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Subscriptions

This course covers recurring Subscriptions in Quickenerp: subscription templates, creating and running a subscription, automatic recurring invoicing, renewals, upgrades/downgrades, and churn/MRR reporting.

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Last Update 07/21/2026
Completion Time 1 day 17 hours
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Sales & CRM
Introduction to Subscriptions
Introduction to Subscriptions

Managing Recurring Revenue

A Subscription is a standing agreement to bill a customer repeatedly on a schedule (weekly, monthly, yearly) without re-creating a sales order every time. It's the engine behind membership fees, SaaS-style plans, maintenance contracts, or any product/service sold "for as long as the customer keeps it."

This is distinct from CRM's "Recurring Revenue" opportunity tracking, which forecasts future recurring deals in the pipeline before they're won — a Subscription record is the actual, active, post-sale contract that generates real invoices.

Core Concepts

ConceptDescription
Subscription TemplateDefines the recurrence rule (e.g. every 1 month), duration (forever or a fixed number of cycles), and how invoicing is triggered.
SubscriptionOne customer's active contract: which products/services, at what price, on what schedule.
Subscription LineA product/service on the subscription with its quantity and recurring price.
StageWhere the subscription sits in its lifecycle (e.g. Draft, In Progress, Closed) — customizable like CRM stages.
Close ReasonWhy a subscription ended (cancelled, non-renewal, switched plan) — the churn-analysis equivalent of CRM's Lost Reasons.
Subscriptions Overview
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Introduction to Subscriptions
Introduction to Subscriptions
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Managing Recurring Revenue

A Subscription is a standing agreement to bill a customer repeatedly on a schedule (weekly, monthly, yearly) without re-creating a sales order every time. It's the engine behind membership fees, SaaS-style plans, maintenance contracts, or any product/service sold "for as long as the customer keeps it."

This is distinct from CRM's "Recurring Revenue" opportunity tracking, which forecasts future recurring deals in the pipeline before they're won — a Subscription record is the actual, active, post-sale contract that generates real invoices.

Core Concepts

ConceptDescription
Subscription TemplateDefines the recurrence rule (e.g. every 1 month), duration (forever or a fixed number of cycles), and how invoicing is triggered.
SubscriptionOne customer's active contract: which products/services, at what price, on what schedule.
Subscription LineA product/service on the subscription with its quantity and recurring price.
StageWhere the subscription sits in its lifecycle (e.g. Draft, In Progress, Closed) — customizable like CRM stages.
Close ReasonWhy a subscription ended (cancelled, non-renewal, switched plan) — the churn-analysis equivalent of CRM's Lost Reasons.
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Setting Up Subscription Templates
Setting Up Subscription Templates
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Templates Define How Billing Repeats

Go to Subscriptions > Configuration > Templates → Create.

Recurrence

  • Repeat Every – a number (e.g. 1, 3, 12) …
  • Recurrence Unit – Day(s), Week(s), Month(s), or Year(s) — combined, e.g. "every 1 Month(s)" or "every 3 Month(s)" for quarterly billing.
  • Duration – Forever (renews indefinitely until cancelled) or Fixed (ends automatically after a set Rule Count of cycles, e.g. a 12-month contract).

Invoicing Mode

ModeWhat Happens Each Cycle
DraftA draft invoice is created for review — nothing is sent or confirmed automatically.
InvoiceThe invoice is created and posted automatically, but not emailed.
Invoice & SendPosted and automatically emailed to the customer — fully hands-off recurring billing.
Sale Order & InvoiceGenerates a new Sales Order each cycle before invoicing — useful when you want a sales-order-level record of every cycle, not just the invoice.

Choose Draft while you're first rolling out subscriptions (so you can sanity-check the first few invoices before trusting the automation), then move to Invoice & Send once confident.

Terms & Products

Attach standard Terms and Conditions text and link the specific Products this template applies to, so creating a new subscription from a matching product pre-fills the right template automatically.

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Subscription Reporting
Subscription Reporting
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Understanding Recurring Revenue Health

Key Metrics

  • MRR (Monthly Recurring Revenue) – total recurring value of all active subscriptions, normalised to a monthly figure.
  • ARR (Annual Recurring Revenue) – MRR × 12; the headline number for subscription businesses.
  • Churn Rate – subscriptions closed in a period ÷ active subscriptions at the start of the period.
  • Net Revenue Retention – how existing customers' spend changes over time once upgrades/downgrades/churn are all netted together.

Grouping by Stage & Close Reason

Group the subscription list by Stage for a pipeline-style view of where every contract sits, or by Close Reason to see which cancellation reason is most common — the same discipline as CRM's Lost Reason analysis, applied to the post-sale side of the business.

Tags for Segmentation

Use Subscription Tags (plan tier, acquisition channel, industry) to segment MRR/churn reporting beyond the built-in fields — useful for answering "which plan tier churns the most" or "which acquisition channel produces the stickiest customers."

Best Practices

  • Start new templates in Draft invoicing mode and graduate to full automation once trusted.
  • Always capture a real Close Reason — a pile of "Other" makes churn analysis useless.
  • Reconcile total invoiced subscription revenue against the Financial Reports course's Profit and Loss report monthly.
  • Review subscriptions nearing the end of a fixed term well before the last cycle, not on the day it lapses.
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This documentation is updated continuously. Some features described here may be renamed, deprecated, or still being finalized.