Subscription Management

✅ Introduction

What it does: Handles all payment processing and subscription management for tenants Why it's useful: Automates recurring billing and revenue collection for your SaaS business Location: Admin Panel → Subscriptions

Subscription management is essential for running a successful SaaS business. This section explains how to manage tenant subscriptions, process payments, handle invoices, and track revenue.

✅ Accessing Subscription Management

Login to Admin Panel
Navigate to Subscriptions → Subscription List

Required Permissions

admin.subscriptions.view - View all subscriptions
admin.subscriptions.create - Create new subscriptions
admin.subscriptions.edit - Edit subscription details
admin.subscriptions.cancel - Cancel subscriptions

✅ Subscription Overview

Subscription List

The subscription list provides a comprehensive view of all tenant subscriptions:

Available Information:

Subscription ID and reference number
Tenant name and contact information
Current plan and billing cycle
Subscription status (active, cancelled, etc.)
Start and renewal dates
Payment status and history
Quick action buttons

Filtering Options:

Filter by status
Filter by plan type
Filter by start/renewal date
Filter by payment status
Search by tenant name or ID

Subscription Status Types

Monitor subscriptions through their lifecycle:

Status Types:

Active: Currently paid and operational
Trial: In free trial period
Past Due: Payment failed but grace period active
Unpaid: Payment failed and grace period expired
Cancelled: Subscription terminated
Expired: Subscription ended naturally

✅ Managing Subscriptions

Creating a Subscription

Location: Tenant Panel → Subscriptions → Create Subscription

Manually create subscriptions for tenants:

Required Information:

Tenant: Select existing tenant
Plan: Choose subscription plan
Billing Cycle: Monthly or yearly
Start Date: When subscription begins
Payment Method: How tenant will pay

Optional Settings:

Custom Price: Override default plan price
Trial Period: Custom trial duration
Notes: Internal subscription notes
Billing Information: Custom billing details

Editing a Subscription

Location: Tenant Panel → Subscriptions → Edit Subscription

Modify existing subscription details:

Editable Fields:

Change subscription plan
Adjust billing cycle
Update payment method
Modify renewal date
Add/remove features

Important Notes:

Plan changes may trigger proration
Some changes affect billing immediately
Others take effect at renewal
All changes are logged for auditing

Cancelling a Subscription

Location: Tenant Panel → Subscriptions → Cancel Subscription

Process for subscription cancellation:

Cancellation Options:

Immediate: Access ends immediately
End of Term: Access until current period ends
Custom Date: Specify exact end date
With Refund: Process partial/full refund
Reason Collection: Document cancellation reason

✅ Invoice Management

Invoice List

Location: Tenant Panel → Subscriptions → Invoices

View and manage all system-generated invoices:

Invoice Information:

Invoice number and reference
Related tenant and subscription
Amount and currency
Issue and due dates
Payment status
Payment method used
Download/print options

Invoice Generation

Invoices are generated in these scenarios:

New subscription creation
Subscription renewal
Plan upgrade/downgrade
Manual invoice creation
One-time charge addition

Invoice Actions

Available actions for invoice management:

Mark as Paid: For manual payments
Cancel Invoice: Void an unpaid invoice
Issue Refund: Process full/partial refund
Resend Invoice: Send invoice email again
Download PDF: Get invoice document
Add Payment: Record manual payment

✅ Payment Transaction Management

Transaction List

Location: Admin Panel → Subscriptions → Transactions

View all payment transactions in the system:

Transaction Information:

Transaction ID and reference
Related invoice and subscription
Amount and currency
Transaction date and time
Payment method details
Payment gateway response
Status (successful, failed, refunded)

Transaction Types

Different transaction types in the system:

Charge: Standard payment collection
Refund: Full or partial refund
Proration: Plan change adjustment
Credit: Account credit application
Manual: Manually recorded payment

Transaction Processing

How transactions are processed:

Automatic: Through payment gateway
Manual: Admin-recorded transactions
Scheduled: Recurring subscription charges
Ad-hoc: One-time charges or credits

✅ Subscription Analytics

Revenue Dashboard

Location: Admin Panel → Dashboard → Revenue

Monitor key subscription metrics:

Available Metrics:

Monthly Recurring Revenue (MRR): Predictable monthly income
Annual Recurring Revenue (ARR): Yearly projection
Average Revenue Per User (ARPU): Revenue per tenant
Customer Lifetime Value (CLV): Long-term tenant value
Churn Rate: Subscription cancellation percentage
Revenue Growth: Month-over-month change
Plan Distribution: Subscribers per plan type

Revenue Reports

Location: Admin Panel → Reports → Revenue

Generate detailed financial reports:

Report Types:

Monthly Revenue: Income by month
Plan Performance: Revenue by plan type
Payment Method: Transactions by payment type
Churn Analysis: Cancellation patterns
Forecast: Projected future revenue
Tax Summary: Tax collection overview

✅ Automated Billing Processes

Renewal Process

How subscription renewals are handled:

System identifies upcoming renewals (3-5 days before)
Pre-renewal notification sent to tenant
Payment attempt on renewal date
Success: Subscription extended, invoice generated
Failure: Retry schedule initiated, tenant notified

Payment Retry Logic

Process for handling failed payments:

Initial payment attempt fails
First retry: 3 days later
Second retry: 7 days later
Final retry: 14 days later
After final failure: Subscription marked unpaid

Dunning Management

Location: Admin Panel → Settings → Dunning

Configure how failed payments are handled:

Dunning Settings:

Grace Period: Days before access restriction
Retry Schedule: When to attempt charges again
Email Sequence: Notifications for failed payments
Access Control: Feature restrictions during dunning
Recovery Actions: Steps to recover payment

✅ Subscription Communication

Email Notifications

Automated emails related to subscriptions:

Welcome: New subscription confirmation
Receipt: Payment confirmation
Renewal: Upcoming renewal notice
Payment Failed: Failed payment alert
Dunning: Payment retry notifications
Cancellation: Subscription end confirmation
Expiration: Trial period ending

Email Templates

Location: Admin Panel → Settings → Email Templates → Subscription

Customize subscription-related email templates:

Template Options:

Edit email content and formatting
Customize subject lines
Configure sender details
Add dynamic variables
Set up conditional content
Create language variants