Subscription Management

The Recurring Billing & Subscription Management feature in Agency Handy allows agencies to automate the subscription-based billing process. Agencies can set up recurring pricing plans, generate invoices automatically, and collect payments efficiently. The system supports flexible billing cycles (daily, weekly, monthly, yearly) and ensures seamless client subscription management.

Pre-Conditions

• Role Access: Available to SuperAdmin, Admin, PM, and Clients.

• Payment Integration: Requires Stripe/PayPal integration for automatic payment processing.

• Service Setup: The service must have a recurring payment option enabled.

• Client Subscription: Clients must have an active subscription before recurring billing is triggered.

• Order Management: Agencies must configure renewal behavior for each subscription.

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1. Creating a Subscription Service

Step 1: Access Service Creation

1. Go to Agency Handy Dashboard.

2. Navigate to Services from the sidebar.

3. Click on Create New Service.

Step 2: Define Subscription Details

1. Service Type: Select Subscription as the service type.

2. Payment Type: Choose Recurring.

3. Billing Cycle: Select the desired billing frequency:

   • Daily

   • Weekly

   • Monthly

   • Yearly

4. Renewal Behavior: Choose one of the following options:

   • Create New Order: Generates a new order with updated deadlines for each billing cycle.

   • Update Existing Order: Changes the status to "Ongoing" and refreshes deadlines without creating a new order.

   • Keep Unchanged: Maintains the current order while generating recurring invoices.

Step 3: Set Pricing and Payment Method

1. Subscription Fee: Enter the recurring payment amount.

2. Payment Method: Select the preferred payment gateway:

   • Stripe

   • PayPal

   • Manual

Step 4: Save and Publish

1. Review the details.

2. Click Save to draft the service or Publish to make it available for purchase.

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2. Subscription Creation Flow

Once a client purchases the subscription service:

1. A Subscription is created under Subscription Management.

2. An Order is automatically generated within that subscription.

3. An Invoice linked to the order is created with the following behavior:

   • For Self-Checkout Orders:

     • The invoice is marked as Paid automatically.

     • Payment is processed immediately using the stored payment method.

   • For Manual Orders:

     • An invoice is created and sent to the client for payment.

     • Payment must be manually confirmed by the agency.

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3. Managing Subscriptions

Accessing Subscription Details

1. Go to Subscription Management from the sidebar.

2. Select the desired subscription to view its details, including:

   • Subscription ID

   • Client Name

   • Service Name

   • Subscription Fee

   • Number of Orders

   • Last Payment Date

   • Next Payment Date

   • Total Payments Made

   • Subscription Status (Active / Inactive)

Editing Subscription Details

1. Click on Edit in the subscription details page.

2. Modify fields such as:

   • Payment Method

   • Billing Cycle (only for upcoming payments)

3. Save changes to update the subscription settings.

Cancelling a Subscription

1. Click on Cancel Subscription in the subscription details page.

2. If canceling the last active order, a confirmation popup will appear:

   • "Do you also want to cancel the subscription?"

   • Select Yes to cancel the subscription.

   • Select No to keep the subscription active while canceling the order.

Note: Clients cannot cancel their own subscriptions. Only Super Admin and Admin have this permission.

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4. Invoice and Payment Processing

Automatic Invoice Generation

1. Self-Checkout Orders:

   • Invoices are automatically marked as Paid once the payment is processed.

2. Manual Orders:

   • Invoices are sent to clients for payment confirmation.

   • Status is updated to Paid once manually confirmed by the agency.

Payment Failure Handling

If a payment fails:

1. The invoice status remains Open.

2. No new order is generated.

3. A Failed Payment Notification is sent to both the client and the agency.

4. Agency can retry the payment or request the client to update payment details.

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5. Notifications & Email Updates

Before Subscription Renewal (Self-Checkout Orders)

• Subject: Subscription Renewal Reminder for [Service_Name] with [Company_Name]

• Notification: Sent X days before renewal.

After Successful Payment

• Subject: Payment Received for Invoice [Invoice_Number]

• Notification: Sent immediately upon payment confirmation.

Failed Payment Notification

• Admin Notification: "There was a problem processing [Client_Name]’s payment for [Service_Name]."

• Client Notification: "Your payment for [Service_Name] could not be processed. Please update your payment method."

• Email to Client:

  • Subject: Action Required: Payment for [Service_Name] Failed

  • "Your recent payment for [Service_Name] was unsuccessful. We will retry automatically."

• Email to Agency:

  • Subject: Payment Failure Notification for [Client_Name]

  • "Payment for [Client_Name]’s [Service_Name] was unsuccessful. Please follow up."

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6. Service Deletion Rules

• Services with active subscriptions cannot be deleted.

• The Delete button will be hidden for such services.

• To delete, first cancel all active subscriptions linked to the service.

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Important Notes

1. Unpaid Self-Checkout Attempts Become "Leads"

   • Clients remain as Leads until they make a purchase.

2. Handling Multiple Invoices

   • Only manual orders allow multiple invoices to repeat.

   • Orders will repeat even if no invoice is generated.

3. Manual Invoice for Stripe/PayPal

   • Only one-time invoices can be manually added.

4. Currency Restrictions

   • Currency cannot be changed in manual orders.

5. Manual Invoice Pricing

   • Invoice billing cycles are separate from orders.

6. Repeating Old Invoices

   • Old invoices do not repeat indefinitely.

   • A repeat limit is introduced.

7. Invoice Due Date

   • The due date is auto-set based on the billing cycle.

8. Subscription Timeline

   • A detailed subscription page is accessible by clicking the Subscription ID.

From here, you can

• Configure Subscription

• Generate Automatic Invoice

• Search, Filter, Sort Subscription