Adding a Subscription
Create recurring subscriptions that renew automatically at specified intervals.
This article is divided into 3 parts, namely:
Add a Subscription
Subscriptions in Draft
Pause or End Subscription
To add a subscription, follow these simple steps:
Navigate to the Billing menu on the left side of your screen, and click on Subscriptions.
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 and search for the student or type in their name.
(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 an Invoice 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.
Click on the Add Item option and search for the class/session you want to add. You can add more than one class/session by clicking the "Add Item" option again.
Add a Description, Quantity, and the Validity of the class by clicking on the calendar icon.
To add discounts (percentage, amount, or coupon), click on the Add discount option and simply select the desired option from the drop-down menu.
Lastly, you can add a Note or a Memo to be displayed on the invoice.
Scrolling down, in the Subscriptions tab, select when you would like to Repeat this invoice from the drop-down options. Select daily, weekly, monthly, 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)
In the Create Invoice section, from the drop-down options, select when you would like to issue and send the following invoices.
For example, if the invoice is created on the same day, the invoice will be issued and sent on the same day, and if it is two days before, then the invoice will be created on XX day and sent 2 days later.
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.
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.
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.
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.
To pause or end a subscription, follow these steps:
On the All Subscriptions page, find the subscription you’d like to pause/end from the list of subscriptions.
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, click on Confirm.
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.
This article is divided into 3 parts, namely:
Add a Subscription
Subscriptions in Draft
Pause or End Subscription
Add a Subscription
To add a subscription, follow these simple steps:
Navigate to the Billing menu on the left side of your screen, and click on Subscriptions.
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 and search for the student or type in their name.
(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 an Invoice 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.
Click on the Add Item option and search for the class/session you want to add. You can add more than one class/session by clicking the "Add Item" option again.
Add a Description, Quantity, and the Validity of the class by clicking on the calendar icon.
To add discounts (percentage, amount, or coupon), click on the Add discount option and simply select the desired option from the drop-down menu.
Lastly, you can add a Note or a Memo to be displayed on the invoice.
Scrolling down, in the Subscriptions tab, select when you would like to Repeat this invoice from the drop-down options. Select daily, weekly, monthly, 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)
In the Create Invoice section, from the drop-down options, select when you would like to issue and send the following invoices.
For example, if the invoice is created on the same day, the invoice will be issued and sent on the same day, and if it is two days before, then the invoice will be created on XX day and sent 2 days later.
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.
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.
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.
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:
On the All Subscriptions page, find the subscription you’d like to pause/end from the list of subscriptions.
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, click on Confirm.
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.
Updated on: 03/02/2025
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