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        • Manual Order Create for Unpublished Services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
        • 🚀 Create a New Lead Using API
        • 👨‍🔬Create a New Client
  • French
    • Guide d'utilisation d'AgencyHandy – Pour les agences
      • Présentation d’AgencyHandy
        • Pourquoi choisir AgencyHandy ?
        • À 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
      • Vérification de compte – AgencyHandy
      • Connexion – AgencyHandy
      • Accès à l’interface principale – AgencyHandy
      • Configuration de l’Espace de Travail – AgencyHandy
        • Configurer les Paramètres Généraux – AgencyHandy
        • Configurer l’Apparence – AgencyHandy
        • Configurer un Domaine Personnalisé – AgencyHandy
          • Hébergement d’AgencyHandy avec Cloudflare – Guide Complet
          • Hébergement 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 Étape par Étape
        • Configurer SMTP dans AgencyHandy – Guide Complet
        • Configurer les Modèles d’Email – AgencyHandy
        • Envoyer un Email de Test – AgencyHandy
      • Réinitialiser le mot de passe – AgencyHandy
      • Créer et Gérer Plusieurs Espaces de Travail – AgencyHandy
        • Créer un Nouvel Espace de Travail dans AgencyHandy – Guide Étape par Étape
        • Supprimer un Espace de Travail dans AgencyHandy – Guide Complet
      • Fonctionnalité “Services” – AgencyHandy
        • Créer un Service avec Plusieurs Forfaits, Tâches Par Défaut & FAQ – Guide Complet (AgencyHandy)
        • Modifier/Mise à jour d’un Service
        • Supprimer un Service
        • Configuration des Add-ons dans les Services – AgencyHandy
        • Options de Tarification Multiple & Forfaits Multiples – Guide Complet (AgencyHandy)
        • Créer un Groupe de Services Multiples – AgencyHandy
        • Configuration des Services – AgencyHandy
        • Définir une Période d’Essai pour un Service – AgencyHandy
        • Définir des Tâches Par Défaut pour un Service – AgencyHandy
        • Configurer des Frais de Mise en Service (Setup Fee) – AgencyHandy
        • Système de Coupons – AgencyHandy
        • Fonctionnalité Portfolio – AgencyHandy
        • Fonctionnalité Avis Utilisateur (User Review) – AgencyHandy
      • Fonctionnalité CRM – AgencyHandy
        • Fonctionnalité Clients – AgencyHandy
          • Créer 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
          • Gérer les Commandes Récentes d’un Client – AgencyHandy
          • Gérer les Tickets Récents d’un Client – AgencyHandy
          • Gérer les Factures Récentes d’un Client – AgencyHandy
          • Créer un Groupe de Clients – AgencyHandy
        • Gestion des Prospects (Lead Management) – AgencyHandy
      • Commandes (Orders) – AgencyHandy
        • Créer une Commande – AgencyHandy
        • Modifier / Mettre à jour une Commande – AgencyHandy
        • Créer des Tâches dans une Commande – AgencyHandy
          • Gestion de la Fenêtre Modale de Tâche / Page d’Activité – AgencyHandy
          • Modifier une Tâche dans une Commande – AgencyHandy
          • Supprimer une Tâche d’une Commande – AgencyHandy
        • Créer une Commande Manuelle pour des Services Non Publiés – AgencyHandy
        • Création de Tâche par le Client – AgencyHandy
        • Prise en charge des modules complémentaires dans les commandes manuelles
        • Supprimer une commande
      • Abonnement
        • Gestion des abonnements & facturation récurrente dans Agency Handy
        • Cas d’usage communs — Gestion des abonnements dans Agency Handy
        • Génération Automatique de Factures
        • Filtrage, Recherche et Tri des Abonnements
        • Rappel d’Abonnement dans AgencyHandy
        • Comment Stripe Génère les Paiements d’Abonnement pour Agency Handy
        • Comment PayPal Génère 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 spécifique
      • Tickets
        • Tableau de bord des tickets
          • Créer un ticket
          • Modifier un ticket
          • Supprimer un ticket
      • Équipes
        • Tableau de bord de l’équipe
          • Inviter et Ajouter un Membre de l’Équipe
          • Définir les Rôles et Permissions pour les Membres de l’Équipe
        • Supprimer un Membre de l'Équipe
      • Facturation & Gestion des Factures
        • Tableau de Bord des Factures
          • Paramètres des Factures
            • Préfixe de Facture
          • Créer une Facture
          • Modifier une Facture
          • Supprimer une Facture
          • Télécharger / 🖨️ Imprimer une Facture
          • Envoyer une Facture à un Client
          • Exporter des Factures
        • Support de Wise dans les Factures d’Abonnement Manuel
        • Rappel de Facture
      • Intégration
        • Intégration de Stripe
        • Configuration de PayPal
        • Gestion des Webhooks
          • Comment créer et utiliser un Webhook
          • Authentification des Webhooks
          • Tester un Événement Webhook
      • Applications Intégrées dans Agency Handy
      • Fichiers
        • Gérer les fichiers dans les tâches liées à une commande
        • Commentaires sur les Fichiers
      • Paramètres
        • Configuration du Profil
        • Gérer l’Abonnement
          • Voir le Résumé 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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On this page
  • Pre-Conditions
  • 1. Creating a Subscription Service
  • Step 1: Access Service Creation
  • Step 2: Define Subscription Details
  • Step 3: Set Pricing and Payment Method
  • Step 4: Save and Publish
  • 2. Subscription Creation Flow
  • 3. Managing Subscriptions
  • Accessing Subscription Details
  • Editing Subscription Details
  • Cancelling a Subscription
  • 4. Invoice and Payment Processing
  • Automatic Invoice Generation
  • Payment Failure Handling
  • 5. Notifications & Email Updates
  • 6. Service Deletion Rules
  • Important Notes

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

Subscription Management & Recurring Billing in Agency Handy

Managing subscriptions efficiently is crucial for agencies offering recurring services. Agency Handy provides a seamless subscription management system that automates invoicing, streamlines payment processing and ensures smooth client interactions. This guide walks you through the entire process—from creating a subscription service to handling renewals, failed payments, and cancellations. With features like automated invoices, multiple billing cycles, and detailed tracking, Agency Handy ensures agencies can focus on delivering value while the system takes care of billing and payments.

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.


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.


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.


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.


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.


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."


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.


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.

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Last updated 2 months ago

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