Subscription, Billing and Refund Policy

4.1Plans and prices

Current prices are shown on the pricing page and in your account. Prices are in Kenya Shillings. Edhafu Technologies is not VAT-registered, so no VAT is charged. If we register for VAT, we will give 30 days' notice before VAT is added.

• Edhafu Payroll: your fee is calculated automatically from the total active employees across all companies under your account. The free plan applies only to a Subscriber with a single company.
• Edhafu Ledgers: your organisation's fee is set by the plan it selects. Organisation account numbers run EL2050, EL2051 and so on.

4.2Who pays

For Edhafu Payroll, only the account owner can pay. For Edhafu Ledgers, the organisation pays through its designated administrator. Other Authorised Users cannot make payments.

4.3How to pay

1. In-app (M-Pesa STK Push): click "Pay Subscription", confirm the amount and phone number, and enter your M-Pesa PIN on your phone.
2. Paybill: use the Business number shown on the Pay Subscription screen, with Account number = your account number (e.g. EP2050 for Payroll, EL2050 for Ledgers).

Your account updates automatically once M-Pesa confirms the payment. Keep the M-Pesa confirmation SMS. An electronic receipt is emailed and available in your account.

4.4Subscription period and expiry

1. Each payment extends your paid-until date, shown at the top of your account.
2. We send reminders 7 days, 3 days and 1 day before expiry.
3. On expiry, the account becomes read-only until payment is received. Your data is not deleted on expiry; see the Terms for closure and deletion.

4.5Top-ups when usage grows

If your active employee count rises above your paid tier during a period, you will be asked to pay a top-up before running the next payroll. Top-ups are not prorated, because they cover the full payroll cycle.

4.6Failed, delayed or wrong payments

1. If you pay but your account does not update within 30 minutes, send the M-Pesa transaction code to admin@edhafu.com.
2. Payments made with a wrong account number are traced and applied once you give us the transaction code.
3. Payments sent to a wrong business number must be reversed through Safaricom. We cannot reverse them.

4.7Refunds

1. Subscription fees are non-refundable once a period starts, except as below.
2. Duplicate or overpayments are refunded to the paying M-Pesa number, or credited to your next period at your choice, within 14 days of confirmation.
3. Billing errors by us are corrected and refunded within 14 days.
4. If we terminate the Service for reasons other than your breach, you receive a refund of unused prepaid fees.
5. Refund requests go to admin@edhafu.com with the transaction code.

4.8Price changes

We give at least 30 days' notice of price changes by email and in-app. New prices apply from your next payment after the notice period.

4.9Tax

Edhafu Technologies is not VAT-registered, so receipts show no VAT. Electronic tax invoices are issued through KRA eTIMS.