pro Tip: Plan ahead to avoid overage fees. If your scheduling needs exceed your plan’s limit, consider upgrading to a higher tier. This can be more cost-effective than accumulating overage charges.
💎 Platinum Account Overages
Platinum account's will have a certain amount of Appointments and SMS Notifications included (per Location, if multiple) in your monthly invoice. To discuss how many Appointments are included in your subscription, please contact a Sales Consultant via chat or support ticket.
Click here to learn more
Click here to learn more
The cost breakdown is listed below:
📅 Appointments
$0.10 per appointment over the included monthly limit.
📱 SMS Messages
$0.07 per SMS over the included monthly limit.
🧠 Example:
🚨 Effective Dates
Platinum Overages will be launched early 2026, Effective Dates are listed below.
Platinum accounts with a billing cycle starting on or after March 1, 2026
→ Overages will be calculated for that billing periodOverages will appear on invoices generated on or after April 1, 2026
🔔 Usage Alerts
To help you stay informed and avoid unexpected fees, the system will notify you when your usage hits. At 100%, an email is also sent to our Sales team to offer assistance and possible upgrade options.
90% of your limit
95% of your limit
100% of your limit
🧾 Additional Invoicing
Depending on your account's needs, you may notice additional invoicing for different features. These charges will always be itemized, either within your monthly or annual invoice or within their own invoice that you can access within the Billing History tab.
Click here to learn more about Additional Invoicing
Click here to learn more about Additional Invoicing
Below you will find example invoices of additional itemized charges you may see and what they mean.
📱 SMS Credits
Depending on how you have structured your SMS Credit refills, you may see the package of SMS Credits within their own invoice or included in your monthly invoice.
🤝 Extended or Premium Support
If you have upgraded support plans such as Extended or Premium Support, you will notice the itemized charge for the respective plan in your monthly or annual invoice.
❓ Frequently Asked Questions (FAQs)
Find answers to common questions or additional details that may not be covered in the main instructions.
Click the arrow to view frequently asked questions
Click the arrow to view frequently asked questions
Can I change my subscription Tier?
Click below to see the answer
Click below to see the answer
If your business requirements no longer match your subscribed tier, our Sales team can help you select the right Tier. Contact a team member using the Support Chat so we can help guide you on this selection.
Why does my account show as past due?
Click below to see the answer
Click below to see the answer
There are several reasons why your account may be past due. In most cases, it is due to outdated billing or payment information. You may resolve this issue by updating the payment methods available for your account.
The billing contact for your account will receive an email notice 5 days prior to your account is disabled. Please review your billing contact and credit card information in the Payment Information section of your account Settings area.
Am I able to change my Bill date?
Click below to see the answer
Click below to see the answer
Your bill date is set to your subscription date and can’t be changed manually. It will update automatically if you upgrade your plan or switch from monthly to annual billing.
How can I avoid account disablement?
Click below to see the answer
Click below to see the answer
If a payment fails, your account will be disabled—after 5 days for Gold Tier and 20 days for Platinum. Keep your payment info current to avoid interruptions. Larger, multi-location accounts may qualify for custom billing terms; please contact our support team for details.
How do I cancel my account/subscription?
Click the arrow to see the answer
Click the arrow to see the answer
⚠️ Please Note: If you signed up for a free trial but have not yet subscribed, there is no need to submit a cancellation request to close your account.
Please review the options below to see if any apply to your situation before proceeding:
Seasonal Business – If your request is because your business is seasonal and you'd like to maintain your account settings and data for future use, you might benefit from placing your account in Maintenance Mode. To place your account in Maintenance Mode, please contact our billing department by reaching out to our support team through your account and selecting DaySmart Billing as the category.
Missing Feature – Many clients do not realize that features they need may already be available but not visible in the base system. If you have not already spoken with our support team, please allow us to check whether your desired feature is already part of our system. In some cases, features may already be in development and nearing release!
If you still wish to cancel your account/subscription, please reach out to our Support team and request to speak to a live agent.
How do I locate my Account Number?
Click the arrow to see the answer
Click the arrow to see the answer
Click the Settings tab and within the Location Information page, you'll the account number on the top right starting with the letters AP.
What are Strong Passwords?
Click the arrow to see the answer
Click the arrow to see the answer
Strong passwords are used to reduce the risk of a security breach; however, they do not substitute as the only method for adequate security controls. Your organization may choose to employ other safeguards to minimize potential security risks.
Strong passwords for Customers and Staff Members will require the following:
At least 8 characters, but no more than 20 characters
At least 1 upper case letter & 1 lower case letter
At least 1 number
Cannot contain your name
Cannot be the same as your login or contain your login
Cannot be a reversal of the letters in your login
Must be a unique password each time you reset it
Passwords cannot be used more than once
💡 If you still require assistance, please log into your account and submit a support ticket or chat with an agent.