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User manual

Subscription Billing

Subscriptions renew, get invoiced and get collected on time without an accountant chasing them, and late payers are reminded before they're suspended.

Every subscription renews and is invoiced on time, and late payers get an automatic WhatsApp reminder before they're suspended.

20 tasks 1 FAQs

What the system does

  • Plans
  • Subscriptions
  • Automatic daily invoicing
  • With accounting
  • Payments
  • WhatsApp payment reminders
  • Customer portal
  • Reports

Tasks

How do I create a new subscription plan (monthly or annual) and setup fees?

  1. Open the Subscription billing menu then select Plans.
  2. Click the Create plan button to open the plan creation window.
  3. Enter the Plan name, identification Code, and Price (before tax).
  4. Specify the Billing interval (monthly, quarterly, annual, or custom duration in months).
  5. In the Setup fee field, enter the one-time setup fee that will be added only once to the customer's first bill.
  6. Specify free Trial days if any, tax percentage, then click Save.
Screen
Subscription billing › Plans
Permission needed
Subscription billing — Plans and add-ons / Add

How do I add add-on services to subscriptions?

  1. Open the Add-ons page from the system menu.
  2. Click the Create add-on button to open the registration window.
  3. Enter the Add-on name and specify its price and tax rate.
  4. Set the add-on nature: enable the Recurring option if it should be charged on every periodic renewal bill, or turn it off to charge it One-time only on the first bill.
  5. Click Save to make the add-on available for linking to customer subscriptions.
Screen
Subscription billing › Add-ons
Permission needed
Subscription billing — Plans and add-ons / Add

How do I register a new customer and send them their self-service portal link?

  1. Go to the Customers screen and click the Create customer button to open the registration window.
  2. Enter customer name, mobile number, email, tax number, and address, then click Save.
  3. To send the account portal link to the customer, click the Send link option next to their name.
  4. The system sends a message via WhatsApp or SMS containing a private, encrypted, and signed link enabling the customer to view their outstanding balance, past bills, and payment methods (bank transfer and CliQ) without requiring a login.
Screen
Subscription billing › Customers
Permission needed
Subscription billing — Customers / Add

How do I create a new subscription for a customer with a discount or custom price?

  1. Open the Subscriptions screen and click the New subscription button to open the subscription creation window.
  2. Select the Customer and designate the requested Plan.
  3. Enter the Quantity (e.g., number of users or licenses), and Subscription discount percentage if applicable.
  4. You can specify a Special price per unit to override the plan's standard price exclusively for this customer.
  5. Enter the Service reference (such as contract or line number), start date, and specify whether you wish to skip the trial period (No trial period).
  6. Click Save; to activate the service and schedule the first bill automatically.
Screen
Subscription billing › Subscriptions
Permission needed
Subscription billing — Subscriptions / Add

How do I issue the next cycle's subscription bill immediately without waiting for the nightly run?

  1. Open subscription details from the Subscriptions screen.
  2. Click the action button Issue bill now.
  3. The system verifies the upcoming cycle and issues its bill immediately with approved values and taxes.
  4. This action is completely safe and will not duplicate bills if already issued.
Screen
Subscription billing › Subscriptions
Permission needed
Subscription billing — Bills / Run billing and issue bills

How do I manually trigger automated billing for all due subscriptions?

  1. Access the Bills page from the system menu.
  2. Click the Run billing now button in the top bar.
  3. The system performs a comprehensive scan of all active subscriptions and issues renewal bills for all subscriptions that have matured in a single batch, notifying you with the exact count of issued bills.
Screen
Subscription billing › Bills
Permission needed
Subscription billing — Bills / Run billing and issue bills

How do I change a customer's plan mid-month with prorated difference calculation?

  1. Open the desired subscription and click the action button Change plan.
  2. Choose the New plan, and set the Change date.
  3. Enable the Prorate the difference by days option; the system immediately calculates the exact remaining days of the current cycle and the remaining credit value from the old plan against the price of the new plan for the same duration.
  4. In case of an upgrade to a higher plan, the system issues an immediate invoice for the difference; in case of a downgrade, the difference is carried over as a credit balance automatically deducted from the customer's next bill.
  5. Click Confirm to approve the change.
Screen
Subscription billing › Subscriptions
Permission needed
Subscription billing — Subscriptions / Change plan

How do I temporarily pause a subscription and resume it later?

  1. From the Subscriptions screen, click the Pause action next to the desired subscription to open the pause window.
  2. Enter the temporary pause reason and click Confirm; the subscription status changes to Paused and the system stops issuing any recurring bills for it.
  3. When the customer wishes to resume service, click the Resume button; the subscription returns to Active status and the system automatically postpones the next billing date by the number of paused days.
Screen
Subscription billing › Subscriptions
Permission needed
Subscription billing — Subscriptions / Pause and resume subscription

How do I cancel a customer subscription (immediately or at end of paid period)?

  1. Open the subscription and click the action button Cancel.
  2. Enter the mandatory Void reason to include it in churn reports.
  3. Enable the Ends at the end of the paid period option so the subscription continues operating until the last day paid by the customer, then closes automatically without renewal.
  4. If you disable this option, the subscription is canceled and stops immediately at that moment.
  5. Click Confirm.
Screen
Subscription billing › Subscriptions
Permission needed
Subscription billing — Subscriptions / Cancel subscription

How do I record a cash or electronic payment for a subscription bill?

  1. Open the Bills page and search for the unpaid bill.
  2. Click the action button Record payment to open the payment window.
  3. Enter the paid Amount (which can be a partial payment of the total value).
  4. Specify How to pay (cash, card, CliQ, bank transfer), and enter reference number and payment date.
  5. Click Save; the bill status changes to Paid (or Partially paid) and the payment receipt is registered in the system.
Screen
Subscription billing › Bills
Permission needed
Subscription billing — Payments / Add

How do I collect a payment from a customer and distribute it automatically across their older bills?

  1. Go to the Customers screen and find the customer with outstanding dues.
  2. Click the action button Record a payment next to their name.
  3. Enter the total collected amount from the customer, payment method, and reference.
  4. Click Confirm; the system automatically distributes the amount, settling the oldest outstanding bills in chronological order until the payment amount is exhausted.
Screen
Subscription billing › Customers
Permission needed
Subscription billing — Payments / Add

How do I send a payment reminder to the customer via WhatsApp?

  1. Open the Bills screen and search for the due or overdue bill.
  2. Click the action button Remind.
  3. The system sends a ready message via WhatsApp or SMS detailing invoice number, value, due date, and direct payment link, tailored according to the payment phase (before due date, on due date, or upon delay).
Screen
Subscription billing › Bills
Permission needed
Subscription billing — Bills / Send payment reminder

How do I void a subscription bill issued in error?

  1. Go to the Bills page and open the relevant bill.
  2. Click the action button Void bill.
  3. The system requires that the bill has no recorded payments (payments must be voided first if any exist).
  4. Enter the mandatory Void reason and click Confirm; the bill status changes to Void and its financial impact is reversed.
Screen
Subscription billing › Bills
Permission needed
Subscription billing — Bills / Void a bill or payment

How do I void a payment recorded in error in the system?

  1. Open the Payments screen and find the desired payment.
  2. Click the Void payment option to open the void window.
  3. Enter the Void reason and click Confirm; the payment status changes to Void and the associated bill's balance returns to unpaid immediately.
Screen
Subscription billing › Payments
Permission needed
Subscription billing — Payments / Void a bill or payment

How do I regenerate the customer portal link if the old link was compromised?

  1. Access the Customers screen and select the relevant customer.
  2. Click the Renew link option to open the confirmation window.
  3. Click Confirm; the system invalidates the old link immediately and generates a new security token for the customer portal, allowing you to resend the new link securely to the customer.
Screen
Subscription billing › Customers
Permission needed
Subscription billing — Customers / Edit

How do I link specific add-ons to a customer's active subscription?

  1. Open the desired subscription in the Subscriptions screen and switch to edit mode.
  2. In the Add-ons section, click Add and select the add-on service from the list and specify the quantity.
  3. Click Save; billing for the add-on will begin automatically in the upcoming renewal cycle's bill.
Screen
Subscription billing › Subscriptions
Permission needed
Subscription billing — Subscriptions / Edit

How does the system handle billing anchor dates at month-end (such as January 31)?

  1. The system utilizes day-anchor algorithms; if a subscription starts on the 31st, the February bill issues on its last day (February 28 or 29), and the subsequent bill automatically snaps back to March 31 without any scheduling drift.
Screen
Subscription billing › Subscriptions
Permission needed
Subscription billing — Subscriptions / View

How do I review Monthly Recurring Revenue (MRR) and churn rate reports?

  1. Open the Subscription reports page from the system menu.
  2. Review Monthly Recurring Revenue (MRR) and Annual Recurring Revenue (ARR) indicators, and new vs. churned subscription growth rates.
  3. Review the overdue bills aging report, 3-month cash collection forecast, and subscriptions renewing within the current week.
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Subscription billing › Subscription reports
Permission needed
Subscription billing — Reports / View

How do I configure reminder intervals and automatic suspension in subscription settings?

  1. Open the Subscription settings page from the Subscription billing menu.
  2. Specify the lead days for bill generation prior to the new cycle.
  3. Configure the reminder message schedule (before due date, on due date, and at 3, 7, and 14 days overdue).
  4. Specify the grace days allowed before automatically suspending service upon late payment, then click Save.
Screen
Subscription billing › Subscription settings
Permission needed
Subscription billing — Settings / Edit

How do subscription bills integrate with accounting and e-invoicing?

  1. When the accounting module is active in the company, the system creates an actual sales invoice in the general ledger for each issued subscription bill.
  2. The invoice is automatically dispatched to the e-invoicing platform, and collected payments are recorded as formal receipt vouchers.
Screen
Subscription billing › Bills
Permission needed
Subscription billing — Bills / View

Frequently asked questions

When does a subscription change to "Past due" status and what does it entail?
  1. When a bill's due date passes without recorded payment, the bill status automatically transitions to Overdue.
  2. The associated subscription automatically transitions to Past due status, and the system sends escalated follow-up reminders.
  3. Depending on company settings, the system can automatically suspend the subscription after a specified number of overdue grace days to protect revenue.
Screen
Subscription billing › Subscriptions
Permission needed
Subscription billing — Subscriptions / View

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