Affiliate program terms
These are the program rules in full. Plain language; no surprises.
1. Eligibility
To participate, you must:
- Be a clinic admin or superadmin on an active ApexMentum subscription, OR
- Be invited by ApexMentum (we occasionally invite vendors, consultants, and community members on a case-by-case basis).
Other roles cannot enable an affiliate link. If you change roles such that you're no longer eligible, your existing referrals continue earning until they end naturally, but you cannot generate a new link.
2. Commission
- Rate: 15% of the referred clinic's monthly base ApexMentum subscription.
- What's included: the Starter ($3,500/mo), Pro ($5,500/mo), and Enterprise ($7,500/mo) base subscription only.
- What's excluded: the 2.9% platform fee on the referred clinic's patient payments, one-time charges (setup, migration, custom work), add-ons, and any future products we ship that aren't the base subscription.
Commission is calculated per successful Stripe invoice payment. If a payment fails or is refunded, no commission accrues for that period. If a charge succeeds and is later refunded, we'll reverse the corresponding commission.
3. Attribution
- Cookie window: 90 days from the click on your affiliate link to the moment the referred clinic submits the signup form.
- First-click model: if a visitor clicks two different affiliate links within their cookie window, the most recent one wins.
- New signups only: clinics that signed up before the affiliate program existed cannot be retroactively attributed to anyone.
- One referral per clinic: each new clinic can only be attributed to a single affiliate. We do not split commission.
4. Commission duration
Commission runs for 12 months from the date the referred clinic signs up. After 12 months, the referral concludes — you keep everything you've earned, but no new commission accrues from that clinic.
If the referred clinic cancels or pauses their subscription before 12 months are up, commission stops immediately. If they later resubscribe within their original 12-month window, commission resumes for the remainder.
5. Disqualified referrals
We do not pay commission on:
- Self-referrals. You cannot refer your own clinic, your spouse's separate clinic, or any clinic where you have a controlling interest. We check at signup; if we miss it, we reverse on discovery.
- Sham signups. Clinics created for the sole purpose of generating commission, with no real practice behind them.
- Refunded subscriptions. If we issue a full refund of a subscription period, the commission for that period is reversed.
- Free / trial / comped accounts. Clinics paying $0 cannot generate commission (it's 15% of zero).
6. Manual-billed clinics
A small number of clinics are invoiced manually (not through Stripe). For those clinics, commission is calculated at $0 — we don't have a clean automated trigger, and we want to keep accounting honest. If you refer a clinic that ends up on manual billing, email support@apexmentum.com and we'll work out a fair fixed-rate arrangement.
7. Payouts
Currently, commissions accrue in your dashboard with status accrued. We are in the process of automating payouts via Stripe transfers. Until that ships:
- Accruals are tracked accurately and stored permanently.
- We will reach out to set up payment when you accumulate a meaningful balance ($100 minimum).
- Payouts can be made via Stripe transfer to a connected bank account, or by ACH/check on request.
We aim to deliver an automated monthly payout (paid one month in arrears, like most affiliate programs) before any accrued balances become problematic. See Payouts for the current process.
8. Promotion guidelines
When promoting your affiliate link, you must:
- Disclose the affiliate relationship. A simple "I'm an affiliate" or "affiliate link" disclosure complies with FTC guidelines in the U.S.
- Be truthful. Don't make claims about ApexMentum that aren't accurate.
- Don't bid on ApexMentum brand terms in Google Ads or similar.
- Don't impersonate ApexMentum or claim to speak on our behalf.
- No spam. No cold email blasts, no bulk DM campaigns.
Violations may result in suspension and forfeiture of pending commission.
9. Program changes
We may update the program — rates, caps, eligibility — with 30 days' notice to active affiliates. Changes are not retroactive: existing referrals continue under the rules in effect at the time they were attributed.
10. Tax
You are responsible for reporting affiliate commissions as income in your jurisdiction. For U.S.-based affiliates, we will issue a 1099-NEC if your annual commission exceeds the IRS threshold. We collect a W-9 before issuing payouts.
11. Termination
You can leave the program at any time. ApexMentum can also terminate your participation for cause (e.g. violation of these terms). On termination, any commission earned before the termination date is paid out per the normal schedule.
Questions
Email support@apexmentum.com with "Affiliate" in the subject. We're happy to walk through any edge case before you put time into a referral campaign.