Payment Options¶

Organizations pay a monthly service fee to use Volgistics. Your monthly service fee includes around the clock access to Volgistics for up to two users (or more if you choose); automatic upgrades; automatic data backup; online application forms and opportunity directory; and online technical support. There are no software, licensing, upgrade, or support charges.

If you use the optional VicNet, VicTouch, or VicDocs modules, your service fee also includes unlimited around the clock access to these features.

The service level you choose for your account determines the amount of your monthly service fee. Service levels are based on the number of volunteers you track, the number of System Operators you want, and the VIC options you choose. Service fees start at just $9 USD a month. You can adjust your service level (up or down) as your needs change in the secure Volgistics Store.

Use the Pricing page on the Volgistics web site to determine the monthly service fee for your organization's needs.

Online Payment Security

Volgistics uses Secure Sockets Layer (SSL) technology to encrypt all of your personal information, including credit card number and check information, so that it cannot be read as the information travels over the Internet. SSL is the industry standard and among the best software available today for secure online commerce transactions. System Security explains more about how Volgistics protects your information.

Payment Methods¶

You can pay the monthly service fee for your account in two different ways:

Automatic payment (credit card)
Pre-payment (credit card, electronic check, or check)

These payment options are explained in more detail below.

Automatic payment¶

The easiest way to pay is through Automatic payments charged to a credit card.

With automatic payments, all you pay to get started is your first month's service fee. Thereafter the service fee is charged automatically to your credit card on a monthly basis. You can cancel at any time without further cost or obligation. Automatic payments make accounting simple--you don't need to remember to renew your account periodically or request checks. And, you can change your service level anytime without entering new payment information.

To start your account using automatic payment:

Visit www.volgistics.com.
Hover over Try or Buy on the menu at the top of the page and select Store.
Enter your nine-digit Volgistics account number.
Enter the Volgistics login name and password for a Volgistics Administrator, or the accounting access code for your account, and then click the Continue button.
If the account has two-factor authentication enabled, enter the single-use code and then click the Submit button. If two-factor authentication is not enabled, skip to step 6.
Choose the service level you want to start at and then choose Automatic payments as your payment method.
Provide your credit card information.
Follow the instructions in the Store to confirm your credit card information and checkout.

Volgistics charges your first month's service fee and activates your account right away. The day of the month you start automatic payments establishes your account's billing date, although you may change your monthly billing date after you start your account. Thereafter, Volgistics charges your credit card monthly on your account's billing date for the next month's service fees.

Four days prior to each billing date, Volgistics sends an email reminder to a billing contact that shows the amount to be charged and the date the charge will be made. If you cancel your account before the billing date, Volgistics will not charge your credit card, and no additional charges will be made. It is your responsibility to ensure that the billing contact's email address you provide for billing reminders is accurate and up to date.

If you ever need to update or change your credit card information, this can be done through the Store.

Pre-payment¶

With the Pre-payment option, you can pre-pay your service fee by check or credit card. Volgistics does not charge you automatically when you use this payment method. You will need to submit payment before the account's paid through date to ensure uninterrupted use of Volgistics.

To start your account with pre-payment:

Visit www.volgistics.com.
Hover over Try or Buy on the menu at the top of the page and select Store.
Enter your nine-digit Volgistics account number.
Enter the Volgistics login name and password for a Volgistics Administrator, or the accounting access code for your account, and then click the Continue button.
If the account has two-factor authentication enabled, enter the single-use code and then click the Submit button. If two-factor authentication is not enabled, skip to step 6.
Choose the service level you want to start at and then choose Pre-payment as your payment method.
Choose the number of months you want to pre-pay.
Make your pre-payment online by credit card or electronic check; or by mailing a check (payments must be made in U.S. funds).

You can get started with Volgistics right away if you pre-pay online.

If you mail your account payment, follow the paying by mail instructions. If you pay by check, your check will be transferred to our Accounting Department when it arrives. Once your check is received by our Accounting Department, Volgistics activates your account within two business days. Note that payments made online by credit card or electronic check can be processed more quickly than checks mailed to us.

To continue using Volgistics beyond the period you initially pre-pay, you can make additional pre-payments. Create an Invoice explains how to generate an invoice for new pre-payments. Once you have an invoice, you can submit payment by credit card or electronic check through the Store or by mailing a check.

Service Levels and Invoices

As noted above, your account's service level controls how many volunteer records you can track, how many users can access your account, and which optional modules are available. In contrast, the Order-Invoice is simply a document created as part of the pre-payment method to pay the service fee. By design, the invoice can have different levels selected than the account's current service level. This is necessary to allow accounts to plan for future changes.

Aside from the initial invoice to convert a trial account to a paid account, paying an invoice with a service level different than the service level currently in place for the account will not change the actual service level of the account. This allows organizations to control when service level changes take effect. An Administrator for the account, or someone with the Accounting Access Code, will need to Change the Account's Service Level when the organization wants their actual service level to change.

Switching Payment Methods¶

You can switch between the Automatic payment and the Pre-payment payment methods at any time. Just visit the Volgistics Store and choose the option to change payment methods.

Purchase Orders¶

While Volgistics does not accept purchase orders as payment, the Volgistics Store provides a way for organizations that have paper-based payment processing systems to generate invoices with purchase order numbers for their internal payment processing requirements.

When a trial account chooses to use the Pre-payment method to activate the account, Volgistics creates an Order-Invoice for you. Customers with existing accounts can make an invoice in the Volgistics Store. You can add a purchase order number to any Order-Invoice by using the Add a purchase order number option. You can then convert the invoice to a PDF file, or print a copy to use for internal payment processing.

When the purchase order is approved within your organization, mail your check to Volgistics. Volgistics activates or extends your service once the payment is received.

Please do not send your purchase order to Volgistics.

The payment process using purchase orders can take some time to complete so it is important to plan ahead. Billing Tips for Large Organizations has some helpful information on how to make sure the payment arrives on time.

Collecting service fee payments by credit card or check is one way we keep the cost of Volgistics low.

Accounts On Hold¶

There may be times when you are experiencing delays or other difficulties with making your payment by the date your account is due. Volgistics understands that these things happen, so you can be assured that your account will not be closed or canceled immediately should you not make a payment by the date your account is due. Instead, your account will be placed on Hold for up to 30 days. During that time, your account will remain open and accessible, but it will also be a bit more limited. Also no service fees will be owed for the time your account is on Hold.

Additionally, there may be instances when you need to make your account dormant. For example, you may use Volgistics for an annual event, and you only use the account for a portion of the year. Or, you may temporarily suspend volunteer service due to construction or a change in policy. In these cases, you can elect to place your account on Hold for anywhere from 1 to 12 months. This way you won't need to pay any service fees while you're not using the account and keep your account open until you're ready to start using it again.

Additional Terms¶

All rates and charges are in U.S. funds. Payments for charges must be made in U.S. funds.

Customers may review their account charges, payments, and service level, or change their service level, at any time.

If you increase your service level under Automatic payments, Volgistics charges your credit card a prorated amount to cover the additional service fees for the remainder of the current billing period. Thereafter your card is charged at the new service fee level. If you decrease your service level, there is not a refund for the amount already paid. However, Volgistics begins charging your account the new, lower service fee on the next billing date.

If you increase your service level under Pre-payments, Volgistics adjusts your account's paid through date based on the new daily service fee. If you decrease your service level, there is not a refund for the amount already paid. However, the new, lower rate will apply the next time you pay your service fee.

Volgistics has not changed it's service fee structure since the system was introduced in 2004. In the event that a change in service fees is to occur, Volgistics will alert the billing contact for your account at least 30 days in advance. With Automatic payments, the new rate is charged beginning on the first billing date following the new rate's effective date. With Pre-payments, the new rate applies on the new rate's effective date and the account's paid through date is automatically adjusted based on the new rate.

One way we keep Volgistics rates low is to reduce the cost of collecting service fees. We do this by collecting service fees online, or by check. For this reason we do not accept purchase orders as payment for service fees.

Customers may cancel their account and use of the service at any time using the Cancel option under Account Management in the Setup area. Any service fee already paid (or account credit balances) at the time of cancellation are non-refundable. If you use automatic monthly billing, Volgistics will cease billing your credit card for the monthly service fee when you cancel your account.

Please note: Most of our customers are not-for-profit organizations involved in a wide range of important community service, health care, recreational, educational, cultural, and civic endeavors. Our service fees are set with the fiscal realities common to not-for-profit organizations in mind. While some for-profit organizations also use the service, they typically do so as part of outside philanthropic efforts. For these reasons, the Volgistics service fees are the same for all.

The Volgistics Store