This page lets you manage subscriptions and recurring billing. This feature is ideal for regular services such as maintenance, subscriptions or recurring fees.
Summary list of subscriptions
By selecting "Billing" and then "Subscriptions", you can access a summary list of subscriptions. you can access a summary list of all your subscriptions. This overview enables you to manage your recurring billing efficiently.
This list allows you to identify active subscriptions, and to see the next deadlines when subsequent invoices will be issued.
Subscription creation
Use the "+ Add subscription" button to create a new recurring billing cycle.
1. Create a subscription
To create a subscription, you need to fill in the following fields:
Title : The name of your subscription, useful for easily finding a subscription by its subject.
Start date: The date on which the first service is to be invoiced.
Renewal : The billing frequency (quarterly, monthly, annually, etc.).
End date : An optional end date for the subscription.
Customer: The customer concerned by this subscription. As with regular quotes or invoices, you can select the customer from the list, or create a customer identification card.
Contact person: The customer's contact person, if required.
Order no.: The order number, if applicable.
Payment terms: The payment terms for this subscription.
Layout: The layout template for the invoice.
Currency: The currency used for the invoice, Euro by default.
Automatic accounting export: Activate this option to have generated invoices automatically sent to your accountant as soon as they have been sent.
Send by e-mail / Send by Peppol: Select this option if you wish the invoice to be sent automatically.
Paid by direct debit": Optional, this appears on the invoice to indicate payment by direct debit.
You can also choose to Create first invoice now if the start date is before today's date.
By deactivating the Send by e-mail and Send by Peppol options, the invoice will not be sent, but created and queued in the list of invoices ready for dispatch. You can then check the content, modify or add to it if necessary, then send this updated version.
2. Viewing the billing calendar
Based on subscription information, Fidly automatically generates a visual calendar of upcoming invoices. This calendar gives you a clear overview of your billing deadlines, which is very useful for managing your cash flow.
3. Subscription details and content
In the second part of the page, you can detail the contents of your subscription as in a single invoice:
Item lines: Add recurring product or service lines. For each line, you can specify a description, a quantity, a price excluding VAT and a VAT rate.
Global discount/charge: You can apply a discount or charge that will apply to all invoices generated by this subscription.
Attachments : You can add relevant files that will be attached to each invoice.
Notes : A free text field is available to add internal notes or conditions for the customer.
All that remains is to save the subscription with the "Save" button, and the cycle is ready to go into action as soon as the first due date is met.
Viewing and modifying a subscription
Clicking on a subscription in the list takes you to a detail page. This screen allows you to view and modify all subscription information.
At the top right of each block of information, a pencil icon lets you modify certain fields. For example, you can :
- Modify customer and contact information
- Add or modify the end date to extend or shorten the cycle
- Adapt payment terms
- Modify automatic sending arrangements by e-mail, via Peppol or to the accountant
- Modify or add items
- Add or delete attachments
- Modify notes
Please note: it is never possible to modify the start date or billing frequency of a subscription.
This page gives you extensive control over your recurring subscriptions, allowing you to adjust them at any time as your contracts evolve.
Don't forget that you can always modify the invoice at the time of sending, provided that the automatic sending option (e-mail or Peppol) is not activated.
The 3-dot icon can also be used to deactivate or delete a subscription. In both cases, it will no longer be operational, and in any case can never be reactivated. Simple deactivation just keeps it as an archive in the subscription list.