How billing works
ZentryVoice is a month-to-month subscription billed in advance in US dollars. Your billing date is the day paid service starts; each month’s invoice covers the seats, add-ons and support plan on the account for the month ahead. Recurring items are seats ($20 per user per month), HIPAA texting and eFax ($15 per practice per month each) and the optional Priority Support plan. One-time items are the activation fee ($250 per practice per practice) and desk phones ($119 each).
Seats added mid-month are prorated on the next invoice; seats removed take effect at the next billing date. Taxes, surcharges and regulatory fees are added to the invoice and itemized; the prices on this site exclude them. Card payments are processed by Stripe; card details are entered in Stripe-hosted fields and are never stored by ZentryVoice.
Free trial
Every new practice starts with a 30-day free trial with no card required. Nothing is charged during the trial. The full trial terms, including what happens at the end of the trial, are on the free-trial page.
See Free trial terms: /legal/free-trial
Activation fee
The activation fee is $250 per practice per practice, charged once, on the first invoice when paid service starts, after the free trial. It appears as its own line on the first invoice together with the first month of service and estimated taxes and fees, and you confirm that invoice before the card is charged. The activation fee is refundable only if the service was never activated.
How to cancel
Cancel in one step from the admin portal (one step) or by email to support@zentryvoice.com. Cancellation takes effect at the end of the current paid month; you keep full service until then and are not billed again. We send a confirmation email the same day. There is no cancellation fee and no minimum term.
After cancellation you have 30 days to export call logs, messages, faxes, voicemail and the audit log from the portal, and porting your numbers to another carrier is free at any time.
Refunds
We refund in full: duplicate charges; billing errors; any unused, prepaid period if we change these Terms materially and you cancel because of the change; and the activation fee only if the service was never activated. Service credits are not offered.
We do not refund: the current paid month after cancellation (service continues to the end of it); add-ons or support plans for months already delivered; usage-based international calling already consumed; or charges for equipment that is not returned under the shipping and returns policy.
- 1RequestEmail billing@zentryvoice.com from an administrator address, or open a billing ticket in the portal, with the invoice number and the reason.
- 2ReviewWe reply within 2 business days with a decision or a question.
- 3RefundApproved refunds are initiated within 5 business days to the original payment method and typically post within 5–10 business days depending on your bank.
Hardware refunds
Desk phones are refunded under the hardware shipping and returns policy: a 30-day return window, unused, in original packaging (dead-on-arrival units: any condition), no restocking fee, and dead-on-arrival units replaced or refunded in full.
See Shipping & returns policy: /legal/shipping-returns
Failed payments and suspension
If a card payment fails we retry it, email a reminder at 3 days and again at 10 days, and may suspend outbound calling and texting at 45 days past due. Inbound calls keep reaching voicemail during suspension. Service is restored as soon as the balance is paid; you can update the card in the portal at any time.
Price changes
We give at least 30 days’ notice by email before a price change takes effect. If you cancel before the change applies, you are not charged the new price.
Billing disputes and chargebacks
Please contact us first: most disputes are resolved within 2 business days. Email billing@zentryvoice.com with the invoice number, the amount you dispute and why; we respond with an itemized explanation and, where we agree, a refund under the terms above. Disputed amounts are not sent to collections while the dispute is open, and your service is not suspended for the disputed portion.
If you file a chargeback with your card issuer instead, we provide the issuer with the signed order summary, acceptance records, invoices and usage evidence. A chargeback filed for a charge that was correctly billed may lead to suspension of the account until it is resolved.
Contact
Billing: billing@zentryvoice.com. Support: support@zentryvoice.com. Legal notices: legal@zentryvoice.com. Postal: IFIXNETWORKS LLC, d/b/a ZentryVoice, 3811 Percival Ave, Miami, FL 33133.
Frequently asked questions
When am I charged for the first time?
On the first invoice when paid service starts, after the 30-day trial: the activation fee ($250 per practice), the first month and estimated taxes and fees, shown itemized before you confirm. Desk phones ordered during the trial are charged when ordered.
Is there a cancellation fee or minimum term?
No. Service is month to month; cancel any time and keep service to the end of the paid month.
How long does a refund take?
We initiate approved refunds within 5 business days to the original payment method; banks typically post them within 5–10 business days.
Can I get a refund for the current month if I cancel today?
No. Service continues until the end of the paid month and that month is not refunded, except where we changed the Terms materially or billed in error.
What should I do if I see a charge I do not recognise?
Email billing@zentryvoice.com with the amount and date. Charges appear as Stripe descriptors for ZentryVoice. Duplicate or erroneous charges are refunded in full.