Subscription Management

Subscription Overview

Subscriptions in OpenInvoice are managed through recurring invoice templates. Each template can represent a subscription with automated billing.

Subscription Status

Active

• Subscription is active
• Invoices generated automatically
• Customer is being billed regularly

Paused

• Subscription temporarily paused
• No invoices generated while paused
• Can be resumed later
• Next generation date adjusted

Cancelled

• Subscription cancelled
• No more invoices will be generated
• Existing invoices remain active
• Cannot be reactivated

Managing Subscriptions

Pausing a Subscription

Temporarily pause billing:

1. Open the recurring invoice template
2. Click Pause
3. Confirm pause
4. Subscription status changes to "Paused"

While paused:

• No invoices generated
• Next generation date paused
• Can resume anytime

Resuming a Subscription

Resume paused subscription:

1. Open the template
2. Click Resume
3. Confirm resume
4. Next generation date recalculated

Cancelling a Subscription

Cancel subscription permanently:

1. Open the template
2. Click Cancel
3. Confirm cancellation
4. Subscription status changes to "Cancelled"

Warning: Cancelled subscriptions cannot be reactivated. Create a new template if needed.

Subscription Modifications

Changing Schedule

Update billing frequency:

1. Open the template
2. Click Edit
3. Change frequency
4. Save

Next invoice will use new schedule.

Updating Items

Modify subscription items:

1. Open the template
2. Go to Items tab
3. Add/edit/remove items
4. Save

Changes affect future invoices only.

Changing Amounts

Update pricing:

1. Open the template
2. Edit item prices
3. Save

Future invoices use new pricing.

Subscription Statistics

View subscription metrics:

Revenue Metrics

• Total Revenue - All revenue from subscription
• Paid Revenue - Revenue from paid invoices
• Outstanding - Unpaid invoice amounts

Invoice Metrics

• Total Invoices - Number of invoices generated
• Paid Invoices - Number of paid invoices
• Outstanding Invoices - Unpaid invoices

Payment Metrics

• Total Payments - All payments received
• Average Payment - Average payment amount
• Payment Rate - Percentage of invoices paid

Subscription Lifecycle

New Subscription

1. Create recurring invoice template
2. Set schedule and items
3. Activate subscription
4. First invoice generated on start date

Active Subscription

• Invoices generated automatically
• Payments tracked
• Status monitored
• Can be modified

Subscription Changes

• Pause/resume as needed
• Update items or pricing
• Change schedule
• Modify customer

Subscription End

• Set end date (optional)
• Cancel when needed
• Final invoice generated
• Archive subscription

Customer Subscriptions

Viewing Customer Subscriptions

1. Open a customer
2. View active subscriptions
3. See subscription history
4. Monitor subscription status

Multiple Subscriptions

Customers can have multiple subscriptions:

• Different services
• Different frequencies
• Different amounts
• All managed separately

Subscription Notifications

Upcoming Invoices

• Notifications before generation
• Reminder emails to customers
• Alerts for subscription changes

Payment Reminders

• Automated reminders for unpaid invoices
• Subscription-specific reminders
• Custom reminder schedules

Best Practices

1. Clear Communication - Explain subscription terms to customers
2. Monitor Closely - Track subscription health
3. Handle Changes - Process modifications promptly
4. Set End Dates - For time-limited subscriptions
5. Regular Review - Review subscriptions periodically

Use Cases

Monthly Subscriptions

• Software licenses
• Service retainers
• Membership fees

Usage-Based Subscriptions

• Metered services
• Consumption billing
• Variable pricing

Project Subscriptions

• Milestone billing
• Phase-based payments
• Retainer services

Next Steps

• Setting Up Recurring Invoices - Create recurring templates
• Usage-Based Billing - Metered billing setup