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Managing Subscriptions

Add a 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

Do you need to offer custom pricing? Click the pencil icon next to the products rate to edit 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, you'll also be able to take a payment immediately. This will action will be triggered once you click Invoice & Pay Now

Keep in mind​

  • As the default behavior, ChargeOver will automatically create invoices. Then, if a payment method is on file, a payment will automatically generate for those invoices
  • Once a customer is charged and the charge is successful, the customer will automatically receive a payment receipt email. If the payment is declined, the customer will receive a payment failed notification email, along with a link they can use to pay online with a different payment method or with the same payment method again
  • If no payment method is present for a customer, they will be sent an invoice and a link they can use to pay online and update their payment method information, if they want

Subscription status'​

There are four different status' a subscription can have in ChargeOver. Current, overdue, suspended and cancelled. You can find a list of these status' under the status column filter in your subscriptions tab.

Each filter has a different meaning. Current means that the subscription is paid and active. Overdue means the subscription still has an amount due. Suspended means the subscription is paused for now. And cancelled means the subscription has been terminated.

Subscription amount changes​

Use our automatic pricing updates to change the price of your customers subscriptions, over time. If you do anything like yearly pricing updates, this feature is for you. Go here to learn more.

Change a subscription​

You can upgrade or downgrade any subscription at any time.

Changing existing products or pricing​

  1. Find the subscription you want to change

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

  • To change the product, choose the new plan from the drop-down menu
  • To cancel or remove this subscription line, choose 'cancel this line' from the drop-down menu
  • If you're changing pricing, you can choose the option 'leave this plan unchanged' and use the pencil icon to change the price

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

Scheduling future price changes​

If the subscription should change prices in the future, you can automatically schedule those price changes.

Some examples:

  • free trials - the subscription changes from $0.00 to $100.00 after 14 days
  • yearly renewal increases - the subscription goes up in cost by 3% after the first year
  • introductory periods - the subscription costs $10 for the first 3 months, then $50 thereafter

Use ChargeOver's scheduled price update functionality to schedule these price changes.

Viewing future invoices and payments​

If you want to know what the exact amount a customer will be charged for and when, take a look at the invoice forecast for that subscription.

Steps​

  1. Go to the subscription

  2. Click the Invoice Forecast link under subscription actions

  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 exactly what amount will be billed on 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

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.