Creating, Renewing & Closing a Subscription

The Subscription Lifecycle

Creating a Subscription

1. Go to Subscriptions > Subscriptions → Create (or auto-generated when a customer buys a subscription product through Sales).
2. Select the Customer and Template.
3. Add Subscription Lines – the product(s), quantity, and recurring price.
4. Set Start Date and confirm the Next Invoice Date looks right.
5. Set In Progress once the customer has agreed and it should start billing.

Automatic Recurring Invoicing

A scheduled action runs periodically and, for every subscription whose Next Invoice Date has arrived, generates the invoice (per the template's Invoicing Mode) and advances the next invoice date forward by one recurrence interval — you don't manually invoice each subscription every cycle.

Upgrades, Downgrades & Mid-Cycle Changes

Add, remove, or change the quantity of subscription lines at any time — the next invoice reflects the updated lines. For a fair mid-cycle change, some businesses prorate the current period manually; Quickenerp doesn't force a specific proration policy, so agree on one internally and apply it consistently.

Renewal (Fixed-Duration Subscriptions)

When a Fixed-duration subscription approaches its final cycle, mark it To Renew to flag it for a renewal conversation, then either extend the same record or close it and create a fresh subscription for the new term — whichever your business prefers for contract record-keeping.

Closing a Subscription

1. Open the subscription → Close.
2. Select a Close Reason (e.g. "Customer cancelled," "Switched plan," "Non-payment").
3. No further invoices are generated after closing.

Always record a real close reason — this is exactly what churn reporting (next article) depends on.