Questions & answers

Pricing and billing

Is VAT charged?

By5 Ltd is not currently VAT registered, so VAT is not currently charged. The prices shown are the amounts you pay.

What do I get without paying?

3 quotes per calendar month, free. The allowance resets at the start of each calendar month, and it is not time-limited.

We do not ask for payment card details for the free allowance. If 3 quotes a month is enough for your business, you never need to pay for QUOTES.

How does the £12 upgrade work?

If you want to send more than 3 quotes in a month, you can choose to upgrade to unlimited QUOTES for £12 per month. The upgrade starts only when you choose it.

Once started, £12 is taken in advance at the start of each monthly service period and renews automatically each month until you cancel.

How do I cancel?

Use the Cancel subscription button in Account Settings. You do not need to contact us.

Cancellation takes effect at the end of the monthly period you have already paid for. You keep unlimited QUOTES until that period ends, no further payments are taken, and your account then returns to the free 3 quotes per calendar month.

What is the refund policy?

Payments already collected are normally non-refundable, including where you cancel partway through a paid billing period. Duplicate or erroneous charges will be reviewed and refunded where appropriate.

What happens if a payment fails?

A failed monthly payment is retried automatically once per day. After three days of non-payment, unlimited QUOTES is suspended and your account returns to the free 3 quotes per calendar month; you keep access to billing, cancellation and data-export functions throughout. Unlimited QUOTES is restored automatically if a later payment attempt succeeds.

Are there usage limits?

Package features are subject to the fair-use provisions in the Commercial Licence & Platform Terms. Additional services, increased usage or out-of-scope work may carry additional charges and are agreed separately in writing.

What happens to my data if I leave?

Normal platform access ends when you close your account. You can request an operator-assisted return of your data during the following 30 days by contacting support.

Subject to narrow legal, tax, security, fraud-prevention, audit or dispute-resolution holds, active application copies of your data are deleted or anonymised by day 60 after normal access ends, and backup copies expire through the normal backup cycle within 90 days. By5 does not use identifiable or pseudonymised customer-controlled data to train shared AI models.

How do I get support?

Email hello@by5.ai for product, billing, account and data questions, or use the Support & Contact page for full details including service-provider information.

Full plan detail is on Plans & Pricing. Wondering what an estimate is versus a quote? That one has its own page.

QUOTES

QUOTES is the By5 package for UK trades that prepares, sends and follows up customer quotes: it is free for 3 quotes a calendar month, with unlimited quotes available for £12 per month.

How much does QUOTES cost?

QUOTES is free for 3 quotes a calendar month and does not ask for payment card details. If you want to send more, unlimited QUOTES is an optional £12 per month upgrade that you can cancel at any time. By5 Ltd is not currently VAT registered, so VAT is not currently charged.

What happens when I have used my 3 free quotes?

The free allowance resets at the start of each calendar month and is not time-limited. If 3 quotes a month is enough for your business, you never need to pay for QUOTES. To send more in the same month you can choose the £12 per month unlimited upgrade.

Can I quote from site on my phone?

Yes. QUOTES is built for on-site estimation from a phone, including photo and video-assisted estimating, narration transcription, labour calculated by the hour or the day, and material quantities with costs and markups.

How does the customer receive and accept a quote?

The customer gets a link to their own quote portal where they can read the quote, accept it, or ask for changes. Quote status moves through draft, sent, accepted and declined, and follow-up reminders can be tracked so a quote does not go cold.

More on QUOTES.

JOBS

JOBS is the By5 package for UK trades that runs the work after a quote is accepted — scheduling, job records, invoicing and payment tracking — for £49 per month with QUOTES included.

How much does JOBS cost?

JOBS is £49 per month and includes QUOTES, so you do not pay for both separately. By5 Ltd is not currently VAT registered, so VAT is not currently charged.

Does JOBS do invoicing?

Yes. Invoices are raised in JOBS from completed work, including deposit and final invoices. You can track what is outstanding or paid, send payment reminders, take Stripe deposit payments where configured, and show bank-transfer details.

Can I schedule work and assign it to people?

Yes. JOBS carries a calendar with visit scheduling, tentative holds while a date is being agreed, and worker assignments, so the office and the people in the field are working from the same plan.

What do workers in the field get?

Job cards with the work details, site notes and job photos, checklists and task tracking, and progress updates — so a job can be handed from the office to the field without a separate phone call.

More on JOBS.

COIN

COIN is the By5 add-on that keeps Xero or QuickBooks in step with the work by syncing invoices, customers and quotes; it costs £29 per month on top of JOBS, which is where invoices are raised.

How much does COIN cost?

COIN is £29 per month on top of JOBS, so the total is the JOBS subscription plus £29. It is an add-on rather than a standalone package, because the invoices it syncs are raised in JOBS. VAT is not currently charged.

Which accounting software does COIN connect to?

COIN connects to Xero or QuickBooks.

Does COIN raise invoices?

No. Invoices are raised in JOBS. COIN's job is to sync those invoices, along with customers and quotes, into your accounting software so the books stay in step with the work and nothing is re-keyed by hand.

More on COIN.

COMMUNICATIONS

COMMUNICATIONS is the By5 package that brings email, SMS, WhatsApp and supported social enquiries into one inbox and drafts replies for approval before they are sent; it starts at £149 per month with a £2,500 onboarding fee.

How much does COMMUNICATIONS cost?

COMMUNICATIONS starts at £149 per month with a one-off £2,500 onboarding fee. The monthly figure is a starting price because the setup is assisted and the scope is agreed with you in writing. By5 Ltd is not currently VAT registered, so VAT is not currently charged.

Which channels does it bring together?

Email, SMS and WhatsApp, plus supported social enquiries. Social platforms include Meta (WhatsApp, Facebook and Instagram), LinkedIn and TikTok.

Do replies get sent automatically without me seeing them?

No. Replies are drafted for you and messages are approved before sending. Automated follow-up sequences run only where you have configured them.

Do I need another package as well?

No. COMMUNICATIONS can run on its own, which is why its price is quoted separately rather than as an add-on.

More on COMMUNICATIONS.