1. The rule in one paragraph

SpendNotify charges are final. Your finance team pays for a period of monitoring, alerts and reporting, and that period is not bought back once it starts. Three exceptions exist, listed further down, and each one has to be supported by records. Turning off renewal is something an admin can do at any moment, and it affects only future periods.

2. What the subscription covers

Every plan is a flat monthly or yearly subscription for the whole company, sized by the number of monitored employees and cards on the pricing page. The fee pays for the platform being switched on for your company during the period: card feeds watched, budget thresholds checked, alerts routed to approvers and reports generated. It is not a charge per alert, per card or per transaction reviewed, and it is earned in full on the first day of the period whether your team opens SpendNotify daily or never.

The demo runs the real monitoring engine on sample card spend, and the pricing page lists each plan's limits, so the purchase is fully visible beforehand. By subscribing you ask us to start the service immediately, and any statutory right of withdrawal or cooling-off period that might apply ends once we have started at your request.

3. Situations that never qualify

A refund, full or partial, is not given because:

your company switched to another spend tool, changed card provider, or no longer needs alerts;
nobody connected cards, set budgets or acted on alerts during a paid period;
an alert arrived later than you expected, a threshold was set too high or too low, or an automated category or anomaly flag was not what your team would have chosen;
your bank, card issuer or accounting system delayed, limited or changed the data it sends;
you bought a plan for fewer or more monitored employees than you needed, or the monthly term instead of yearly;
the subscription renewed because nobody turned off renewal in time, or it was turned off shortly after a renewal;
a renewal was collected on a retry after an earlier attempt failed, when the new period had already opened;
someone assumed the plan was a one-off payment, although the pricing page, checkout, confirmation email and billing settings all say it renews;
a colleague or former employee with shared credentials used the account;
time is left in the period after cancelling. Access continues to the end of the paid period and is not pro-rated.

4. The three exceptions

We return money only in these cases, only where our records and those of the payment operator support the claim, and only up to the charge in question.

Duplicate billing. A fault in our billing charged your company twice for the same period.
Unauthorised use of a card. A card was charged without the cardholder's authority, it is reported to us within 14 days of the charge, and the records confirm it. A statement on its own is not proof, and we may ask for confirmation that the card issuer has been told.
Complete outage. A confirmed fault on our side left SpendNotify entirely unusable for a continuous period, you reported it while it was happening, and we could not restore service. Partial slowdowns, a single feature failing, or issues with your own network, browser or integrations are excluded.

An approved refund goes to the original payment method, never exceeds what was paid for the affected period, and is our full and final liability for it. Approving one refund creates no right to another.

5. Raising a request

An account admin emails [email protected] from the address on the account, within 14 days of the charge, with the charge date, the amount and which exception applies. Requests sent later, from another address or by another route are not reviewed. We work through them in the order received and do not reopen declined requests.

6. Cancelling and renewal

Turning off renewal in billing settings stops the next charge. It does not reverse a charge already taken, and your company keeps full access until the paid period ends. Without cancellation, the plan renews for another month or year. A renewal payment that fails stays due and is retried.

7. Evidence we hold

Requests and disputes are decided on records: acceptance of the terms of service at checkout, the account activity log (sign-ins, cards connected, budgets set, alerts sent and acknowledged, exports), and the payment record held by the payment operator, including the 3D Secure authentication result.

8. Card disputes

Filing a chargeback with your bank before contacting us through the process above breaches our terms of service. We will submit the records listed here to the payment operator, and the account may be closed.

9. Earlier purchases and contact

Subscriptions bought before October 14, 2026 stay on the terms in force on their purchase date. Everything bought or renewed from that date follows this policy. Billing questions go to [email protected].

Refund policy