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Setup Fee for Subscription Services


Overview:

This document outlines the requirements for implementing a setup fee feature for subscription services within Agency Handy. Agency owners can add a one-time or more (user given) setup fee to specific subscription packages. This setup fee is charged during the initial purchase, separate from the recurring subscription fee.

User Stories:

As an agency owner, I want to add setup fee to my subscription packages to cover initial service setup costs.
As a client, I want to clearly understand the total cost, including any setup fees, when purchasing a subscription package.

Functional Requirements:

Setup Fee Configuration:
Optional Setup Fee: Agency owners can add an optional setup fee to subscription-based packages.
Unique Setup Fee per Package: Each package can have a different setup fee, which is a one-time charge.
Setup Fee Amount: Agency owners can specify the exact amount of the setup fee for each package.
Setup fee Duration: Agency Owners can specify how many times they will take the set up fee
the duration can’t be greater than the cycle duration
Display of Setup Fee:
Pricing Range Exclusion: Setup fees should not be included in the displayed pricing range of the subscription packages. (for catalog and service purchase section)
Detailed Invoice: The setup fee must be clearly itemized on the invoice, showing it separately from the subscription fee.
Payment Process:
Charge: The setup fee is charged based on the setup fee duration during purchase of the subscription and subsequent cycle if applicable
Total Cost Display: During the checkout process, the total cost must include the subscription price and the setup fee, displayed separately to the client.
Order Management:
Setup Fee Tracking: Orders containing a setup fee must track the fee as part of the initial purchase transaction.
Invoice Breakdown: The invoice generated after purchase should clearly break down the total cost, showing the subscription fee and setup fee as separate line items.
Manual Order:
Setup fee is applicable for manual order creation as well
while creating manual invoice for manual subscription properly show and calculate the set up fee
set up fee will not be editable in the order form
Proposal
Proper set up fee is applicable for subscriptions created from proposal
set up fee will not be editable in the proposal form
Client Notifications:
Confirmation Email: After purchase, the confirmation email sent to the client must include a breakdown of the costs, highlighting the setup fee.
Invoice Availability: Clients can view and download their invoice from the dashboard, with the setup fee clearly itemized.

Non-Functional Requirements:

Usability: The setup fee configuration should be easily accessible and straightforward to manage within the service/package configuration settings.
Performance: The system should accurately reflect the setup fee in all related processes, including the checkout, invoicing, and order management.

Dependencies:

Payment Gateway: Ensure the payment gateway can handle the setup fee as a one-time charge separate from the recurring subscription fee.
Invoicing System: The invoicing system must support the breakdown and display of the setup fee on all client invoices.
Setup Fee Implementation:
The system should allow agency owners to add and configure setup fees for subscription-based packages.
Price Display:
The setup fee should not be included in the displayed package price on the service catalog but must be shown during the purchase process.
Invoice Details:
The invoice must correctly display the setup fee separately from the package price.
Payment Processing:
Ensure that the correct amount, including the setup fee, is charged during the specified duration.

Acceptance Criteria:

Setup Fee Configuration:
Agency owners can successfully add a setup fee to any subscription package during package configuration.
The setup fee is optional and can be configured as a one-time fee for each package.
The setup fee amount is specified by the agency owner and saved correctly for each package.
Display of Setup Fee:
The setup fee does not appear in the subscription package's displayed pricing range.
The setup fee is clearly itemized in the detailed invoice, separate from the subscription fee.
The total cost displayed during the checkout process includes both the subscription fee and the setup fee, with each amount shown separately.
Payment Process:
The setup fee is charged only once, during the initial purchase of the subscription package.
If the setup fee is present, the total cost reflects this additional charge accurately during checkout.
The payment gateway processes the setup fee as a one-time charge along with the subscription fee during the first transaction.
Order Management:
Orders that include a setup fee correctly track the fee as part of the initial purchase.
The invoice generated after purchase shows a clear breakdown, listing the setup fee and subscription fee as separate items.
Clients can view and download their invoice from the dashboard, with the setup fee clearly itemized.
Client Notifications:
After purchase, the client receives a confirmation email that includes a detailed breakdown of the costs, with the setup fee highlighted.
The invoice available in the client’s dashboard shows the setup fee separately from the subscription fee.
Non-Functional Requirements:
The setup fee configuration is user-friendly and accessible within the service/package settings.
The system accurately reflects the setup fee across all related processes, including checkout, invoicing, and order management without performance degradation.

FAQ:

1. if quantity is increased should the set up fee increase?
no setup fee will be a set amount set by the service creator/updater
Can we give an option to continue the order after trial ends?
will add a credit system later
@Joy Bordhen
⁠
A manual/automated order can have manual subscription invoices(s). In that case how will the setup fee be repeated?
setup fee will have to be manually added using “add item” for manual invoice or an additional invoice with just the setup fee.
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