Sales Management
This documentation covers everything from subscription creation, invoicing, payments, analytics, to automation workflows in your SaaS platform.
Subscription Introduction
Subscription management is a core functionality in any SaaS business. It enables you to automate recurring billing, handle tenant payments, manage plans, and track revenue. WhatsMarkSaaS offers a robust subscription management module designed specifically for WhatsApp marketing SaaS.
Permissions Required:
Access is role-based and controlled by permissions:
| Permission | Description |
|---|---|
admin.subscriptions.view | View all tenant subscriptions |
Ensure your admin role has these permissions enabled to fully operate subscription management.
Navigating to Subcription Management
Location: Admin Panel → Sales → Subscriptions
Subscription List Overview
The Subscription List screen presents all tenant subscriptions in a tabular format with sortable columns and advanced filters for easy searching.
| Field | Description |
|---|---|
| ID | Unique identifier for each subscription |
| Name | Name of the tenant owning the subscription |
| Plan | The active subscription plan (e.g., Basic) |
| Status | Current subscription status (Active, Trial) |
| Period Ends At | Date until tenant has access |
| View Details | Quick buttons to view details |
Example Screenshot:
Subscription Status Types
Each subscription can be in one of several statuses reflecting its lifecycle stage:
| Status | Meaning |
|---|---|
| New | Subscription is created but not yet activated or payment not completed |
| Active | Subscription is paid and fully operational |
| Trial | Tenant is currently in a free trial period |
| Paused | Subscription is temporarily paused by admin or system |
| Ended | Subscription period completed successfully and access ended |
| Cancelled | Subscription cancelled by tenant or admin before completion |
| Terminated | Subscription forcefully stopped due to policy violation or abuse |
Understanding status helps admins take appropriate actions like notifying tenants or adjusting billing.
Subscription Details View
Clicking on a subscription from the subscriptions list opens the Subscription Details View, which provides complete visibility into the tenant’s plan, usage limits, billing history, and lifecycle events.
This view helps admins monitor subscription health, manage renewals, and audit billing activity.
Plan Details
Displays the core information about the subscribed plan.
Plan Overview
- Plan Name (e.g., Pro Plan)
- Status (
New,Active,Trial,Paused,Ended,Cancelled,Terminated) - Base Price
- Subscription End Date
- Auto Renewal (
Enabled/Disabled) - Created At (subscription start date)
Active subscriptions are fully operational and billed automatically when auto-renewal is enabled.
Plan Features
Lists all features and limits included in the subscribed plan.
Typical feature metrics include:
- Contacts limit
- Template Bots
- Message Bots
- Campaigns
- AI Prompts
- Canned Replies
- Conversations (Limited / Unlimited)
- Bot Flows
Features marked as Unlimited are not restricted by usage limits.
Timeline
Shows a chronological log of important subscription events.
Events may include:
- Activated
- Updated
- Paused
- Renewed
- Cancelled
- Ended
- Terminated
Each event records:
- Action type
- Date & time
🕒 The timeline is useful for auditing changes and tracking subscription lifecycle history.
Recent Invoices
Displays billing history associated with the subscription.
Invoice details include:
- Invoice Number
- Invoice Date
- Amount
- Payment Status (
Paid,New,Cancelled) - Actions
- View invoice
- Download PDF
Paid invoices confirm successful billing, while pending or failed invoices may affect subscription continuity.
Invoice Management
Invoice List
The invoice list presents all tenant in a tabular format with sortable columns and advanced filters for easy searching invoices generated by the system.
Location: Admin Panel → Sales → Invoices
| Field | Description |
|---|---|
| Invoice # | Unique invoice identifier |
| Tenant | Tenant associated with the invoice |
| Status | Payment status of the invoice (e.g., Paid) |
| Amount | Invoice amount before tax |
| Total (With Tax) | Final invoice amount including tax |
| Created At | Date when the invoice was generated |
| View Details | Opens the invoice detail view |
Example Screenshot:
Invoice Generation Triggers
Invoices are generated automatically under these scenarios:
- New subscription creation (first payment)
- Subscription renewal (recurring charge)
- Plan upgrades or downgrades with proration
Invoice Details View
The Invoice Details View provides a complete breakdown of an individual invoice, including billing information, line items, totals, and transaction history.
Invoice Header
Displays the primary invoice metadata and available actions.
- Invoice Number
- Invoice Date
- Payment Status (
Paid,New,Cancelled) - Actions
- View PDF – Opens invoice in PDF format
- Download – Downloads invoice PDF
- From
- System or platform billing entity
- Address details (if configured)
- To
- Tenant Name
- Billing address (if available)
Invoice Summary
Provides a detailed list of billed items.
| Column | Description |
|---|---|
| Description | Product or service name |
| Price | Unit price of the item |
| Qty | Quantity billed |
| Amount | Line total (Price × Quantity) |
Transaction History
Lists all payment transactions associated with the invoice.
| Field | Description |
|---|---|
| Date | Transaction date and time |
| Type | Payment method (e.g., Offline, Online) |
| Status | Transaction result (Success, Failed, Pending) |
| Amount | Transaction amount |
Multiple transactions may appear if retries or partial payments were attempted.
Payment Transaction Management
Transaction List
Displays all payment-related transactions for audit and troubleshooting in a tabular format with sortable columns and advanced filters for easy searching.
Location: Admin Panel → Sales → Transactions
| Field | Description |
|---|---|
| ID | Unique transaction identifier |
| Customer | Customer or tenant associated with the payment |
| Payment Gateway | Payment method or gateway used (e.g., Offline) |
| Status | Transaction result (e.g., Success, Failed) |
| Amount | Transaction amount before tax |
| Amount (With Tax) | Final amount including applicable tax |
| Created At | Date and time when the transaction was created |
| View Details | Opens the transaction detail view |
Example Screenshot:
Deleting Failed Transactions v3.0.0
Starting from v3.0.0, the Super Admin can delete failed transactions directly from the transaction list.
- Only transactions with a Failed status can be deleted.
- Navigate to Admin Panel → Sales → Transactions, locate the failed transaction, and use the Delete action.
WARNING
Deleting a failed transaction is a permanent action and cannot be undone. Only delete transactions that are confirmed as invalid or duplicate failures.
Transaction Processing Flow
Transactions may be processed via:
- Automatic: Through integrated payment gateways like Stripe, PayPal.
- Manual: Admins can record payments directly.
- Scheduled: Recurring charges triggered automatically on renewal.
- Ad-hoc: One-time payments or credits processed outside billing cycle.
Credit List
This section displays a summary of credit information across all tenants.
Location: Admin Panel → Sales → Credit Management
Components:
Total Credits Displays the total amount of credits available across all tenants. Example: ₹0.00
Accounts with Credit Shows the total number of tenant accounts that currently have credit balances. Example: 1
Highest Credit Shows the highest credit balance among all tenant accounts. Example: ₹0.00
Average Credit Shows the average credit balance calculated across all accounts with credit. Example: ₹0.00
Credit Accounts Table:
| Id | Customer | Balance | Updated at | Action |
|---|---|---|---|---|
| 3 | Brinda | ₹0.00 | 2 hours ago | View Details |
| 2 | Tenant 1 | ₹0.00 | 3 weeks ago | View Details |
| 1 | vatsal | ₹3,470.02 | 3 weeks ago | View Details |
- Search Box: Allows filtering the list of tenants by customer name or other attributes.
- Pagination Dropdown: Controls the number of records shown per page (e.g., 10).
Credit Details for a Tenant
This view provides detailed credit information for an individual tenant. 
Tenant Info
- Tenant Name:
Tenant1 - Tenant Status: Active (highlighted in green)
Credit Balances
- Displays the credit balance in various currencies. Example:
- Indian Rupee (INR): ₹0.00
Credit Transaction History
- Shows a chronological list of credit transactions related to the tenant.
- If there are no transactions, a message stating "No Credit Transactions" is displayed along with a clock icon.
Subscription Management Lifecycle Video
Troubleshooting
| Issue | Common Causes | Recommended Action |
|---|---|---|
| Failed Renewals | Expired card, insufficient funds | Verify payment method and retry |
| Proration Errors | Incorrect billing cycle setup | Review plan proration settings |
| Missing Invoices | Invoice generation disabled or webhook failure | Check invoice settings and webhook logs |
| Payment Gateway Errors | API credential issues or downtime | Verify API keys and gateway status |
| Webhook Failures | Endpoint misconfiguration | Check webhook URL and server health |
| Sync Issues | Delay or error syncing with gateway | Manually reconcile data if needed |
Extended License Required
This feature requires an Extended License. Please ensure you have the appropriate license before using these admin features.