Subscriptions

A red Overdue in the Next Invoice column means the latest invoice failed or is overdue. Failed subscription payments are handled by Dunning & Recovery.

Open Billing → Subscriptions. Narrow the list with:

• Search subscriptions... — search by subscription or customer.
• Status — All Statuses, Active, Trialing, Paused or Cancelled.
• Plan — All Plans, or one plan.

Columns

Click a column header to sort. The list shows 10 subscriptions per page.

Before you start, you need the customer, the product, and at least one subscription plan attached to that product.

1. 1

   Click + New Subscription

   On the Subscriptions page. The New Subscription panel opens.
2. 2

   Choose the Customer

   Pick the customer from the list.
3. 3

   Choose the Product

   Changing the product clears the plan and any coupon you entered.
4. 4

   Choose the Billing Cycle

   Monthly (default) or Annual. The customer is charged the plan's monthly or yearly price every month or year.
5. 5

   Choose the Plan

   Only subscription plans of the selected product are shown. Each plan has a monthly and a yearly price. Once you pick one you see "{Plan} will be billed {price} per month/year."
6. 6

   Apply a coupon (optional)

   See Apply a coupon
7. 7

   Set the Start Date

   Today by default. It cannot be in the past ("Start date cannot be in the past.").
8. 8

   Choose a Trial Period

   See Free trials
9. 9

   Check the preview and click Create

   The preview shows the Plan, Billing, Trial, Price, Discount and what the customer pays per month or per year. Create stays disabled until a customer, product and plan are chosen.

If the product has no plans you see "This product has no subscription plans. Add a subscription plan to this product." — see No plans to choose from.

In the Trial Period field of a new subscription, choose:

• No trial
• 7-day trial
• 14-day trial
• 30-day trial
• Custom — then enter the Number of days (a whole number, 1 or more).

While the trial runs, the status shows Trial — N days left. When it ends the customer is charged the plan price.

Create coupons first under Config → Coupons.

On a new subscription

1. 1

   Choose a plan first

   Without a plan you see "Select a plan to apply a coupon."
2. 2

   Type the code in Coupon Code and click Apply

   The code is changed to capital letters as you type.
3. 3

   Check the result

   On success you see what the coupon gives and for how long — for example "Coupon applied — 10% off for the first 3 cycles. Payable: …"

If the coupon does not fit the plan you see "This coupon is not valid for the selected plan."

How long a discount lasts

On an existing subscription

Open the subscription with the pencil, enter the code under Coupon Code and click Save Changes. The coupon field is hidden once a discount is active and the subscription has started and is out of its trial.

1. 1

   Open the subscription

   Click the pencil (Manage Subscription) on its row.
2. 2

   Click ↑ Change Plan

   Pick the new plan from the list and click Continue.
3. 3

   Click Save Changes

   Nothing is saved until you click Save Changes.

When it's an upgrade

If the new plan costs more, the subscription has started and it is out of its trial, QuickBill asks how to handle the price difference:

Downgrades and changes during a trial are saved straight away.

1. 1

   Open the subscription

   Click the pencil (Manage Subscription) on its row.
2. 2

   Click ✕ Cancel Subscription

   Optionally enter a Reason (it defaults to "Customer request").
3. 3

   Choose when it ends

   Option	What happens
   Cancel at Period End	The subscription continues until the current billing period ends, then stops.
   Cancel Immediately	The subscription stops right away.

A cancellation at period end shows up under pending changes until it takes effect.

Open the cancelled subscription and click ↻ Restart Subscription. It replaces the Change Plan and Cancel buttons on a cancelled subscription.

Click the history icon (Pending Subscription Changes) on a subscription's row. Each change shows:

• What it is — for example Upgrade, Downgrade, “Cancellation — At Period End” or “Cancellation — Immediate”.
• The product, the Old Price and the New Price.
• The reason.
• When it takes effect — “Effective immediately” or “Effective on {date} — after the current billing period ends”.

Delete a pending change

Click the trash icon on the change and confirm with Delete. This can't be undone.