Below is an outline on the various scenarios to help you communicate the change to Rechargly.
Scenario 1: Migration from another billing provider
Subject: Changes to your billing
Hi {firstName},
We’re writing to inform you about a change in our billing process. Starting in {month, year}, we will be transitioning to Rechargly to manage the software subscriptions we purchase on your behalf.
Why are we doing this?
To streamline our firm's operations to make software disbursements easier to manage
To allow us to provide more software at discounted prices
To create greater transparency for the software we are buying on your behalf
What will happen next?
Direct debit: If you’re currently paying with direct debit through your bank account, we will migrate your billing information. When this is complete, you may receive a confirmation from Stripe.
Your next bill: Your first billing cycle in Rechargly will begin in {month, year}. Please note that you may receive two charges from us each month. One is for accounting/bookkeeping, and the second is for software.
Updating your billing info: If you wish to update your billing information, you will need to do this from Rechargly. This will be emailed to you when you are first billed, so please store this email.
What will it cost? [optional]
Scenario A: Nothing is changing
Your subscription cost will remain the same. Note, if you have changed plan or if Xero has changed pricing, the new price will be reflected in your first Rechargly invoice.
Scenario B: Introduction of an admin fee
Beginning {month, year}, we will be introducing a disbursement fee of $__ to cover the administration to manage software subscriptions on your behalf.
Discounts [optional]
You will receive a discount of __% on your Xero subscription where a discount is available to us.
If you have any questions, please reply to this email.
Regards
{yourName}
Scenario 2: No migration
Subject: Changes to your billing
Hi {firstName},
We’re writing to inform you about a change in our billing process. Starting in {month, year}, we will be transitioning to Rechargly to manage the software subscriptions we purchase on your behalf.
Why are we doing this?
To streamline our firm's operations to make software disbursements easier to manage
To allow us to provide more software at discounted prices
To create greater transparency for the software we are buying on your behalf
How will this impact you?
New agreement: You will receive an email from Rechargly shortly to set up your auto-charge agreement. This agreement will give you the breakdown of what software you’re being charged for.
Your next bill: Your first billing cycle in Rechargly will begin in {month, year}. Please note that you may receive two charges from our first each month. One is for accounting/bookkeeping, and the second is for software.
Updating your billing info: If you wish to update your billing information, you will need to do this from Rechargly. This will be emailed to you when you are first billed, so please store this email.
What will it cost? [optional]
Scenario A: Nothing is changing
Your subscription cost will remain the same. Note, if you have changed plan or if Xero has changed pricing, the new price will be reflected in your first Rechargly invoice.
Scenario B: Introduction of an admin fee
Beginning {month, year}, we will be introducing a disbursement fee of $__ to cover the administration to manage software subscriptions on your behalf.
Discounts [optional]
You will receive a discount of __% on your Xero subscription where a discount is available to us.
If you have any questions, please reply to this email.
Regards
{yourName}