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AgencyHandy’s subscription billing system lets you automate the entire recurring revenue workflow. When a client subscribes to a service, the platform creates a Subscription ID, generates orders, and issues invoices automatically on each billing cycle — whether that’s daily, weekly, monthly, or yearly. You stay in control: you can view subscription details, monitor payment history, handle failed payments, and cancel subscriptions when needed, all from within AgencyHandy.

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How Subscription Billing Works

The subscription lifecycle in AgencyHandy follows six key stages.
1

Create a subscription-based service

Navigate to Services and click Create New Service. Select Subscription as the service type.Define:
  • Billing Cycle — Daily, Weekly, Monthly, or Yearly
  • Renewal Behavior — Create New Order, Update Existing Order, or Keep Unchanged
  • Pricing & Payment Method — PayPal, Stripe, or Manual
Click Publish to make the service available.
2

Client purchases the subscription

The client selects the subscription service, proceeds to checkout, and chooses a payment method.AgencyHandy automatically:
  • Creates a Subscription ID
  • Generates an Order
  • Issues an Invoice
For PayPal or Stripe payments, the invoice is marked Paid instantly. For Manual Payment, the invoice stays Open until the agency confirms receipt.
3

Automated recurring billing

On each renewal date, AgencyHandy processes the payment automatically (for PayPal/Stripe) and generates the next invoice.If payment succeeds, the invoice is marked Paid. If it fails:
  • The invoice remains Open
  • The client receives a Failed Payment Notification
  • The agency receives an alert to retry or request updated payment details
4

Manage active subscriptions

Navigate to Subscription Management in the left sidebar to view all active and inactive subscriptions. Select any subscription to see its full details.
5

Handle cancellations

When you cancel a subscription, you can choose to:
  • Cancel completely — stop all future billing and orders
  • Keep the last active order running — let the client continue receiving service through the current period’s deadline
To delete a service entirely, all active subscriptions on that service must be canceled first.
6

Notifications

The system automatically sends:
  • Renewal Reminders before the next billing date
  • Payment Confirmations after successful charges
  • Failed Payment Alerts to both the client and agency admins

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Subscription Details Page

The Subscription Details page gives you a complete picture of any individual subscription — from the service and package down to every invoice and event log entry.

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How to Access

  1. Go to Subscriptions in the left sidebar
  2. Click on any subscription from the list to open its detail page

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What You Can See

  • Service Name and Package Name
  • Client Name
  • Billing Cycle (e.g., Monthly, Yearly)
  • Kick Off Date and End Date
  • Subscription Status (Active or Inactive)
A single subscription can have multiple linked orders and invoices. Invoices tied to subscriptions update dynamically when payments are received.

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Change plan

Use Change plan to move an active subscription to a different package, quantity, or price. Plan changes are available for Stripe subscriptions only.
1

Open the dialog

Open the subscription’s details page and click Change plan.
2

Pick the new package

Under New package, select a package and set the Quantity. Packages are grouped by service, and the current one is marked (current).
3

Choose when it takes effect

Under When should it take effect?, choose:
  • Immediately — an upgrade charges the prorated difference for the rest of the current cycle now. A downgrade charges nothing and issues no credit.
  • At the next renewal — nothing is charged now. The new price starts on the next billing date.
If the package has a fixed number of cycles, also choose how the Remaining term is counted.
4

Check the summary and apply

Review the Summary, then click Change plan now or Schedule change.
A scheduled change shows as a notice at the top of the dialog, with the new package, the date, and the service and custom price when they change. To undo it before the renewal, click Cancel change.

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Switch to another service

You can move a subscription to a package of another service in the same workspace. The other service’s package must use the same currency and billing cycle as the current subscription. Packages that don’t match are shown but can’t be selected. When you pick a package from another service, the dialog shows This subscription will move to and the service name. Change plan dialog with packages grouped by service After the change:
  • The subscription and its future orders belong to the new service.
  • Existing tasks stay as they are. The new service’s default tasks are not added.

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Set a custom price

Select Custom price to bill your own price per unit instead of the package price. You can enter up to 2 decimals, or whole numbers for zero-decimal currencies such as JPY. Custom price field in the Change plan dialog Stripe charges the custom price. Later renewals keep it until you change the plan again without a custom price. The Summary shows the Custom price per unit and the Service. Change plan summary with the custom price and the new service

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Limits

  • Plan changes work for Stripe subscriptions only.
  • Changing the billing cycle isn’t supported. For example, you can’t move a monthly subscription to a yearly package.
  • A subscription holds one package. To bill for several items on one subscription, use service add-ons.

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Wise Support for Manual Subscription Invoices

If you collect international payments, you can embed a Wise payment link directly into subscription invoices. This gives clients a convenient way to pay without needing to set up a bank transfer manually.

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Requirements

  • An active AgencyHandy account
  • An active Wise account with a valid payment link generated
1

Open the Invoice section

Click Invoices in the left sidebar, then click + Create Invoice.
2

Select the client and order

Choose the client from the dropdown. All related Order IDs will appear. Select the relevant Order ID and enter the amount and any items being billed.
3

Apply discounts and taxes

Add any applicable discount percentage, discount amount, paid amount, due amount, and VAT/tax details. Include billing address and notes as needed.
4

Add the Wise payment link

In the Payment Method section, select Wise as the payment option. Paste your Wise payment link into the provided field.
5

Save the invoice

Click Save to finalize the invoice. The Wise payment link will appear in the invoice so the client can pay directly.
Always double-check your Wise payment link and invoice totals before saving. Verify that the order details, discounts, and tax information are accurate to avoid billing errors.

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Important Notes on Subscription Billing

Only Super Admins and Admins can cancel subscriptions. Clients cannot cancel their own subscriptions — they must request cancellation through the agency.
Once a subscription is created, its Subscription ID cannot be edited. This ensures consistent tracking throughout the subscription’s lifetime.
When a payment fails, the invoice remains Open and a new order is created for the failed period. The subscription status stays Active until an admin manually retries the payment or cancels the subscription.
If a client pays outside of Stripe or PayPal (e.g., via bank transfer), the admin must manually mark the invoice as Paid in AgencyHandy. The system does not do this automatically for manual payments.
If a client starts a subscription checkout but does not complete payment, they remain in the system as a Lead until they successfully subscribe.
Due dates for subscription invoices are set automatically based on the billing cycle you configured (e.g., monthly invoices are due one month after the kick-off date).