Recurring Billing in RepairDesk
Subscriptions are automatic payments that enable you to charge a customer on a regular basis. This feature allows for seamless subscription-based billing within RepairDesk, making it easier to manage and collect recurring payments.
Benefits of Subscriptions
With the RepairDesk Subscriptions module, you can enjoy the following benefits:
- Charge the registered credit card or direct debit of a customer periodically
- Automatically create scheduled invoices, eliminating the need for manual invoice creation
- Send invoices to customers automatically
- Customers can conveniently pay their invoices online using the Pay Now button in the email invoice
- Customize billing frequencies, dates, and auto-calculate proration for upgrades and downgrades
To set up Subscriptions in RepairDesk, follow the steps below:
Setting up the Subscriptions Module
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If you are not using the enterprise package, you will need to subscribe and pay for it first to gain access to the recurring billing module.
- To enable the module, go to Store Settings > Sales > Subscriptions - Recurring Billing
3. On this screen, you will find various settings such as aligning module payments with RD Pay Integration, setting up triggers for retrying failed payment attempts, and configuring email notifications for customers and admins based on payment status.
Creating Subscriptions and Recurring Invoices
From the top menu, navigate to the repairs tab and click on Subscriptions.
2. You will be redirected to the subscriptions listing page. Here, you can create a new subscription.
3. When creating a new subscription, you will need to provide the following information:
- Customer
- Subscription Name
- Start Date
- End Criteria
- Billing Cycle
- Payment Method
- Customers can add their card details or swipe their card on the RD Pay terminal (for USA only)
- For non-USA users using Stripe, they can set the payment method to Stripe
- Manual payments through bank transfers, checks, etc., are also supported
- Terms and Conditions
- Subscription Line Items.
4. Click on the Create Subscription button to initiate the subscription. The first invoice will be automatically generated and sent to the customer for payment.
5. The recurring invoices will be listed in the invoices section.
Please note that recurring invoices are generated automatically based on the set duration and cannot be created manually.
Email Notifications
You can notify admins and customers for the following four key billing events:
- Send an Email to Admin When Card Payment is Successful: Keep your administrators in the loop whenever a card payment goes through successfully.
- Send an Email to Admin When Card Payment is Failed: Alert your administrators promptly in the event of a failed card payment.
- Send an Email to Customer When Card Payment is Successful: Reassure your customers by confirming successful card payments through a customized email.
- Send an Email to Customer When Card Payment is Failed: Notify your customers efficiently if there's an issue with their card payment, allowing them to take necessary actions.
Accessing Email Templates
To access and edit the email templates associated with recurring billing events:
- Navigate to the Subscriptions - Recurring Billing Settings Page
- Go to Notification Tab. Find and select the Email Notifications you want. This section houses all the configurations related to email communications for billing events.
- Editing Email Templates: For each billing event, you'll notice a button labeled "Edit Email Content" next to the event name. Clicking this button will reveal the email template associated with that particular event. From here, you can proceed to edit the email template according to your requirements.
- Macros: Incorporate macros into your templates to add a personalized touch, automatically filling in details like customer names, transaction amounts, and dates based on the specific event.
FAQs
Can I view the cancellation date on a recurring subscription?
Yes, you can view the cancellation date on a recurring subscription. When a subscription is canceled, the system will display the date of cancellation on the view subscription page. This helps you keep track of when each subscription was canceled.
Can I see who canceled the subscription?
Yes, you can see who canceled the subscription. Next to the canceled status on the view subscription page, the system will display "Canceled By" followed by the name of the user who canceled the subscription. This information helps you understand who canceled the subscription.
Do I need to subscribe to the enterprise package to use this module?
No, this module will be available for all users. However, for enterprise users, it will be for FREE while the rest of the users will have to pay $299 per year to use this feature.
Can I update/cancel the subscription once started?
Yes, you can update or cancel the subscription anytime.
Can I convert the regular sales invoice to a recurring invoice?
Yes definitely you can do it. After a sales invoice is created, you can hit the Create Subscription option from the Action Dropdown to generate a subscription plan against the invoice.
Cancellation date will also be displayed.
The system will redirect you to the create a subscription page where you can start the subscription.
At the same time, you can also convert a regular sales invoice to a recurring invoice from the Action button against the invoice.
What if I don't have RepairDesk Pay terminal, can I pay recurring invoices through Stripe?
Yes you can. In case if you are not from USA, or dont have RepairDesk Pay terminal, then you can create subscription through Stripe provided that you have set up the stripe integration on your RepairDesk account.
If the strip integration has been set up, you will get the button to add payment method while creating subscription as shown below.
By authenticating the Stripe account, recurring invoices will be paid automatically through Stripe.