Services and billing guide
This guide explains the feature in operational language. It is intended for business owners, account managers, and IT administrators.
What the feature answers
For every customer, the workspace can now answer four practical questions:
- What service has the customer purchased?
- How often is it charged and when is the next charge due?
- What amount, including VAT, is expected?
- Has the charge been paid in full, paid in part, or not paid yet?
This is an operational collection and renewal tool. It does not issue official tax invoices or replace accounting software.
Set up the catalog
Open Services → Catalog and add the services the business sells repeatedly. Store the usual net price, currency, VAT rate, and billing cycle. These values are defaults: they save time but may be changed for an individual customer.
Mark a catalog service inactive when it should no longer be offered. Existing customer subscriptions remain unchanged.
Add a customer subscription
Open Services → Customer subscriptions and select Add subscription. Choose the customer and either a catalog service or a custom service. Confirm:
- the agreed net amount and VAT rate;
- whether the cycle is one-off, monthly, quarterly, six-monthly, or annual;
- the start date and first charge date;
- whether the next charge should be created automatically after full payment;
- an optional operational reference and internal notes.
The first charge is created immediately. The agreed values are copied into the subscription, so future catalog edits do not change an existing agreement.
Record a payment
Open Services → Charges and select Record beside an open charge. Enter the amount received, payment date, method, and any external reference.
Partial payments are supported. The charge remains open and shows the exact outstanding amount. The system rejects amounts above the outstanding balance. When a recurring charge is fully paid, the next charge is created once, provided the subscription is active, auto-renew is enabled, and its end date has not passed.
Cancel or resume a subscription
The normal cancellation option is Cancel at period end. The subscription then enters Ending at period close and remains available through the last day of its current coverage period. Any later, unpaid charge that was prepared by the system is cancelled, while paid charges and payment history remain.
If the current charge is paid after cancellation has already been scheduled, no new charge is created. Until the effective cancellation date, the user may select Keep active to resume the subscription. This reopens the already prepared next charge instead of creating a duplicate.
Cancel immediately is intended for exceptional cases. It ends access on the current date but does not erase amounts already owed or payments already made.
Understand the statuses
- Upcoming: due on a future date and no payment has been recorded.
- Due: due today.
- Overdue: the due date has passed.
- Partially paid: some money was received but a balance remains.
- Paid: the full gross amount was received.
- Paused: the customer subscription is temporarily on hold.
- Ending at period close: cancellation is scheduled, but the service remains active through the displayed date.
- Cancelled / expired: the agreement is no longer active. History remains.
Overview metrics
The workspace Overview shows monthly recurring revenue, payments collected in the current month, open and overdue balances, active subscriptions, upcoming renewals, and scheduled cancellations. Financial amounts are always grouped by currency. Monthly recurring revenue excludes VAT and one-off services.
Permissions and data safety
Workspace viewers can read services and charges. Owners, administrators, and members can create services, edit subscriptions, and record payments according to the existing CRM permissions. Every company, service, charge, and payment is isolated to its own workspace. References from another workspace are rejected.
Payments should only be entered after the amount has actually been received. This first release does not yet support payment reversal, credit notes, bank reconciliation, or official invoice issuance.