Payments
Pay for Agoo by Mobile Money, card or bank transfer, get VAT invoices and receipts, and know what happens if a payment is late.
Agoo is in early access. This page describes the feature as it ships to early-access organisations; screens are illustrative.
Agoo bills in Ghana cedis. The Owner pays, changes plan and cancels in Console → Settings → Billing; Admins can see everything there but not pay. Card and Mobile Money payments go through Paystack's own checkout page: your card or Mobile Money details are handled by Paystack and never stored by Agoo.
Ways to pay
| Method | How it works |
|---|---|
| Mobile Money (MTN, Telecel, AirtelTigo) | Agoo opens Paystack's checkout and you approve the payment on your phone. Before each renewal, Agoo emails and texts the Owner a link to pay. |
| Card | Paid on Paystack's checkout. A card you pay with is saved for renewals, which are then charged automatically on the renewal date. If your bank asks you to approve a renewal, we email you a link to do it. |
| Any other way Paystack offers in Ghana | Shown on Paystack's checkout, such as bank or USSD payments. |
| Bank transfer, cheque or purchase order | Ask for an invoice in Billing (with your purchase order number, if you have one). It shows Ardent's bank details and a reference to quote; pay by transfer, or by cheque payable to the account name on the invoice with the reference written on the back. It's due in 14 days, 30 with a purchase order, or, for a renewal, by its renewal date. We mark it paid when the money arrives; part payments add up. One unpaid transfer invoice at a time; one still unpaid 14 days after it was due (60 with a purchase order) is cancelled (ask for a new one if you still want it). |
Nothing changes on your plan until a payment is confirmed: Agoo checks every payment with Paystack (the amount, the currency and the invoice) before it applies it. A checkout is good for an hour; after that, start again from Billing so the price is up to date. A checkout you start before your trial ends still counts if you pay within an hour of the end. If money ever arrives for a checkout that had changed by then (paid twice, or after the plan it was priced for changed), nothing on your plan changes and we refund it.
Paying a plan change by transfer
A plan change you pay by bank transfer or purchase order is honoured however long your payment run takes, until the invoice is cancelled. While it's waiting, we don't send a new renewal invoice or charge your saved card, and you can't change plan by card or Mobile Money: pay the invoice, or ask us to cancel it first. A renewal already issued still follows the usual reminders.
If your plan or paid period changes before the money arrives (a renewal you paid, say), an invoice for a fresh period at full price still stands. The plan on the invoice starts the day we receive the payment, for exactly as long as the invoice said. If the same plan was already paid for longer, that longer period is kept; days left on a different plan don't carry over, and we credit them to you by hand. The receipt shows the dates. Once the invoice is out of date it can only be paid by transfer: to pay online, ask for a new one in Billing. An invoice that included a credit for unused days or a part-period price can't be re-priced: if it's paid after a change, nothing on your plan changes and we refund the money or apply it for you by hand.
Paying only by invoice
If your organisation agrees with Agoo to pay only by invoice (as many schools, hospitals and public bodies do), we set it up for you. Your invoices then come to the Owners by email, each with Ardent's bank details and a reference to quote: pay by bank transfer or by cheque. Billing says "Your invoices come by email; pay by bank transfer or cheque" and offers no card or Mobile Money payment, and the Workspace app's Billing says Invoice only. Renewals are invoiced two weeks before your renewal date, so a transfer or cheque has time to clear, and the usual reminders follow. We mark each invoice paid when the money arrives, and you get a receipt by email. To pay by Mobile Money or card again, write to us.
A complimentary period
Agoo sometimes agrees to give an organisation its plan free of charge for a while, for a launch or a pilot. Billing then shows the plan as complimentary until a date. Everything in the plan is yours to use and nothing is charged for that period. From its end, the plan is billed as usual at the interval agreed: you get your invoice (or the renewal by card or Mobile Money) before then. To change the plan or stop it, open Billing before the date.
Why Mobile Money doesn't renew automatically
Paystack can't take recurring Mobile Money payments in Ghana: every MoMo payment has to be approved by the account holder on their phone. So instead of debiting you, Agoo sends a link to pay three days before each renewal, and reminds you until it's paid. If you'd rather not approve every month, pay annually or use a card.
Saved cards
The card you last paid with is shown in Billing as its type and last four digits. Remove it there at any time, and renewals come as a link to pay instead. Agoo keeps only Paystack's authorisation for the card, encrypted, never the card number; when you remove the card, or pay with another, the authorisation is deleted, and only the card type, bank, last four digits and expiry stay with your payment records.
Changing plan
Choose Change plan in Billing. You see the price with VAT before you pay.
- Upgrading in the middle of a period, you choose how, with both amounts shown. The first is pre-selected:
- Start now, pay the difference for the days left. Your renewal date stays the same.
- Start a new period today. The unused days of your old plan are credited on the invoice, and your plan renews a month (or a year) from today.
- From Free, or from a trial, a new period starts the day you pay.
- Monthly to annual starts a new annual period today, with the unused days of your month credited.
- A cheaper plan, or annual to monthly, starts when your paid period ends. Book it in Billing; nothing is charged until then, and nothing is deleted. See Moving to a lower plan never deletes data.
A coupon can be entered when you change plan. Only one discount applies: a coupon never combines with a sector offer, and the larger discount wins.
Invoices and receipts
- An invoice for every charge, numbered AGO-year-number, with the lines, any discount, and 15% VAT, 2.5% NHIL and 2.5% GETFund shown separately. VAT is added once on the total, so Growth monthly is GH₵958.80.
- Our details: Nkonso Technologies Ltd's address, and its TIN and VAT registration number. Add your own TIN in Billing and it goes on invoices made from then on, with your organisation's name and registered address.
- A receipt for every payment, emailed to the Owner. Every invoice and receipt is in Billing, with a PDF to download.
If your organisation deducts withholding tax, tell us when you pay and send the certificate.
Add-ons, top-ups and extras
- Add-ons (QR packs, Advanced QR, Advanced feedback, and on Growth and Pro extra sites, kiosks and staff on attendance) are added in Billing. You pay for the rest of the current period now; after that they renew with your plan. On an annual plan, a monthly add-on renews for the year at 10 months' price, the same two months free as the plan. End one in Billing and it stops at the end of the period.
- Wallet top-ups, SMS bundles and AI packs are one-off payments. See Wallet and credits.
- Extras priced for you, such as the white-label app, Enterprise, on-site setup or hardware: select Request in Billing. We email you a copy, get in touch, and send you a quote to accept or decline. See Quotes for extras.
Quotes for extras
Some things aren't in any plan's price: they're priced for your organisation. When we've agreed what you need, we send a quote.
- Where it is. Every Owner gets an email, and the quote sits at the top of Console → Settings → Billing under Quotes from Agoo. Admins can read it; only an Owner can answer it.
- What it says. What you get, the price in Ghana cedis excluding VAT, the total with VAT, whether it's charged once or with your plan, any notes from us, and the day it's good until.
- Nothing is charged until an Owner accepts. You can also Decline, with a reason if you like. A quote that passes its date can't be accepted; ask us and we'll send a new one.
Accept a one-off
Select Accept and pay, then choose how:
- Card or MoMo, now: you pay on Paystack's page, and the quote is accepted when the payment arrives.
- Bank transfer, on an invoice: we issue an invoice with our bank details and a reference to quote, due in 14 days (30 with a purchase order number). It's settled when your transfer arrives.
You get a VAT invoice and a receipt, like any other payment. Nothing about your plan or its renewal date changes.
A quote is only ever paid once. If you start paying again, or switch from card to a bank transfer, the new payment page or invoice replaces the one before. Each quote has its own invoice, so you can pay two quotes by bank transfer at the same time.
Accept one that's billed with your plan
Select Accept. Nothing is charged that day: it's added to your plan and appears as its own line on your next invoice, then on each one after. On monthly billing that's a month's price each month; on yearly billing, twelve months' price once a year.
It needs something that renews to be billed with. Billing tells you if it can't be accepted yet, and why:
- On a trial, or on Free with nothing paid for: choose a plan first, then accept it.
- Your plan is set to end: keep your plan first. Nothing renews after it ends.
- On Enterprise: your plan is invoiced under your agreement with us, so we put the extra on that invoice instead. Write to us.
- While a renewal is being paid or is overdue: accept it once that invoice is paid.
On Free, if you already pay for an add-on you can accept one. It then renews each month by itself, and keeps doing so if you later end that add-on.
See what you've agreed
Accepted extras are listed under Add-ons → Agreed with Agoo, with what each costs and where it stands (running, waiting for payment, paid, ending).
Change or stop one
An extra was agreed with us, so it isn't cancelled with a button in Billing, on any plan. Reply to the email about it, or select Request in Billing, and we'll change it or end it: with the period you've paid for, or sooner if you ask. We email every Owner when we do, and when its price changes, which is always from your next invoice.
If you cancel your plan, the extras billed with it end on the same day, and we email you to say so. Keep your plan before then and they stay.
To change or end something you agreed, write to us. If we change it or end it, every Owner is emailed what's changing and from when, and it's recorded in your audit trail. A change of price applies from your next invoice, never to one you've already paid.
Hardware
Kiosk kits and badge printers aren't part of your plan. Order them with Request in Billing or through the contact form: we send a written quote, and invoice the hardware separately from your subscription. See Order a kit.
If a payment is late
We remind you before anything changes, and Agoo never locks you out. The worst case is a move to the Free plan, with your data kept.
| When | What happens |
|---|---|
| 3 days before renewal | The renewal invoice. With a saved card, we tell you when we'll charge it; otherwise a link to pay, by email and SMS |
| Renewal day | We charge the saved card, or send the link again |
| 3 days after | A reminder by email and SMS. A declined card is tried again once a day for a week |
| 7 days after | Another reminder |
| 14 days after | Your organisation moves to the Free plan (never before the 7-day reminder has been sent). Your data is kept, features above Free become read-only, and you can choose a plan and return at any time. |
Add-ons you keep on Free (QR packs, Advanced QR and Advanced feedback) go the same way: if they aren't renewed, you get the same reminders, and 14 days after they were due they end, with everything on Free staying as it is.
While a renewal is waiting to be paid, add-ons can't be added or ended: pay the renewal first. If your bank asks you to approve a card renewal, we email you the link and the payment waits for you. If money arrives for an invoice that had been cancelled or had changed by then, we apply it if the invoice can still give you what it was for (we re-open a cancelled one to do so); otherwise nothing on your plan changes and we refund it.
If Agoo pauses payments for a while (a problem with Paystack, say), reminders wait and these dates move back by as long as the pause lasted. Billing emails and texts come from Agoo and never use your plan's SMS allowance or your wallet.
Cancelling
The Owner can cancel at any time in Billing. Your plan and its add-ons, and any extras billed with your plan from a quote, continue to the end of the period you've paid for; there's no refund for the rest of it. Then your organisation moves to the Free plan with its data kept, just as after a missed payment: features above Free become read-only, and you can return to a paid plan at any time. Changed your mind? Choose Keep my plan before the period ends.
You can export your data whenever you like. Moving to Free, like any move to a lower plan, never deletes data by itself; see Change plan.
Deleting your organisation
Cancelling doesn't delete anything. If you want the whole organisation and its data deleted, the Owner can ask for it at the bottom of Billing (typing the organisation's name to confirm) or in writing, for example by email to agoo@ardentafrica.com. We confirm the request with the Owner, then complete the deletion within 30 days. We keep only what the law requires, such as invoices and tax records, and a record that the deletion took place.
Deletion can't be undone, so request a full organisation export first: it includes every record, even those hidden by your plan. See Retention and deletion.