User Guide
AgencyHandy User Guide - For Agency
AgencyHandy User Guide - For Agency
  • en-us
    • AgencyHandy User Guide - For Agency
      • Introduction of AgencyHandy
        • Why should you choose Agency Handy?
        • Who is it for?
        • What are the benefits?
        • How does it differentiate itself from others?
        • Plans & Pricing
      • Account Verification
      • Sign Up
      • Log in
      • Accessing the Main Interface
      • Workspace Config
        • Set up General Settings
        • Set Up Appearance
        • Set Up Custom Domain
          • AgencyHandy Hosting with Cloudflare
          • Agency Handy Hosting with Namecheap
        • Set Up Sign-In Portal
        • Set Up Sign-Up Portal
        • Set Up Emails
          • Setup Email Address
          • Setup SMTP
          • Email Template Configuration
          • Sending a Test Email
        • Tax Rates
        • SEO Portal
      • Resetting Password
      • Setting Multiple Workspace
        • Create a new Workspace in AgencyHandy
        • Deleting a Workspace in AgencyHandy
      • Services
        • Create a Service with Multiple Packages, Default Tasks & FAQs
        • Edit/Update a Service
        • Delete a Service
        • Add-on Setup in Services
        • Multiple Pricing and Multiple Packages
        • Create Multiple Service Group
        • Service Configurations
        • Setting the Trial Period for a Service
        • Setting Default Tasks for a Service
        • Setting up a Setup Fee
        • Coupon System
        • Portfolio
        • User Review
      • CRM
        • Clients
          • Create Clients Profile
          • Import Clients
          • Export Clients
          • Client Configuration
          • Edit a Client Profile
          • Delete a Client Profile
          • Manage Client's Recent Order
          • Manage Client's Recent Ticket
          • Manage Client's Recent Invoices
          • Create Client Group
        • Lead Management
      • Orders
        • Create an Order
        • Edit/Update an Order
        • Create Tasks in an Order
          • Task Modal/Activity Page Manage
          • Edit Task in an Order
          • Delete Task from an Order
          • Time Tracking
        • Manual Order Create for Unpublished Services
        • Client Task Creation
        • Add-On Support in Manual Orders
        • Delete an Order
      • Subscription
        • Subscription Management & Recurring Billing in Agency Handy
        • Common Subscription Use Cases
        • Automatic Invoice Generation
        • Subscription Filter, Search, and Sorting
        • Reminder on Subscription
        • How Stripe Generates Subscription Payments for Agency Handy
        • How PayPal Generates Subscription Payments for Agency Handy
      • Forms
        • Order Form
        • Intake Form
        • Public Forms
      • Proposal
        • Proposal Dashboard
          • Send a Proposal
          • Accept a Proposal
          • Reject a Proposal
        • Sending a Proposal with Specific Package
      • Tickets
        • Ticket Dashboard
          • Create a Ticket
          • Edit a Ticket
          • Delete a Ticket
      • Teams
        • Team Dashboard
          • Invite & Add a Team Member
          • Set Role & Permission for Team Members
          • Remove Team Member
      • Invoices
        • Invoice Dashboard
          • Invoice Settings
            • Invoice prefix
          • Create an Invoice
          • Edit an Invoice
          • Delete an Invoice
          • Download/Print an Invoice
          • Send an Invoice to a Client
          • Export Invoice
        • Wise Support in Manual Subscription Invoices
        • Reminder on Invoice
      • Integration
        • Integrating Stipe
        • Setting up PayPal
        • Webhook Management
          • How to use/create Webhook
          • Authenticating Webhooks
          • Testing Webhook Event
      • Embedded Applications in Agency Handy
      • Files
        • Manage Files in Order Task
        • File Feedback
      • User Policy of AgencyHandy
      • Settings
        • Setting Up Profile
        • Manage Subscription
          • Viewing Plan Summary
        • Redeem Promotion Code
      • API Integration Guide
        • πŸš€ Create a New Lead Using API
        • πŸ‘¨β€πŸ”¬Create a New Client
  • French
    • Guide d'utilisation d'AgencyHandy – Pour les agences
      • PrΓ©sentation d’AgencyHandy
        • Pourquoi choisir AgencyHandy ?
        • Γ€ qui s’adresse AgencyHandy ?
        • Quels sont les avantages d’AgencyHandy ?
        • Qu’est-ce qui distingue AgencyHandy des autres solutions ?
        • Plans et Tarifs – AgencyHandy
      • Inscription – AgencyHandy
      • VΓ©rification de compte – AgencyHandy
      • Connexion – AgencyHandy
      • AccΓ¨s Γ  l’interface principale – AgencyHandy
      • Configuration de l’Espace de Travail – AgencyHandy
        • Configurer les ParamΓ¨tres GΓ©nΓ©raux – AgencyHandy
        • Configurer l’Apparence – AgencyHandy
        • Configurer un Domaine PersonnalisΓ© – AgencyHandy
          • HΓ©bergement d’AgencyHandy avec Cloudflare – Guide Complet
          • HΓ©bergement d’AgencyHandy avec Namecheap – Guide Complet
        • Gestion des Taux de Taxe
      • Configurer le Portail de Connexion – AgencyHandy
      • Configurer les Emails – AgencyHandy
        • Configurer une Adresse Email dans AgencyHandy – Guide Γ‰tape par Γ‰tape
        • Configurer SMTP dans AgencyHandy – Guide Complet
        • Configurer les ModΓ¨les d’Email – AgencyHandy
        • Envoyer un Email de Test – AgencyHandy
      • RΓ©initialiser le mot de passe – AgencyHandy
      • CrΓ©er et GΓ©rer Plusieurs Espaces de Travail – AgencyHandy
        • CrΓ©er un Nouvel Espace de Travail dans AgencyHandy – Guide Γ‰tape par Γ‰tape
        • Supprimer un Espace de Travail dans AgencyHandy – Guide Complet
      • FonctionnalitΓ© β€œServices” – AgencyHandy
        • CrΓ©er un Service avec Plusieurs Forfaits, TΓ’ches Par DΓ©faut & FAQ – Guide Complet (AgencyHandy)
        • Modifier/Mise Γ  jour d’un Service
        • Supprimer un Service
        • Configuration des Add-ons dans les Services – AgencyHandy
        • Options de Tarification Multiple & Forfaits Multiples – Guide Complet (AgencyHandy)
        • CrΓ©er un Groupe de Services Multiples – AgencyHandy
        • Configuration des Services – AgencyHandy
        • DΓ©finir une PΓ©riode d’Essai pour un Service – AgencyHandy
        • DΓ©finir des TΓ’ches Par DΓ©faut pour un Service – AgencyHandy
        • Configurer des Frais de Mise en Service (Setup Fee) – AgencyHandy
        • SystΓ¨me de Coupons – AgencyHandy
        • FonctionnalitΓ© Portfolio – AgencyHandy
        • FonctionnalitΓ© Avis Utilisateur (User Review) – AgencyHandy
      • FonctionnalitΓ© CRM – AgencyHandy
        • FonctionnalitΓ© Clients – AgencyHandy
          • CrΓ©er un Profil Client – AgencyHandy
          • Importer des Clients – AgencyHandy
          • Exporter des Clients – AgencyHandy
          • Configuration Client – AgencyHandy
          • Modifier un Profil Client – AgencyHandy
          • Supprimer un Profil Client – AgencyHandy
          • GΓ©rer les Commandes RΓ©centes d’un Client – AgencyHandy
          • GΓ©rer les Tickets RΓ©cents d’un Client – AgencyHandy
          • GΓ©rer les Factures RΓ©centes d’un Client – AgencyHandy
          • CrΓ©er un Groupe de Clients – AgencyHandy
        • Gestion des Prospects (Lead Management) – AgencyHandy
      • Commandes (Orders) – AgencyHandy
        • CrΓ©er une Commande – AgencyHandy
        • Modifier / Mettre Γ  jour une Commande – AgencyHandy
        • CrΓ©er des TΓ’ches dans une Commande – AgencyHandy
          • Gestion de la FenΓͺtre Modale de TΓ’che / Page d’ActivitΓ© – AgencyHandy
          • Modifier une TΓ’che dans une Commande – AgencyHandy
          • Supprimer une TΓ’che d’une Commande – AgencyHandy
        • CrΓ©er une Commande Manuelle pour des Services Non PubliΓ©s – AgencyHandy
        • CrΓ©ation de TΓ’che par le Client – AgencyHandy
        • Prise en charge des modules complΓ©mentaires dans les commandes manuelles
        • Supprimer une commande
      • Abonnement
        • Gestion des abonnements & facturation rΓ©currente dans Agency Handy
        • Cas d’usage communs β€” Gestion des abonnements dans Agency Handy
        • GΓ©nΓ©ration Automatique de Factures
        • Filtrage, Recherche et Tri des Abonnements
        • Rappel d’Abonnement dans AgencyHandy
        • Comment Stripe GΓ©nΓ¨re les Paiements d’Abonnement pour Agency Handy
        • Comment PayPal GΓ©nΓ¨re les Paiements d’Abonnement pour Agency Handy
      • Formulaires
        • Formulaire de Commande
        • Formulaire de Prise d'Informations (Intake Form)
        • Formulaires Publics
      • Proposition
        • Tableau de bord des propositions
          • Envoyer une proposition
          • Accepter une proposition
          • Rejeter une proposition
        • Envoyer une proposition avec un forfait spΓ©cifique
      • Tickets
        • Tableau de bord des tickets
          • CrΓ©er un ticket
          • Modifier un ticket
          • Supprimer un ticket
      • Γ‰quipes
        • Tableau de bord de l’équipe
          • Inviter et Ajouter un Membre de l’Équipe
          • DΓ©finir les RΓ΄les et Permissions pour les Membres de l’Équipe
        • Supprimer un Membre de l'Γ‰quipe
      • Facturation & Gestion des Factures
        • Tableau de Bord des Factures
          • ParamΓ¨tres des Factures
            • PrΓ©fixe de Facture
          • CrΓ©er une Facture
          • Modifier une Facture
          • Supprimer une Facture
          • TΓ©lΓ©charger / πŸ–¨οΈ Imprimer une Facture
          • Envoyer une Facture Γ  un Client
          • Exporter des Factures
        • Support de Wise dans les Factures d’Abonnement Manuel
        • Rappel de Facture
      • IntΓ©gration
        • IntΓ©gration de Stripe
        • Configuration de PayPal
        • Gestion des Webhooks
          • Comment crΓ©er et utiliser un Webhook
          • Authentification des Webhooks
          • Tester un Γ‰vΓ©nement Webhook
      • Applications IntΓ©grΓ©es dans Agency Handy
      • Fichiers
        • GΓ©rer les fichiers dans les tΓ’ches liΓ©es Γ  une commande
        • Commentaires sur les Fichiers
      • ParamΓ¨tres
        • Configuration du Profil
        • GΓ©rer l’Abonnement
          • Voir le RΓ©sumΓ© du Plan
        • Utiliser un Code Promotionnel
  • FAQ
    • Workspace Config - Set up General Settings
    • Workspace Config - Appearance Settings
    • Workspace Config - Custom Domain Setup
    • Workspace Config - Sign-In Portal Customization
    • Workspace Config - Sign-Up Portal Customization
    • Workspace Config - Email Configuration
    • Tax Rates
    • SEO Portal
    • Multiple Workspaces
    • Creating a Service with Multiple Packages
    • Creating a Service with Multiple Packages, Default Tasks
    • Edit/Update a Service in AgencyHandy
    • Add-on Setup in Services
    • Multiple Pricing and Multiple Packages
    • Create Multiple Service Groups
    • Service Configurations
    • Setting the Trial Period for a Service
    • Setting Default Tasks for a Service
    • Setting up a Setup Fee
    • Coupon System
    • Portfolio
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  • Full Subscription Flow in Agency Handy (Step-by-Step Guide)
  • Important Notes

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  1. en-us
  2. AgencyHandy User Guide - For Agency

Subscription

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.

Full Subscription Flow in Agency Handy (Step-by-Step Guide)

πŸ”Ή Step 1: Creating a Subscription-Based Service

  1. Log in to Agency Handy and navigate to Services.

  2. Click Create New Service.

  3. Select Subscription as the service type.

  4. Define:

    • Billing Cycle (Daily, Weekly, Monthly, Yearly)

    • Renewal Behavior (Create New Order / Update Existing / Keep Unchanged)

    • Pricing & Payment Method (PayPal, Stripe, Manual)

  5. Click Publish to make it available for purchase.


πŸ”Ή Step 2: Client Purchases a Subscription

  1. The client selects a subscription service from the agency’s dashboard.

  2. They proceed to checkout and choose a payment method.

  3. Agency Handy automatically:

    • Creates a Subscription ID

    • Generates an Order

    • Issues an Invoice

  4. If using PayPal or Stripe, payment is processed instantly, and the invoice is marked Paid.

  5. If using Manual Payment, the invoice remains Open until manually confirmed by the agency.


πŸ”Ή Step 3: Automated Recurring Billing

  1. On each renewal date, Agency Handy:

    • Processes payment automatically (for PayPal/Stripe)

    • Generates a new invoice (or updates an existing one, based on renewal settings)

  2. If payment succeeds, the invoice is marked as Paid.

  3. If payment fails:

    • The invoice remains Open.

    • The client receives a Failed Payment Notification.

    • The agency can retry the payment or request an update to the client’s details.


πŸ”Ή Step 4: Managing Active Subscriptions

  1. Navigate to Subscription Management.

  2. Select a subscription to view details:

    • Client Name, Subscription Fee, Last Payment Date, Next Payment Date, Total Payments Made

  3. Possible actions:

    • Cancel Subscription (With or without canceling the last order)


πŸ”Ή Step 5: Handling Cancellations & Deletions

  1. Cancel Subscription: Stops future billing but retains existing orders.

  2. Delete Service: Only possible if all active subscriptions are canceled.


πŸ”Ή Step 6: Notifications & Email Updates

  • Subscription Renewal Reminder (Sent before renewal)

  • Successful Payment Confirmation (Sent immediately after payment)

  • Failed Payment Alerts (Sent to both the client and agency)

Important Notes

1️⃣ Subscription Creation & Management βœ” Clients Cannot Cancel Their Own Subscriptions – Only SuperAdmin and Admins have permission to cancel subscriptions. Clients must request cancellation. βœ” Subscription IDs Are Unique & Cannot Be Edited – Once a subscription is created, its Subscription ID remains unchanged for tracking purposes.

2️⃣ Recurring Billing & Invoicing βœ” Invoices Are Generated Automatically – For self-checkout orders, invoices are created and marked as Paid upon successful payment. βœ” Manual Payment Orders Require Confirmation – If a client pays manually (e.g., bank transfer), the admin must mark the invoice as Paid in the system. βœ” Unpaid Self-Checkout Attempts Become "Leads" – If a client initiates a subscription but does not complete payment, they remain in the system as a Lead until they subscribe successfully. βœ” Only One-Time Invoices Can Be Manually Added – Manual invoicing for PayPal and Stripe only supports one-time payments, not automatic recurring charges.

3️⃣ Payment Failures & Handling βœ” Failed Payments Do Not Generate New Orders – If a payment fails, the invoice remains Open, and no new order is created until payment is retried. βœ” Failed Payment Notifications Are Sent Automatically – Both clients and admins receive alerts when a payment fails. The system will retry the charge, or the admin can manually request updated payment details. βœ” Subscription Status Remains "Active" Until Canceled – A subscription does not automatically cancel after a failed payment; the admin must manually retry or cancel it if needed.

4️⃣ Subscription Cancellations & Deletions βœ” Active Subscriptions Must Be Canceled Before Deleting a Service – The Delete button is hidden for services with active subscriptions. To delete, cancel all related subscriptions first. βœ” Admins Can Choose Whether to Cancel the Last Order – When canceling a subscription, admins can decide to:

  • Cancel the subscription completely (stopping all future orders & payments).

  • Keep the last active order running (allowing the client to receive the service until its deadline).

5️⃣ Subscription Timeline & Record Keeping βœ” Every Subscription Has a Detailed Timeline – Clicking the Subscription ID provides a history of payments, changes, and invoices for tracking purposes. βœ” Old Invoices Do Not Repeat Indefinitely – Repeating invoices have a limit based on the subscription plan’s terms to prevent infinite charges. βœ” Invoice Due Dates Are Auto-Set – Due dates align with the selected billing cycle (e.g., monthly, weekly).

6️⃣ Notifications & Client Communication βœ” Renewal Reminders Are Sent X Days Before Billing – Clients receive Subscription Renewal Reminder emails ahead of their next billing cycle. βœ” Successful Payments Trigger Instant Confirmations – Clients receive Payment Received notifications immediately after a successful charge. βœ” Admins Are Notified of Payment Failures – If a payment fails, Agency Handy alerts admins to take action (retry payment, request updated payment details, or cancel the subscription).

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Last updated 2 months ago

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