Plans, billing, plan changes, refunds, and what is included vs. what is quoted separately. Plain language. No surprises. If you want to cancel, see the cancellation policy — it's deliberately easy.
Last updated · 2026-05-28Five subscription tiers. Pick the one that fits your organization today; we make it easy to change later.
| Plan | Monthly | Best for |
|---|---|---|
| Rooted Access · Founding access | Free | Exploring the platform, providing feedback, joining the community |
| Rooted Core · Founding rate | $79/month | Small organizations · single site |
| Rooted Growth | $149/month | Organizations needing expanded workflows |
| Rooted Infrastructure | Starting at $299/month | Managed IT + Rooted OS bundled |
| Custom Systems | Custom quote | Advanced workflows and custom development |
The full feature breakdown lives at the pricing page.
All Rooted OS subscriptions are billed through Square. We chose Square because subscription card-on-file management is operationally clean, the fees are transparent, and Square's invoicing flow is the same one we use for Managed IT clients — so your billing relationship lives in one place.
What this means in practice: when you subscribe, you complete card entry on a Square-hosted page (PCI-compliant by default). Your card data never touches our servers. When you cancel, we cancel the Square subscription, which immediately stops billing. You can always view your billing history from inside the portal once that role-specific view is live; until then, we'll email a copy of every invoice.
We do not use Stripe, PayPal, or any other processor for Rooted OS subscriptions. If you see a reference to another processor anywhere on the site, it's an error — please email dante@oliveroottech.com and we'll fix it.
Move up a plan at any time. The new rate is pro-rated against your current month — you pay the difference for the remainder of the period, then renew at the new rate.
Move down a plan at any time. The new rate takes effect at the start of your next billing cycle (no mid-cycle refund). Your current plan stays active through the cycle.
If your organization needs to pause — summer break, seasonal closure, leadership transition — email us. We can suspend billing for up to 90 days and reactivate when you're ready. No fee.
Subscriptions cover the software. They do not cover the work of getting your organization on the platform.
Implementation is a one-time setup engagement: typically $300–$1,500+ depending on org size, number of workflows to migrate, and on-site visit count. Includes:
You'll see the implementation quote before any subscription starts. Implementation is invoiced separately from the monthly subscription, typically 50% at start, 50% at launch.
Managed IT is a distinct service line from Rooted OS software. It is included in the Rooted Infrastructure tier. For all other tiers, Managed IT is quoted separately and billed on its own monthly cycle.
Managed IT typical pricing:
See the Managed IT page for what's included.
Bespoke dashboards, custom workflows, automations, websites, forms, or integrations beyond the standard Rooted OS feature set are scoped as fixed-bid engagements on top of any subscription. Email us for a quote.
| Situation | What happens |
|---|---|
| Cancel mid-month, monthly plan | Service runs to end of month; no further charges. No mid-cycle refund. |
| Cancel mid-year, annual plan | Pro-rated refund of the unused months, minus a 10% admin cost. |
| Cancel within 14 days of first paid month | Full refund of that month. |
| Cancel during an active setup engagement | You pay for the work done; remainder of the setup fee is refunded. |
| Cancel because we broke something material | Pro-rated refund + written postmortem. You shouldn't pay for our failure. |
| Duplicate or accidental charge | Refunded in full within 5 business days. |
If a Square charge fails (expired card, insufficient funds, bank decline) we'll email you the same day. Service stays active for 7 days while you update your payment method.
If the payment isn't updated within 7 days, the subscription enters past due state — service continues but a notice appears in your portal. After 14 days of unresolved past due, we pause the account and reach out personally before any termination. We don't shut anyone off without talking first.
Every successful charge generates a Square receipt that emails to your billing contact. A copy of every invoice is also sent to dante@oliveroottech.com for our records.
For organizations that need consolidated quarterly or annual statements (common for nonprofit board reporting), we issue those on request — email us by the 5th of the following quarter and we'll have a statement to you within 3 business days.
One email, one human reader. Billing questions answered within one business day.