Configure the Subscription to a Product

To configure a product subscription, 3 steps are essential:

1. Enable product subscription
2. Prepare the Subscription in the Client's File 
3. Renewal terms

1. Enable product subscription

The GEM-WORK software allows you to create subscriptions and recurring operations.

A subscription defines a contract for the repeated supply of a service or product for a period defined in the options for that product or service. An invoice for a single product will automatically be issued when your subscription expires. In order to define your client's subscriptions, you must have at least one product or service available for subscription.

To make sure a product is available for subscription, go to the main menu on the left of the screen: Inventory > Products and Services and select the product you are interested in.

Click on the Options tab. Check This item is available for subscriptions. Then, check the Renewable option.

This will make other fields appear, in which you must enter the following information:

• Frequency
• Minimum month
• Subscription(s) limit (leave at 0 if unlimited)

Then click on Save.

2. Prepare the Subscription in the Client's File

To add a subscription, from the main menu on the left side of the screen: Clients > Clients and select the desired client.

Then click on the Subscriptions > +New tab in the Subscriptions associated with this client field.

In the Info tab, enter the following information:

• Renewal Method;
• Billable;
• Frequency;
• Number of subscriptions (set to 0 if unlimited);
• Product or service to be billed;
• Quantity;
• Price;
• Text to display on the invoice;
• Next billing;
• Cannot cancel before;
• Start of coverage;
• End of coverage;
• Project. 

Click Save and Close.

3. Renewal Terms

• Frequency: how often you want to renew the subscription;
• Quantity: number of times the subscription will be renewed, enter 0 if there is no limit;
• Product or service to be billed: choose the product or service that is the subject of the subscription;
• Price: enter the price of the subscription, the price will be used for renewal;
• Next billing: specify the Next billing date after the Creation date. The system does not execute a past subscription;
• Start of coverage: the start date of the subscription;
• End of coverage: the end date of the subscription.

Note: For a monthly subscription, it is always better to choose the first day of the month rather than the last, as months do not always have 30 or 31 days (sometimes even 28). The subscription will still take place, but it will not be as accurate.

Tip: Subscriptions can easily generate invoices and send them to your customers. It is therefore recommended that your first subscriptions are manual. If everything goes as planned, it will be easier to automate them than to reverse automatically generated invoices.

Manual: Renewal method - The system will notify you when a subscription has expired, but the next steps will have to be done manually.

Automatic: Renewal method - The system will automatically create a sale and an invoice with this product or service and send it to the customer by email.

There are email templates for different subscription actions.