Create recurring subscriptions that renew automatically at specified intervals.
Add a Subscription
To add a subscription, follow these simple steps:
1. Navigate to the Billing menu on the left side of your screen, and navigate to Subscriptions.
2. At the top right side of your screen, click the Add Subscription button.
On the Create a Subscription screen, click on the search bar under Student, lead or batch and search for the respective student, lead or batch for which you want to create the subscription.
(You can also add a student by clicking on the 'Quick add student' button in the drop-down menu and entering their first and last name, email, and phone number. Then click 'Save' to add the student to the list.)
The Invoice Number is automatically generated and the subsequent students will automatically be assigned the next available invoice number. You may also enter a different invoice number based on your records.
To add the invoice Issue Date, simply click on the Calendar icon and select the date you want the invoice to be issued. Additionally, specify the Due date by which the invoice must be paid.
3. Under the Items heading, click on +Add Item option and search for the class/session you want to add for the subscription. You can add more than one class/session by clicking the '+Add Item' option again.
Add the Quantity, and the Validity of the class by clicking on the calendar icon. Optionally, you may add a Description.
You can even Add discount and Add tax by selecting the same from the respective drop-downs.
Lastly, you can add a Note or a Memo to be displayed on the invoice and format it as desired.
4. Scroll down to the Subscriptions heading. Under Repeat this invoice, select how often the invoice should recur from the dropdown. Options include daily, weekly (every 'n' weeks and on which day every week) monthly (on which day of every month), bi-monthly (which day of every other month) or quarterly (which day of every third month), half-yearly (which day of every sixth month), or yearly (which day and month of the year).
5. From the Create invoice drop-down, select how far in advance you want the invoice to be generated (e.g. 5 days before the invoice date).
Choose how the invoice should be handled when it's created:
Create and send: the invoice is created in advance and sent automatically on the scheduled date.
Create and keep in draft till invoice date: the invoice is created in advance as a draft, giving you time to review it before it's sent on the invoice date.
Next, from the drop-down options, add the And end (end-date) of the membership, which are Never, On - (select date from the calendar), or After - (Number of invoices).
Select the Time zone in which you would like to create the invoice.
6. Lastly, you may toggle on the Automatically adjust quantities button. When toggled on, the system automatically calculates the next three invoices based on the sessions scheduled on the calendar.
For example, if a student enrolls in weekly tennis classes and has 4 sessions scheduled in January but only 3 sessions in February due to a national holiday, the upcoming invoices will be adjusted accordingly.
💡 The validity period and session dates are separate concepts. For accurate invoicing, you can skip the validity date, or set a validity period to capture all sessions. This ensures accurate upcoming invoices, as subscriptions can begin on any day of the month.
7. Finally, at the top right corner of the screen, click on Save to create the invoice. If the Email invoice box is checked, clicking on Save will create as well as send the invoice to the respective student email ID.
Alternatively, you could schedule the invoice by clicking on the Clock icon next to Save. In the Schedule invoice pop-up, select the Date, Time and Time Zone for when the invoice needs to be sent in the future and then click on the blue Schedule invoice button.
Here's a video on how to create a subscription:
Scheduled subscriptions
You may want to make edits to your subscriptions for the following months, like adding or removing classes. You can do so by creating subscriptions and scheduling them, until the issue date.
To do this, follow the steps mentioned above to add a subscription.
While doing so, under the Subscriptions heading, from the Create Invoice drop-down, select the number of days before which you’d like the invoice to be created. Then you can select one of the following two options:
Create and Send - The next invoice will be created and sent X days in advance with an invoice issue date of the interval selected to repeat the invoice.
Create and keep in draft till invoice date - The next invoice will be created as a draft X days in advance and will be sent on the interval when the invoice is set to be repeated.
Here’s an example:
When an invoice is generated for the following month, it will appear under the Invoices section.
Pause or End Subscription
To pause or end a subscription, follow these steps:
1. On the All Subscriptions page, find the subscription you’d like to pause/end from the list of subscriptions.
2. Click on the line item and on the next page,
To end a subscription
Click on the End button situated at the top-right corner of the screen.
In the End subscription pop-up, you can choose to end the subscription Immediately (which is the default option) or On a custom date.
If you wish to end the subscription On a custom date, choose the date from the Calendar icon.
Click on Cancel subscription to confirm your choice.
To pause a subscription
Click on the Pause button and you'll be prompted to select a future date for auto-resuming the subscription.
You can select a date by clicking on the Calendar icon, or, if you're unsure about the exact date to resume the subscription, simply choose the Indefinitely option.
Then, click on the Pause subscription button.
Enabling Auto-Charge for Subscriptions
To enable automatic payments for your subscriptions,
Navigate to Billing > Subscriptions, and click on the respective subscription row on the All Subscriptions page.
On the 'Subscription' page, toggle on the Automatic charge button. Auto-charge will be enabled for that particular subscription.
Auto-charge is available on the following payment gateways: Stripe, CCAvenue and Hitpay. You will also have to configure auto-charge settings on the respective payment gateways to enable automatic payments for subscriptions.
Please note: Auto-charge will only work if you have added a payment method/card on file. After enabling the auto-charge setting, you will need to make a payment manually to allow the system to capture your card details. Following this first payment, all further payments will be automatically charged.