Creating a Subscription

A subscription automatically invoices a client on a recurring plan in every billing cycle. Each subscription invoice creates a pass for that cycle. If the payer saved a card during payment, later invoices are charged to it automatically.

⚠️ A subscription can be created only on an active recurring plan that has a price. The cycle is taken from the plan and read again on every run, so changing the plan affects all subscriptions on it, starting from the next invoice.

Steps

1. Open "Billing" → "Subscriptions" and click "Create Subscription".
2. In the "Clients" field, select one or more students. Each selected client gets a separate subscription.
3. In the "Payer" field, select who will pay. Any active member of the workspace can be the payer.
4. In the "Plan" field, select a recurring plan.
5. In the "Applies To" field, tick a class, section or program. One pass is created for each ticked item in every cycle.
6. Set the "Start Date". The first cycle is formed on this date, and it becomes the billing day of every following cycle.
7. If needed, set the "End Date". If the field is blank, the subscription renews until it is cancelled. If it is filled in, the last cycle is the one that starts on or before this date.
8. Select the "Merchant Account" and "Payment Method".
9. If needed, enter the "Free Trial Period (Days)" — from 0 to 365. No invoices are issued during the trial, and cycles are counted from its end.
10. If a trial period is set and a merchant account is selected, the "Require Payment Method" checkbox appears. Tick it and choose what happens if the payer has not saved a card by the end of the trial: pause the subscription (default) or cancel it immediately.
11. If needed, add a discount or fee: click "Add Adjustment" in the "Discounts & Fees" block (see the Discounts & Fees guide). If the client meets the conditions set in advance for a discount, it is applied automatically.
12. Click "Create Subscription".
13. Check the result: the subscription appears in the list. The "Next Billing Date" column shows when the next invoice will be issued, and during the trial the "Status" column shows "Trial until ".

Managing a Subscription

A subscription can have the following statuses:

• "Active" — invoices are being issued.
• "Paused" — no invoices are created until the subscription is resumed.
• "Ending" — the subscription has been cancelled but stays valid until its end date (the end of the period already paid).
• "Cancelled" — the subscription has been cancelled and its end date has passed.
• "Ended" — the subscription has reached its end date.

⚠️ Cancelling a subscription cannot be undone. To stop invoicing temporarily, pause the subscription; to make the client pay nothing, apply a 100% discount.

Steps

1. In the subscriptions list, click in the subscription's row.
2. Select the action you need:
   • "Details" — the subscription history: "Invoice Created", "Invoice Skipped", "Nothing to Invoice", "Final Invoice Created", "Paused", "Resumed", "Cancelled", "Ended", and the "Changed By" column showing who made each change.
   • "View Invoices" — all invoices created by this subscription.
   • "Pause" — after you confirm with "Pause Subscription", no new invoices are created. Paused time is not charged.
   • "Resume" — after you confirm with "Resume Subscription", invoicing restarts on the next billing day (today or later).
   • "Cancel" — after you confirm with "Cancel Subscription", no new invoices are created. The subscription stays valid until the end of the period already paid, and that day becomes its end date; until then its status is "Ending". To keep the subscription, click "Keep Subscription" in the dialog.
   • "Renew" — available only for a subscription with an end date. Opens the subscription form with the same details, starting the day after the end date.
   • "Remove" — available only while the subscription has no invoices. Cancel a subscription that has already been invoiced.
3. Confirm the action in the dialog.
4. Open "Details" and make sure the action appears in the history.