This article guides you through accessing and managing your Link My Books subscription and billing details.
Accessing Your Billing Page
Only the owner of a Link My Books account has access to the billing and subscription management page. If you are an additional user, please request the account owner to perform these actions.
To access your billing page:
Log in to your Link My Books account.
Click on the account dropdown menu (usually your name or profile icon) in the top right corner of your dashboard.
Select 'Billing' (or similar option) from the dropdown list.
Billing Page Overview: Available Tabs
Once on the billing page, you will find three main tabs to manage different aspects of your subscription:
1. The 'Billing & Subscriptions' Tab
This is the first tab you'll typically see. Here, you can manage your core billing information:
View or Change Business Address: Update your company's billing address.
Manage Payment Method: Update your credit card details or other payment information on file.
2. The 'Invoices' Tab
The 'Invoices' tab provides a comprehensive list of all your past Link My Books subscription invoices.
View & Download: You can view detailed invoices and download them for your records.
Send to Accounting Software: You have the option to send these invoices directly to your Xero accounting software.
Auto-Post for Xero: If you are using Xero, you can also set up an option to automatically post your subscription invoice, streamlining your expense recording.
Pro-rata Invoices: After upgrading your subscription, updated invoices reflecting billing changes can be found here.
Account Credits: Any positive account balances arising from subscription changes, such as credits or prepayments, will automatically apply to future invoices and may result in zero balances until the credit is used.
3. The 'Plans' Tab
The Plans tab is where you can view your current Link My Books subscription, see available plan options, and make changes when needed. Subscription tiers on Link My Books are tailored to different business sizes and sales volumes, considering factors like monthly order counts, connected sales channels, and historical data requirements.
Why do I see an "Already subscribed" button? If your current order volume and connected sales channels are within your plan's limits, the Plans tab will show an "Already subscribed" status rather than an upgrade prompt. This simply means your current plan is the right fit for your usage. Upgrade options only appear when your usage is approaching or exceeding a plan threshold. If you would like to upgrade to a higher plan regardless of your current usage — for example to access additional historical data or increase your order allowance — please contact the support team who can arrange this for you.
How Plan Recommendations Work
To ensure your plan matches your usage, our system recommends the most suitable option based on:
Order volumes – We calculate your average monthly order count over the last 12 months.
Connected sales channels – We check how many channels you have connected compared to your plan's included limit.
Additionally, businesses requiring historical data can benefit from plans like the 1K Lite plan, supporting up to 1000 orders/month and allowing three months of historical data access. For extended access beyond the standard 12 months see this help article.
Automatic Upgrades
Plan upgrades are triggered when monthly average order volumes (12-month rolling) exceed plan limits or recent orders in the past 30 days surpass thresholds.
Users will receive an email notification before an upgrade, giving them 7 days to adjust. If you believe you have been upgraded in error and did not receive a notification, please contact the support team straight away.
Plan changes like upgrades are automated for higher usage; however, manual upgrades for anticipated growth are also possible if needed.
Manual Downgrades
If your usage later drops below your current plan's limits, you can manually downgrade at any time from the Plans page. Downgrades are not automatic.
Seasonal peaks: If your business has a busy season (e.g. Christmas) that triggers an automatic upgrade, remember to revisit the Plans tab once your order volumes return to normal and manually downgrade if eligible. Plan changes only affect future billing cycles — they do not apply retroactively, so months already billed at a higher plan rate will not be refunded unless there has been a billing error. If you believe a billing error has occurred, please contact the support team.
💡 Removing a sales channel does not automatically change your plan. If you disconnect or remove a sales channel (e.g. going from 5 channels to 4), your subscription plan will not downgrade automatically. Plan recommendations on the Plans tab are based on your current order volume and channel count — so after removing a channel, visit the Plans tab to check whether a lower-tier plan is now available for you. For example, removing a channel from 5 to 4 does not move you below the Pro plan threshold (which covers 3–5 channels), so your plan may remain the same unless your order volumes have also dropped.
Changing Your Plan
You can review plan tiers, features, and pricing at any time. To downgrade manually:
Go to the Plans tab.
The system will show your required plan.
Follow the on-screen steps to change your plan.
Pro Rata Billing
If your plan is changed mid-billing cycle, you'll only be charged a pro-rated amount for the remaining period in that cycle.
Discounts and Coupon Codes
Link My Books occasionally offers discount or coupon codes, which can be applied to your subscription. Here's how they work:
How Discounts Are Applied
New subscriptions: If you apply a discount code when first subscribing, the discount takes effect immediately on your first invoice.
Existing subscriptions: If a discount or coupon is applied to an existing subscription, it will typically take effect from your next billing cycle. Your current billing period will not be adjusted retroactively.
Duration: Some discounts are permanent (applying to all future invoices) while others are time-limited (e.g. 3 months, 6 months). The specific terms will be communicated when the discount is offered.
Subscriptions Billed Through Shopify
If you subscribed to Link My Books through the Shopify App Store, your billing is managed by Shopify rather than directly by Link My Books. In this case, Link My Books discount and coupon codes cannot be applied to your subscription, as these codes are designed to work with our direct billing system only.
If you have a discount code and would like to use it, you can switch from Shopify billing to direct Link My Books billing by following these steps:
Let your current Shopify billing period run to the end.
Cancel your subscription through Shopify.
Resubscribe directly through Link My Books, entering your discount code during sign up.
Your account data, settings and connected sales channels will not be affected by switching billing method. If you need help with this process, please contact the support team and we will guide you through it.
What to Do If Your Discount Isn't Showing
If you've applied a coupon code but don't see it reflected on your billing page:
Check the Invoices tab — the discount may appear as a line item on your next invoice rather than changing the displayed plan price.
Confirm that the discount applies from the next billing cycle, not the current one. If you applied the code mid-cycle, you may need to wait until your next invoice date to see the change.
Verify the coupon code was accepted — if you received an error when entering the code, it may have expired or may not be valid for your plan type.
If you've followed the steps above and your discount still isn't appearing, please contact the support team with the coupon code you used and the date you applied it. We can verify whether it was applied correctly and ensure it takes effect on your account.
Failed Payments
If a subscription payment fails, Link My Books will notify you by email and attempt to contact you to update your payment details. Here is what to expect:
Automatic retries: Our payment provider (Stripe) will automatically retry failed payments over several days. In many cases, the payment will succeed on a subsequent attempt without any action needed from you.
Settlements may pause: While your payment is outstanding, settlements may stop auto-posting to your accounting software (Xero or QuickBooks). This will resume once the payment issue is resolved.
Plan downgrade: If a failed payment remains unresolved, Link My Books may proactively downgrade your subscription to a plan that matches your current order count. You will be informed of this by email.
How to resolve: Update your payment method in the Billing & Subscriptions tab, then pay any outstanding invoice. If your settlements have not resumed or you need your plan reinstated, please contact the support team.
💡 Payment already gone through? If you received a failed payment email but later see that the charge has appeared on your bank statement, this is likely because Stripe's automatic retry was successful. You can confirm this by checking the Invoices tab — if the most recent invoice shows as paid, no further action is needed.
Refund Policy
Link My Books is a monthly rolling subscription with no lock-in contract, so you can cancel at any time with no minimum commitment.
Subscription Payments
We do not offer refunds on subscription payments that have already been taken. However, if you cancel, your subscription remains active until the end of your current billing period, so you will always get the full month (or year) you have paid for. Since there is no minimum commitment, you are free to try the service and cancel if it is not the right fit.
Historical Data Bundles
Historical data bundles are a one-off purchase and are non-refundable. The bundle is available when you first set up your account and can only be purchased once, as part of your initial subscription setup.
Important: If you disconnect your sales channel and reconnect it later, your previously imported historical data will not carry over. You would need to purchase a new historical data bundle to import that data again. We recommend making sure your sales channel connection and account setup are fully in place before purchasing a historical data bundle.
Cancelling Your Subscription
To cancel your Link My Books subscription, please contact the support team via the blue chat icon on the bottom right of any page or by emailing [email protected]. Cancellations cannot currently be processed through the billing page directly.
Once your cancellation is confirmed:
Your subscription will remain active until the end of your current billing period.
After that date, you will have read-only access to your account for 90 days.
After the 90-day read-only period, all your data will be permanently deleted. If you would like your data purged sooner, please let the support team know when you request cancellation.
If you have any questions about this article or feedback on how we could make it better please reach out to the support team via the blue chat icon on the bottom right of the page or via email to [email protected].