Recurring billing and subscriptions
For services billed on a schedule - monthly retainers, memberships, ongoing maintenance - set up subscriptions instead of sending recurring one-off invoices. The system charges the customer's saved card automatically on each cycle.
Set up a subscription
1. Payments → Subscriptions → "+ New Subscription"
2. Select customer
3. Choose product with a recurring price
4. Set billing frequency: weekly, monthly, quarterly, annual
5. Set start date (typically immediate, can be scheduled)
6. Optional: add trial period (e.g., 14 days free)
7. Optional: set fixed term (e.g., 12 months) or open-ended
8. Customer receives an email with payment link to authorize the subscription
9. Once authorized, automatic charges begin per schedule
Subscription lifecycle
| Stage | Status | Action |
|---|---|---|
| Customer authorizes via payment link | Active | First charge processes immediately (or after trial) |
| Each billing cycle | Active → Charged | Auto-charge; receipt emailed |
| Charge fails (card expired, insufficient funds) | Past Due | Dunning workflow begins |
| Customer cancels (or you cancel) | Cancelled | No further charges; access ends per terms |
| Subscription term ends (if fixed-term) | Expired | No further charges automatically |
Customer self-service portal
Customers can view active subscriptions, update payment methods, and cancel — all from the customer portal
Send the portal link in subscription confirmation emails
Reduces support load: customers update their own expired cards instead of calling you
Modifying an active subscription
Upgrade/downgrade plan: pro-rated automatically
Pause subscription: skips charges for X cycles, then resumes
Apply discount/coupon mid-stream
Change billing date (e.g., switch from 1st of month to 15th)
