Groundbase

Frequently asked questions

Do I need a credit card to start the trial?

Yes. We collect it up front so the transition into the subscription doesn't require a second checkout. You won't be charged until day 15 and you can cancel any time before then.

What happens to my data if I cancel?

Your subscription stays active through the end of the billing period you already paid for. After it ends, the app shows a screen to subscribe again (on web or desktop) and nothing else opens until you do. Your data stays intact, with no time limit, and you can subscribe again whenever you like.

Cancelling stops the billing; it does not close your account or delete anything. If you want it gone, delete the account yourself from Settings → Backup & export → Delete my account (web or desktop), or email support@groundbasecrm.com from your account address and we'll do it within 7 business days.

Cancelling Groundbase doesn't touch your Twilio account or your numbers — those live on Twilio's side.

You can always export everything to JSON before canceling (Settings → Backup & Export).

Where does my data live?

In Groundbase's cloud database, hosted on Turso (a libSQL database service). You can export to JSON any time.

Why BYO Twilio?

Two reasons. First, it keeps Groundbase honest on price — a flat $19/mo ($199/year) only works if we're not also trying to mark up your texts. Second, it gives you ownership: your numbers, your Twilio bill, your A2P 10DLC registration, all under your control. If you ever leave Groundbase, your phone stack stays where it is and you keep messaging on the same numbers.

Can I keep my existing Twilio numbers?

Yes. When you connect Twilio in Groundbase, it lists the numbers already on your Twilio account and you pick which to bring in; inbound SMS/voice webhooks are configured on each one automatically. No porting needed — they're already yours.

Can I bring my own non-Twilio phone number (port-in)?

Not directly into Groundbase. Groundbase only talks to Twilio today. The standard path is to port your existing number into your Twilio account (Twilio supports porting in from most U.S. carriers via their console) and then connect Twilio to Groundbase. Twilio's docs cover their port-in process.

Do I need A2P 10DLC?

If you're sending SMS to U.S. numbers, yes — U.S. carriers require A2P 10DLC registration. You handle this in your own Twilio account through Twilio's onboarding (Brand registration + Campaign registration). Unregistered traffic to U.S. numbers gets heavily filtered or blocked. Canada-only sending doesn't require it.

A2P 10DLC is a Twilio + carrier requirement, not something Groundbase can do on your behalf — it's tied to your business identity and your Twilio account.

What does SMS actually cost me through Twilio?

Twilio publishes live rates at twilio.com/sms/pricing. As a rough guide for U.S. A2P long-code at the time of writing: $0.0083/segment outbound + $0.0083/segment inbound + carrier pass-through fees ($0.0035–$0.005/segment outbound depending on carrier, plus an inbound fee on some carriers, such as $0.0035 on AT&T and $0.0025 on T-Mobile). So budget around $0.013 per outbound segment all-in. Most light users land under $5/mo on top of their number fees (~$1.15/mo per U.S. local number). Volume sending can be much higher — use Twilio's pricing page for the live number before planning a campaign.

How does SMS / voice billing work?

Groundbase charges you a flat $19/mo subscription, or $199/year. Twilio bills your own account directly for SMS, voice, numbers, and recording — Groundbase doesn't see or mark up those costs. Voicemail transcription is the one exception: Groundbase currently includes that, for about 300 voicemails a month. See Billing.

Is there a free tier?

The 14-day trial gives you the full app with no feature limits. After the trial, paid only.

Is there an iOS app?

Not available, and none is scheduled. Email support@groundbasecrm.com if you'd be a beta tester when there is one.

Does Groundbase share my data with anyone?

We don't sell your data or share it with advertisers. To run the service, some of it goes to the providers listed in our privacy policy, and each gets only what its job needs:

And the accounts you connect yourself: Twilio (texts and calls), your email provider (IMAP/SMTP), Resend (email campaigns), Google Calendar, and your AI assistant (only if you connect one via MCP, and only in response to your prompts).

Can I use Claude or ChatGPT with Groundbase?

Yes — and we lean into the AI subscription you already pay for. Connect Groundbase to Claude Desktop, ChatGPT Pro, Cursor, Windsurf, Cline, or any MCP-compatible client (full list at groundbasecrm.com/mcp). Once connected, you can talk to your CRM in plain English — "draft personalized follow-ups to my hot leads", "connect my Typeform" — and the AI does it. We don't bill you for AI usage; that's between you and your provider.

See AI integrations for the full list of what your AI can do and example prompts to try.

Will the AI delete my data by accident?

Possible but unlikely. Modern AIs (Claude, GPT) are trained to confirm destructive actions before performing them. Plus deleted contacts, companies and deals can be restored from Settings → Recently deleted for 30 days (a sent email or text can't be called back), most record changes show up in the activity feed (tags, templates, campaigns, workflows, webhooks and sent emails don't), and you can revoke an AI's access token any time from Settings → AI integrations.

How long is the free trial?

14 days. Full app, every feature, no restrictions. We do require a credit card up front so the transition into the subscription doesn't need a second checkout — you're not charged until day 15 and you can cancel any time before then.

Are there team / multi-seat plans?

Not yet. Groundbase is single-user per account. If that's a deal-breaker for you, email support so we know.

What happens to my phone number if I cancel?

Nothing. Your numbers live on your Twilio account, not Groundbase's — cancelling Groundbase doesn't release them. Twilio keeps billing you for them until you release them yourself in the Twilio Console. If you subscribe to Groundbase again later, the same Twilio connection picks right back up.

Can I export everything before canceling?

Yes — Settings → Backup & Export → Export all data. You get a single JSON file with every contact, company, deal, task, note, tag, SMS, email, call, recording reference, and meeting type. Re-importing the same JSON restores everything (Settings → Backup & Export → Restore).

Is my data encrypted?

In transit: yes, TLS 1.2+ on every endpoint. At rest: your SMTP/IMAP passwords are individually AES-GCM encrypted before being persisted (separate key in our Worker secrets, not in the database).

Where is my data stored?

In Groundbase's cloud database on Turso (libSQL), the same one every device syncs through. You can export everything to JSON at any time from Settings → Backup & export.

Is Groundbase SOC 2 / HIPAA / GDPR compliant?

How long do you keep my data after I cancel?

Nothing is deleted when you cancel. You keep access to the end of the period you paid for; after that everything stays exactly as you left it, with no time limit, until you subscribe again or delete it. To have your data removed, use Settings → Backup & export → Delete my account on web or desktop, or email support.

What are the SMS rate limits?

Twilio-imposed: roughly 1 SMS per second per number on standard A2P trust scores; up to several per second on higher trust. Bulk SMS through Groundbase throttles to stay safely under carrier limits. You can request a higher A2P trust score from Twilio if you're doing volume — that's done in your own Twilio Console.

What if my SMS gets marked as spam?

A few things to check: are you using STOP opt-out language in your messages? Are you sending to people who opted in? Have you registered for A2P 10DLC in your Twilio account (required for U.S. sending)? US carriers heavily filter unregistered traffic. Twilio's docs walk through their A2P registration process; that's the only path to clean delivery.

Is there a max number of contacts, deals or tasks?

How do I replace my AI integration / MCP key?

There is no single rotate button. In Settings → AI integrations, click Generate new key (it is shown once, so copy it then), put it in your AI client, then click Revoke on the old key. A revoked key stops working on the next request, so any client still using it is disconnected until you give it the new key.

Which AI assistants work with Groundbase?

Any MCP-compatible client. We've tested with Claude Desktop, Claude.ai (web), ChatGPT Pro custom GPTs (via OpenAPI, not MCP — see AI integrations for setup), Cursor, Windsurf, Cline, Continue. New MCP clients add support frequently; if yours isn't on this list, give it a try — chances are good it works.

Will the AI send emails or texts without my approval?

The default behavior is currently immediate send when you connect an AI assistant — you ask Claude to send, it sends. There is no approval queue: if you want to check first, ask Claude to draft the message and show it to you before it sends.

What if my Twilio balance runs out mid-send?

Twilio rejects the send and the per-recipient status flips to failed with the error from Twilio surfaced on the message row. No partial-blast charge from us. Top up your Twilio account in their Console, then send to the people whose texts failed again (each failed text shows the reason in its conversation).

Why is my Twilio number suspended?

Most common reasons: insufficient Twilio balance, A2P 10DLC registration issues (US), or a Twilio fraud-prevention flag. All three are handled in your Twilio Console — Twilio surfaces the reason there. Groundbase shows the last error Twilio returned at Settings → Phone numbers → click the number, but resolving it happens in Twilio.

Does email integration use Gmail / Outlook OAuth?

Not yet — we use standard IMAP + SMTP with App Passwords (you generate one in your provider's settings and paste it in). That works for Gmail, Google Workspace, Yahoo, iCloud and most other providers. Personal Outlook.com accounts can't connect this way any more, because Microsoft requires its own sign-in (OAuth), which Groundbase doesn't offer.

Two-factor authentication?

Shipped — turn it on at Settings → Account & billing → Two-factor authentication. TOTP via any authenticator app (Google Authenticator, 1Password, Authy, Bitwarden, etc.) plus 10 one-time recovery codes. Full walkthrough in Account & security.

How do I report a bug?

In-app: press Help & feedback at the bottom of the sidebar (on mobile, Settings → Help & feedback), pick Something is broken, and write a line. Your app details and your account come along automatically, and you can attach a screenshot. Or email support@groundbasecrm.com. Bug reports are read first; we reply within 24 hours, usually sooner.

How do I contact support?

Email support@groundbasecrm.com. Single channel, every customer gets the same line. Response time normally a few hours during US Eastern business hours, longer overnight + weekends.