Service

Subscription pricing for service

Overview:

Enable agencies to set up recurring pricing plans in days, weeks, months, or years within the SaaS platform, with the feature of automatically generating invoices with a paid status for improved billing efficiency. In cases of Client’s self-checkout (from website or shared catalog), payments should be automatically made after the scheduled interval. For manually created orders, clients should get invoices periodically as well.

Objectives:

Allow agencies to define recurring pricing plans.

Support billing cycles in days, weeks, months, or years.

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Member+account changes⁠

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Automatically generate invoices with a paid status (for self-checkout).

Automatically receive payments for self-checkout orders.

Automatically send invoices after pre-defined periods (manual orders created).

Create new order/repeat old one/do nothing (User selected from service) for every recurring billing cycle

Subscription management from Side Bar

Proposal changes according to service payment plan

Features:

Recurring payment config in services:

Options:

Recurring (billing cycle: Support for day, week, month, and year)

One time

Details will be shown in service and order details

After every billing cycle

Order won't be updated.

keep the order as is.

send invoice only after every payment.

New updated order will be created.

with task

current order duplicate with new deadlines and assignee for each task (if exists)

new deadline for order and status (if exists)

without task

just a new order with new deadline and status

Existing Order will be updated.

change the order status to ongoing.

with task

current order updated with new deadlines and assignee for each task (if exists)

new deadline for order and status (if exists)

without task

just reopen the order with new deadlines without adding any new tasks.

Invoice field addition:

Payment type (recurring/one time)

When Payment type is recurring: Take repeat cycle from order info.

Automatic Invoice Generation:

Invoices are automatically generated according to the defined pricing plans (for manual orders).

Invoices will be automatically sent to clients once created.

Invoices are generated with a paid status for improved billing efficiency (for self-checkout).

if the payment is failed no new order will be created.

Receive payments periodically:

Hold card details for future payments (Payment gateway i.e. Stripe should hold the details)

Receive payments after the mentioned period in the service.

If a payment is failed invoice will be in open status (cleared on 29/3/24)

Create Proposal:

When a service is selected it should show the payment plans (one time or recurring whichever is selected when creating the service) as non-editable

For one-time payments: Keep as it is now.

For services with recurring payments:

Automatically take the payment plan as recurring (not changeable)

Billing Cycle (editable) day/month/week/year (mandatory)

Budget (editable) for every billing cycle (mandatory)

Max No. of billing cycle (non-mandatory)

Quantity (non-mandatory)

Rename the “duration” into “billing cycle.”

Create Order:

When a service is selected it should show the payment plans (one time or recurring) as non-editable

For one-time payments: Keep as it is now.

For services with recurring payments:

Automatically take the payment plan as recurring (not changeable)

Billing Cycle (editable) day/month/week/year (mandatory)

Total amount (editable) for every billing cycle (mandatory)

Max No. of billing cycle (non-mandatory)

Quantity (non-mandatory)

Rename “Budget” & “Duration” field.

For manual order creation show the changes after new payment (whichever one is selected)

After every billing cycle:

Order won't be updated.

New updated order will be created.

Existing Order will be updated.

i. Notification & Email (for all the following): (will added in template after completion)

Self-Checkout clients will get an email 2 days before their subscription ends & that it will auto renew.

Subject : Subscription Renewal Reminder for {service_name} with {company_name}

Hi {Client Name},

This is a friendly reminder that your subscription for {Service_name} with {Company Name} is set to renew on {Renewal Date}

Kind regards,

{company_name}

For manual orders, Agency should get a notification that a fresh invoice will be sent to the client.

After any subscription is renewed automatically, both client and agency will get a confirmation notification.

For self-checkout clients, if payment is failed, both agency and client should a get a notification of a failed payment.

on click notification redirect to invoice

notification text:

to Admin: There was a problem processing {client_name}’s recent payment for [service_name]

to client : There was a problem processing your recent payment for [service_name]

To client:

Subject : Action Required: Payment for [Service] Failed

Hi [Customer Name],

We're reaching out because the recent payment for your [service_name] with [Company Name] was unsuccessful.

Don't worry, we'll automatically retry the payment automatically to ensure uninterrupted service.

{view_invoice}

Sincerely,

[Company Name]

To Agency

Subject : Action Required: Payment for [Service] Failed

Hi [Customer Name],

We're reaching out because the recent payment of {client_name}s for [service_name] was unsuccessful.

Don't worry, we'll automatically retry the payment automatically to ensure uninterrupted service.

{view_invoice}

Sincerely,

[Company Name]

Once an invoice status is changed to “Paid” send notification to the client

Paid: “Your payment for invoice “Invoice Number” for “Order_ID” has been successfully received.”

Manual Order creation for subscription

SuperAdmin, Admin, PM will be able to create manual order for subscription.

while creating manual order the cycle is taken from service

while creating manual invoice it will take the service subscription cycle

For services with new order with tasks

a new order needs to be created.

while creating manual order the subscription cycle will be taken from service and it will be non changable.

billing cycle will be editable

Once a new subscription type order is created a new subscription is created for the client

Order and invoice can have different cycle

for example: if a subscription type order is created on 1 june with monthly interval. and manual invoice is created on 3rd june the next order will repeat on 1st july but the next invoice will repeat on 3rd july

one order can have multiple invoice

once the first invoice is created manually from the 2nd invoice onwards, the invoice needs to be automatic

invoice will repeat if the status is “Open”, “Paid”

the payment date and due date for the subscription will be taken from the invoice

the due date of the invoice will be set automatically. based on the billing cycle.

If, for any sort of error, a new order/invoice is not created once the error is fixed, automatically calculate the backlog and create a new invoice/new order.

For services with keep the order as is

once the first invoice is created manually from the 2nd invoice onwards the invoice needs to be automatic

the payment date and due date for the subscription will be taken from the invoice

the due date of the invoice will be set automatically. based on the billing cycle.

If, for any error, a new invoice is not created once the error is fixed, automatically calculate the backlog and create a new invoice.

Subscription management

a list of currently active orders with recurring payment

it will have both manual order creation data and catalog/service purchase data.

Fields

subscription id

client name

orders (no of orders)

service name.

last payment

last time invoice was updated as paid.

next payment

calculate for service payment cycle and order creation date.

total no of payments

subscription fee

total amount paid

status

active

inactive

upon selecting the checkbox of a subscription

it will cancel the next billing cycle and stop the flow for recurring payment and order.

SuperAdmin, Admin and Client will be able to cancel subscription

[v1.8.0.1] client can not cancel their subscription

Service deletion:

Hide the service delete button if that service has any active subscription

Questions

If a client attempts to buy a service but don’t pay or fails to pay. Should we show that client with lable “Lead” or something like that in the client list?

Ans: yes. We will introduce “Lead” and “Customer” label very soon.

Till a purchase is completed the client will have a label “lead”. Once a purchase is made the label will be “customer”. Please note that the exact label name might be subjected to change.

Queries:

If there are multiple invoices, will multiple invoices be repeated?

yes. only for manual order

If there is no invoice, will order repeat?

yes

If there are manual invoice for stripe/paypal orders, what happens then?

Only onetime invoice can be added extra

Can we change currency while creating an order manually?

@Ali Shaown⁠

In manual invoice creation, an order can have multiple service. Which service pricing and cycle will we use for the invoice?

@Ali Shaown⁠

in manual invoice creation the billing cycle of the invoice will be seperate from the order. so no changes in the invoice creation section

Take this scenario: User creates manual subscription order(id 1) on June 1st. Billing cycle is per month. Then user creates first subscription based invoice for order id 1 on June 3rd. Cycle is fortnightly.

On June 18th a invoice will be repeated with order id 1.

On July 3rd a order will be repeated. order id 2. a invoice will be repeated with order id 2

On July 3rd a invoice will be repeated for order id 1. So the question is, will the invoices of old order be repeated continuously?

lets introduce an option for manual invoice creation invoice repeat. invoice will repeat based on that number

if a new order is created; create a new invoice automatically. this invoice will be similar to the first subscription invoice created

both the billing cycle and invoice repeat will stop once the subscription is cancelled

Will due date of invoice should be same as created date?

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Subscription new logic checklist⁠

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