Recurring Contracts & Subscriptions

Subscriptions (Recurring Contracts)

Manages recurring revenue - retainers, service contracts, SaaS subscriptions, memberships. Install the Subscriptions app from Apps menu (depends on Sales + Accounting).

Creating a Subscription

Go to Sales > Orders > Subscriptions → Create.

1. Customer - Select customer. Payment terms and price list applied.
2. Template - Optional pre-configured plan.
3. Start Date - When subscription begins.
4. End Date - Optional for fixed-term contracts. Leave blank for evergreen.
5. Recurring Period - Monthly, Quarterly, Semi-Annual, Annual, or Custom.
6. Subscription Lines - Products/services that recur. Copied to each new invoice.
7. Click Confirm to activate.

Subscription Lifecycle

• Draft - Being configured, not active.
• In Progress - Active. Invoices auto-generated each period.
• Paused - Temporarily suspended. No invoices generated.
• Cancelled - Ended before natural expiry.
• Expired - End date reached.

Auto-Invoicing

• At end of each period, Quickenerp: creates invoice, optionally emails customer, updates next invoice date.
• Managed by scheduled action "Sales: Subscription Auto-Invoice" (daily at 2:00 AM).
• Proration supported for mid-cycle changes (enable in settings).

Subscription Templates

Go to Sales > Configuration > Subscription Templates.

1. Name: "Basic Monthly", "Enterprise Annual".
2. Set recurring period and duration.
3. Add default subscription lines with products, quantities, prices.
4. Choose invoicing trigger: period start or period end.
5. Save. Use template to create new subscriptions pre-filled.

Customer Portal

Portal users can view active subscriptions, download invoices, and upgrade/downgrade plans depending on configuration.