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Managing Subscriptions

Change Payment Method for Subscription​

  1. Go to the subscription that you want to edit

  2. Under the subscription line items, you will see an option labeled "Payment Method"

  1. Click Change Payment Method It will reveal two different ways to make the change

OPTION 1​

You can edit an already existing payment method or choose to have no payment method attached to the subscription at all. If the customer has existing payment methods on file, they will appear here.

OPTION 2​

You can add the ability to add a new card, checking account, or tokenized method. Once added, it will be the default payment method for the subscription & become a stored payment method.

  1. Once you have decided on your option, select the desired payment method, scroll to the bottom and click Save Changes
note

If you select an ACH or credit card as the payment method for the subscription, the customer WILL be automatically charged to that payment method for each subscription invoice going forward.

note

If you DO NOT want the customer to be charged automatically, you should instead select the "Do not take an automatic payment, create an invoice" option as the payment method.

Add New Subscription​

Creating a subscription will let you charge a customer on a recurring basis (e.g. monthly, weekly, yearly, etc.). Subscriptions automatically create invoices and charge your customers over and over again on a recurring basis.

Steps​

  1. If you haven't already, create a customer

  2. From the left side navigation menu, choose Subscriptions

  1. Click the New Subscription button

  1. From the pop-up, select the customer you wish to create the subscription for

  1. Choose a plan or product to subscribe the customer to
  • If you want to subscribe them to multiple plans, you can use the Add Another Plan or Product button to add another subscription line. You can also specify quantities and change the description

  1. If you have credit card or ACH details for the customer, you can choose credit card or ACH as a pay method and provide those

  2. Specify how often the subscription should invoice or charge your customer (e.g. monthly, weekly, yearly, etc.)

note

Need to offer this customer custom pricing? Click the pencil icon next to the price/rate to change it.

  1. Click the Continue...= button to continue (on the next page, you'll be asked when to start the subscription -- immediately or at some point in the future)

  2. You'll be given the option to generate an invoice now or delay invoice the invoice until a later date

  • If you decide to invoice and you entered payment information (a credit card or ACH bank details) you'll also be able to immediately take a payment. This will happen automatically when you select Invoice & Pay Now

That's all it takes! Great job!

Keep in Mind​

  • ChargeOver will automatically create invoices (and, if a credit card or ACH bank account is present, automatically generate payments) in the future
  • By default, if a customer has a payment method in ChargeOver, their credit card will be charged or ACH bank account debited. If the charge or debit is successful, they will automatically receive a payment receipt email
  • If a credit card charge of ACH debit is declined, the customer will receive a payment failed notification, including a link the customer can use to pay online
  • If no payment method is present for this customer, then they will be sent an invoice and a link they can use to pay online and update their payment method information

Amount of Subscription Changes​

ChargeOver can handle situations where the amount of the subscription changes over time.

For example

  • 3 easy payments of $29.95 per month, and then $59.95 every month after that
  • $5.95 for the first 12 months, and then $3.95 for the next 12 months

Create a Subscription that Changes Amounts​

To create a subscription that changes amounts, you'll want a line item for each separate amount.

  1. Choose the plan or product for the first price point

  2. Set the # of billing cycles to invoice for - this is the number of payments you want at this first price point (if you don't see this option, try clicking more options...)

note

This first price point will automatically stop charging after the # of billing cycles you're specified for.

  1. Add a second line to the subscription, and choose the plan or product for the second price point

  2. Set the # of cycles to skip - this is the number of payment cycles to NOT charge this second price point at (for example, if you're charging monthly and don't want this second price point to kick in for 3 months, set this to 3)

note

This second price point will NOT show up on invoices for the first # of cycles to skip you specified, and then will automatically start showing up on all invoices after that.

If this is a common scenario for you, you can set your plan or product to default to a specific number of cycles to skip or cycles to invoice for.

Change a Subscription​

You can upgrade or downgrade any subscription at any time.

Adjust a Product in a Subscription​

  1. Find the subscription you want to change, upgrade or downgrade (you can search for it by customer or subscription #)

  2. When viewing the subscription details, click the pencil icon next to any subscription line you want to change

- To change the plan/product, choose the new plan from the drop-down menu

  • To cancel/remove this subscription line, choose [Cancel this line] from the drop-down menu
  • If you're just changing pricing, you can choose [Leave this plan unchanged] and use the pencil icon to change the price/rate

  1. Make sure you click the Save button at the bottom of the page to save your changes

Generate Projections​

If you want to know what invoices your customer will be receiving in the future, take a look at the invoice forecast for that subscription.

You can view the exact invoice date and amount a customer will be notified of, by following the steps below.

Steps​

  1. Go to the subscription

  2. Click the Invoice Forecast link under "Subscription actions" as shown below

  1. This will trigger a pop-up window with the future dates and amounts that customers will be invoiced in the future
  • You can expand each date and see what exactly will be billed that date, which is very helpful if you have trial or expiring line items

Keep in Mind​

  • If a subscription is scheduled to cancel on a future date, the invoice forecast only shows invoices projected to generate before and on the scheduled cancellation date. You can learn more about scheduling a future subscription cancellation here

Adjust When a Subscription Creates an Invoice or Charges a Payment​

ChargeOver allows you to adjust the generation date of the next invoice from a subscription.

This is helpful if your customer requests a new invoice date or if you are trying to align your billing dates with other subscriptions.

You can make these adjustments at any time during the lifespan of the subscription and you can adjust it as many times as you need.

Steps​

  1. Find the subscription in ChargeOver
  • You can use the search bar at the top by entering the subscription number or customer name
  • You can find your list of subscriptions on the left menu under Subscriptions
  1. Once you're on the subscription overview page, on the right-side under "Subscription Actions" panel, choose Adjust Invoice Date

  1. You will be prompted for the new next invoice date. Pick the date and click Adjust Invoicing Date

  • If the subscription is scheduled to cancel on a future date, there will be a warning message containing the cancellation date. You are still able to pick a new date for the next invoice.