Payment Options

Organizations pay a monthly service fee to use Volgistics. There are no software or licensing charges; and no extra charges for Volgistics support or upgrades.

Your monthly service fee is all-inclusive and is based on the service level you choose. There are two ways to pay for Volgistics:

Volgistics has a secure online Store where you make payments and manage your account's payment settings. Click the Store link to the left when you're ready to visit the Store.

Service level

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 if you want to use the VicNet, VicTouch, and VicDocs options. Service fees start at just $9 a month. You can use the Price Calculator to find out what the exact monthly service fee will be for the service level that suits your current needs. You can adjust your service level (up or down) at any time, as your needs change.

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 payment makes accounting simple: you don't need to remember to renew your account periodically or request checks. And you can change your service level any time without entering new payment information.

Volgistics charges your first month's service fee and activates your account right away. The day of the month you start automatic monthly billing establishes your account's billing date, but 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.

Once the automatic payment is made, Volgistics sends an email notification to the billing contact you specify which shows the amount charged. If you cancel your account before the billing date, Volgistics will not charge your account, and no additional charges will be made.


With pre-payment you can pre-pay your service fee by check or credit card for up to 18 months. Volgistics does not charge you automatically when you use this payment method.

You can make a pre-payment online by credit card, by electronic check, or by mailing a check.

You can get started with Volgistics right away if you pre-pay online. To pre-pay online, visit the secure Volgistics store, select your service level, and enter your check or credit card information. Volgistics activates your account right away (with electronic check or credit card acceptance) for the number of months or days paid.

If you would rather pre-pay through the mail follow the paying by mail instructions. When you pay by check, Volgistics activates your account once your check is received.

To continue using Volgistics beyond the period you initially pre-pay, you can make additional pre-payments online or by mail up to 90 days before your current service expires.

Switching payment methods
You can switch between the Automatic payment and Pre-payment options at any time at the Store.

Online payment security

Volgistics uses Extended Validation SSL Certificates, also known as EV Certificates, to provide strict validation requirements and strong visual signals to verify security. The certificate verifies that all data claimed to have originated from the Volgistics web site did, in fact, originate from that site, and that it has not been tampered with along the way. A digital certificate is the industry standard, and can be neither forged nor decoded with current or foreseeable technology.

Additional terms

All rates and charges are 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 account a prorated amount to cover the additional service fees for the remainder of the current billing period. Thereafter your account 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 the Pre-payment payment method, Volgistics adjusts your account's expiration 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.

If a change in service fees rate 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-payment, the new rate applies on the new rate's effective date and the account's expiration 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 electronically 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 payments Volgistics will cease billing your credit card for the monthly service fee when you cancel your account.

Most Volgistics 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-profits 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 customers.

Purchase order policy

While Volgistics does not accept purchase orders as payment, the 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 you choose to use the Pre-payment method, Volgistics creates an Order-Invoice for you.

You can add a purchse order number to any Order-Invoice at the Store using the "Add a purchase order number" option; and then print a copy of the Order-Invoice to use for internal payment processing.

Then mail your check to Volgistics, or enter an online check-payment at the Store. Volgistics activates or extends your service once your payment is received.

Please do not send your purchase order to Volgistics.

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

By using the Volgistics service Customers agree to the Terms of use.

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