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Billing
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Billing

Use billing data tables to view, manage, and maintain all subscription billing information.

A segment is a filtered view of a data set. To view filters that are applied to a segment: In the top right of the table, press Filters .

By default, billing data is organized into five segments:

  • Active subscriptions: Contains active subscriptions (status is in Active; order type is in subscription-order).
  • Canceled subscriptions: Contains canceled subscriptions (status is in canceled, churned; order type is in subscription-order).
  • Paid invoice: Contains paid invoices (status is in paid).
  • Refunded invoices: Contains refunded invoices (status is in refunded).
  • Unpaid invoices: Contains credit transactions (status is in unpaid, past-due, partially-paid ).

To add or manage segments, or to apply or edit filters on a segment, see Segments.

Terms

  • Subscription: A customer enters a subscription when they agree to, or buy, a product that is part of a subscription plan. For more information, see Subscription.
  • Invoice: An invoice is a commercial document issued by a merchant to a customer that relates to a sale transaction. It defines the products, quantities, and agreed prices for products or services the merchant is providing the customer. For more information, see Invoice. Subscriptions have reoccurring invoices.
  • Invoice item: Refers to a line on an invoice, which may contain information about the product, quantities, duration, and prices.
  • Issue date: Date when the invoice is sent to the buyer to notify them that a payment is due.
  • Renewal date: Date when an invoiced payment is due on a subscription. By default, this is one hour after issue date and time.
  • Quote: A quotation is a document that a seller provides to a buyer to offer goods or services at a specified price, under specified conditions. For more information, see Quotes.

For information on the invoice lifecycle and statuses, see Invoice lifecycle.

Billing interactions

This section describes all interactions that are available in billing data tables.

Add a default payment instrument to a subscription

Use this process to add a default payment instrument to a subscription. If autopay is active, this payment instrument is used to automatically pay the subscription renewal. For more information, see Activate autopay.

This feature enables customers to keep multiple payment methods on file, and to use them for auto-payment on separate orders. For example, a customer may have a large annual subscription that they want to put on their Mastercard and a smaller monthly subscription that they want to put on their Visa.

  1. In the left navigation bar, press Data tables, then press Billing.
  2. Press Active subscriptions.
  3. In the ID column, press a subscription.
  4. In the top right of the screen, in the Order details section, press Edit.
  5. In the Default payment instrument dropdown, select a payment instrument.
  6. Press Save.

Add notes, attachments, or tags to a billing activity

Use this process to add information to a billing activity, or to tag a colleague, or tag Rebilly Support to get their input or help.

The Timeline section provides a detailed record of all billing related activities between you and your customer. To interact with an activity, view more information or take further action, press the event item or key.

  1. In the left navigation bar, press Data tables, then press Billing.

  2. Press any segment, such as: Active subscriptions, Canceled subscriptions, Paid invoice, Refunded invoices, or Unpaid invoices.

  3. In the Timeline section, select from the following:

    Tag an email address or Rebilly support
    1. In the text input field, press Tag user.
    2. In the dropdown, select a user or Rebilly support, then press Return or Enter on your keyboard.
    Add an attachment
    1. In the text input field, press Attach a file, select a file, then press Open or Attach.
    2. Enter a message, and press Return or Enter on your keyboard.
    Link a customer or transaction
    1. In the text input field, press Link to a customer or transaction, in the dropdown, select Customers or Transactions.
    2. Select a transaction or customer, then press Return or Enter on your keyboard.
    Add a note
    1. In the text input field, enter a message.
    2. Press Return or Enter on your keyboard.

Abandon pending orders

Use this configuration to abandon an order and void related invoices if a customer does not activate the order within a specific time frame.

A pending order is an order that was created by a customer, but not yet activated. The order is pending until the customer activates it by paying the first invoice. For more information, see Order status.

Select from the following options:

  • Automatically abandon pending orders based on a global Time To Live (TTL) setting, called Automatically abandon pending orders, in organization details — see Edit organizations.
  • Define the TTL of a pending order when placing an order on behalf of a customer, by configuring a specific abandon date — see Create an order.

Autopay

Autopay is process of automatically collecting payment from a customer on a subscription renewal date. If autopay is activated, the payment is retrieved from the customer on the renewal date using the default payment instrument that is set on the subscription. If a default payment instrument is not set on the subscription, or if it is inactive, the customer's default payment instrument is used to collect payment.

The autopay schedule sets multiple retries for subscriptions that fail to bill successfully, and specify whether to cancel the subscription after the last attempt.

Activate autopay

Use this process to activate or deactivate the autopay feature on a subscription. If autopay is deactivated, you must process the payment manually.

  1. In the left navigation bar, press Data tables, then press Billing.

  2. Select one of the following segments: Active subscriptions, Canceled subscriptions, Paid invoice, Refunded invoices, or Unpaid invoices.

  3. In the ID or Invoice number column, press a number.

  4. In the top right of the screen, press Edit.

  5. Select from the following:

    Activate autopay

    Select the Autopay checkbox.

    Deactivate autopay

    Clear the Autopay checkbox.

    Set a default payment instrument for autopay

    Select an instrument from the Default payment instrument dropdown.
    A default payment instrument takes precedence over the customer's primary payment

  6. Press Save.

Create an autopay schedule

Use this process to set, or edit, multiple retries for subscriptions that fail to bill successfully, and to specify whether to cancel the subscription after the last attempt.

  1. In the left navigation bar, press Data tables, then press Billing.
  2. Press Unpaid invoices, Paid invoices, or Refunded invoices.
  3. In the ID or Invoice number column, press a subscription.
  4. Under Autopay schedule, press the link.
  5. Press the date picker and specify when the next payment will be automatically collected.
  6. In the Retry attempts section, press Add attempt, and specify the schedule.
    To add more attempts, press Add attempt and specify the schedule.
  7. In the After each attempt section, select the Push renewal time forward checkbox.
    This moves the renewal time into the future after each retry attempt. If this option is not set, the next rebill may occur while still within the retry schedule of the current rebill.
  8. In the After the last attempt section, select an option:
    • Cancel subscription: Cancels the subscription after the last attempt.
    • Abandon invoice: Abandons the invoice after the last attempt.
  9. Press Update autopay.

Credit memos

A credit memo is a record that describes a certain amount that is owed to a customer. A common use case for using a credit memo is to provide a customer with store credit, rather than a refund, if the customer pays more than they owe or returns a product.

To create a credit memo, see Create a credit memo.

Allocate a credit memo to an invoice

Use this process to allocate an amount of a credit memo to an unpaid invoice.

  1. Log in to Rebilly.
  2. In the left navigation bar, press Data tables.
  3. Press Billing, Unpaid invoices, then select an invoice.
  4. In the right of the screen, press Apply credit memo.
  5. Select a credit memo and enter the amount, then press Apply credit memo.

Edit a credit memo

Use this process to manually add, update, or delete a line item or other information in a credit memo.

  1. Log in to Rebilly.

  2. In the left navigation bar, press Data tables.

  3. Press Billing, Credit memos, then select a credit memo.

  4. Select from the following:

    Edit an item
    1. On the right of the item, press .
    2. Update the item, then press Update item.
    Delete an item

    On the right of the item, press .

    Add a new item
    1. Under Description, at the end of the items list, press Add item +
    2. Enter the item details, then press Add item.

Delinquency periods

This section describes how to add or manage delinquency periods on subscription.

A delinquency period is the length of time after which the subscription is canceled if an invoice it is not paid. Delinquency periods can be applied to a subscription, or to an invoice.

When a subscription is canceled, the status of the subscription is set to canceled. For more information, see Subscription status.

Add or edit a delinquency period

Use this process to add a delinquency period to a subscription or related invoice.

  1. In the left navigation bar, press Data tables, then press Billing.

  2. Press Active subscriptions, Paid invoice, or Unpaid invoices.

  3. In the ID column, press a subscription.

  4. In the top right of the screen, in the Order details section, press Edit.

  5. Select from the following:

    Add a delinquency period
    1. Select the Activate delinquency period checkbox.
    2. Specify the length of time after which the subscription is canceled if it is not paid.
    3. Press Save.
    Edit a delinquency period
    1. Edit the length of time after which the subscription is canceled if it is not paid.
    2. Press Save.

Add or edit delinquency period on an unpaid invoice

Use this process to add, or edit, a delinquency period on an unpaid invoice.

  1. In the left navigation bar, press Data tables, then press Billing.
  2. Press Unpaid invoices.
  3. In the ID column, press an invoice.
  4. In the top right of the invoice, in the Delinquency date field, specify the length of time after which the subscription is canceled if the invoice not paid.

View the delinquency period of a subscription

Use this process to view the delinquency period on a subscription invoice.

  1. In the left navigation bar, press Data tables, then press Billing.
  2. Press Active subscriptions, Paid invoice, or Unpaid invoices.
  3. In the ID column, press a subscription.
    In the top left of the invoice, Delinquency period is displayed.

View all invoices by delinquency period

Use this process to view and filter all invoices by delinquency period in a data table.

  1. In the left navigation bar, press Data tables, then press Billing.
  2. Press Active subscriptions, Paid invoice, or Unpaid invoices.
  3. In the top right of the table, press Edit columns.
  4. In the search field, enter delinquency or delinquent, then select from the following fields to add to the data table:
    • Delinquency period: Length of time that is added to the due time of the subscription when setting the delinquency time for all related invoices.
    • Initial invoice delinquency time: Amount of the delinquency period that expired before the initial invoice was paid.
    • Initial invoice delinquent collection period: Length of time, in days, between when the initial invoice is due and when is it paid.
    • Recent invoice delinquency time: Amount of the delinquency period that expired before a recent invoice was paid.
    • Recent invoice delinquent collection period: Length of time, in days, between when the recent invoice is due and when is it paid.
    • Upcoming invoice delinquency time: Amount of the delinquency period that has expired before the upcoming invoice is paid.
    • Upcoming invoice delinquent collection period: Length of time, in days, between when the upcoming invoice is due and when is it paid.
  5. Optionally, to save the filtered data to the active segment:
    1. In the top right of the table, press Filters .
    2. Press Save.
  6. Optionally, to save the filtered data to the active segment: In the left of the screen, beneath the filters, press Save.
  7. Optionally, to customize how data is displayed in the data table, see Customize tables.

Filter invoices by delinquency time and collection period

Use this process to filter invoices by delinquency period and time in a data table.

  1. In the left navigation bar, press Data tables, then press Billing.

  2. Press Unpaid invoices, Paid invoice, or Refunded invoices.

  3. In the top right of the table, press Filters .

  4. Select from the following:

    Filter invoices by delinquency time

    This process to filter invoices by the length of time that they were abandoned before being paid.

    1. In the search field, enter Delinquency time.
    2. In the next dropdown, select one of the following:
      • Is relative: Filter invoices by a relative time frame. For example, from 1 week ago until now.
      • Is absolute: Filter invoices by a specific time frame. For example, from 1/1/2021 until 1/1/2022.
      • Is empty: Filter invoices based not having a delinquency time.
      • Is not empty: Filter invoices based on having a delinquency time.
    3. Press Apply filter, or Apply filters.
    Filter invoices by delinquent collection period

    This process to filters invoices by the length of time between when the invoice is due and when is it paid.

    1. In the search field, enter Delinquent collection period.
    2. In the next dropdown, select one of the following:
      • Equals: Filter invoices by a specific delinquent collection period length. For example, 5 days.
      • Is between: Filter invoices by a delinquent collection period length that is between two values. For example, between 5 and 10 days.
      • Greater or equal to: Filter invoices based on having a delinquent collection period that is greater than or equal to a specific length. For example, greater than or equal to 5 days.
      • Lesser or equal to: Filter invoices based on having a delinquent collection period that is lesser than or equal to a specific length. For example, lesser than or equal to 5 days.
    3. Press Apply filter, or Apply filters.

  5. Optionally, to save the filtered data to the active segment: In the left of the screen, beneath the filters, press Save.

  6. Optionally, to create a new segment based on the filtered data:

    1. In the left of the screen, beneath the filters, press Save segment as.
    2. Enter a name for the new segment, and then press Save.

  7. Optionally, to customize how data is displayed in the data table, see Customize tables.

Extend a trial period

Use this process to extend a trial period for a subscription.

  1. In the left navigation bar, press Data tables, then press Billing.
  2. Press Active subscriptions, then locate the trial.
  3. In the ID column, press the subscription number.
  4. In the right of the page, in the Order details section, press Change trial end date.
  5. In the Trial end dropdown, specify the new trial end date.
  6. Press Change.

For more information on how to configure trial periods, see Products and pricing plans.

Edit order details

Use this process to activate or deactivate autopay and delinquency period for a subscription order.

Autopay schedules multiple retries for subscriptions that fail to bill successfully, and defines whether to cancel the subscription after the last attempt.

The delinquency period is the length of time after which the subscription is canceled if it is not paid.

  1. In the left navigation bar, press Data tables, then press Billing.
  2. Select one of the following segments: Active subscriptions, Paid invoices, Refunded invoices, or Unpaid invoices.
  3. In the ID or Invoice number column, press a number.
  4. In the top right of the screen, press Edit.
  5. To activate autopay, select the Autopay checkbox. To deactivate, clear the checkbox.
  6. Optionally, to specify the length of time after which the subscription is canceled if it is not paid:
    1. Select the Activate delinquency period checkbox.
    2. Specify the length of time after which the subscription is canceled if it is not paid.
  7. Optionally, if one or more payment instruments have been used by the customer, to set a default payment instrument for autopay: select an instrument from the Default payment instrument dropdown.
  8. Press Save.

Export billing table data as a CSV file

Use this process to export data that is contained in a data tables segment to a CSV file.

  1. In the left navigation bar, press Data tables, then select Billing.
  2. Optionally, select which columns to include in the export:
    1. In the top right of the screen, press Edit columns.
    2. Add or remove columns, then press Apply.
  3. Optionally, arrange the order of the columns in the export:
    1. In the top right of the screen, press Edit columns.
    2. Drag columns to arrange their order, then press Apply.
  4. In the top right of the screen, press Export, then press Export as CSV. When the reported is generated, a notification is displayed in the left navigation bar.
  5. In the left navigation bar, press Alerts , then press the file to download.

Invoices

Use this process to view, edit, and manage invoices. For more information, see Invoices.

Customize invoice appearance

To customize the appearance of an invoice, such as changing the logo, or to update the company information that is displayed, see Edit an organization.

Download or email an invoice

Use this process to download an invoice or to email the invoice to the customer.

  1. In the left navigation bar, press Data tables, then press Billing.

  2. Select one of the following segments: Paid invoice, Refunded invoices, or Unpaid invoices.

  3. In the ID or Invoice number column, press a number.

  4. At the bottom of the invoice, select from the following:

    Download invoice

    Use this process to download the invoice in PDF format.

    At the bottom of the invoice, press Download invoice.

    Email invoice

    Use this process to email the invoice to the customer. Optionally, you can configure the invoice to include a link to pay the invoice online.

    1. At the bottom of the invoice, press Download invoice.
    2. In the From dropdown, select an email address to send the invoice from.
    3. Optionally, in the Cc field, enter an email address to send a copy of the invoice to.
    4. Optionally, in the Bcc field, enter an email address to send a blind copy of the invoice to.
    5. In the Subject field, enter a subject for the email.
    6. Optionally, to attach a PDF of the invoice to the email, select the Attach invoice checkbox.
    7. Optionally, to include a link to pay the invoice online, select the Include payment form link checkbox.
    8. Press Send.

Edit an invoice

Use this process to manually edit the details of an unpaid invoice.

Note

To edit a subscription, see Edit a subscription.

  1. Log in to Rebilly.

  2. In the left navigation bar, press Data tables.

  3. Press Billing, Unpaid invoices, then select an invoice.

  4. Select from the following:

    Edit invoice details
    1. On the right of an invoice item, such as: Billed to, Delivered to, PO number, or Tax ID number, press .
    2. Edit or add information, then press Save.
    Edit an item
    1. On the right of the item, press .
    2. Optionally, to change the product, or service period start or end dates, select Advanced options.
    3. Update the item details, then press Update invoice item.
    Edit or add tax information
    1. On the right of Taxes, press .
    2. Select one of the following:
      • TaxJar: Select this option to calculate taxes using TaxJar. For more information, see TaxJar integration.
      • Avalara: Select this option to calculate taxes using Avalara. For more information, see Avalara integration.
      • Manual: Select this option to manually calculate taxes.
    3. Press Save. For more information, see Taxes.
    Add a new item
    1. Under Description, at the end of the items list, press + Add item
    2. Enter the item details, then press Add invoice item.
    Delete an item

    On the right of the item, press .

    Add a note
    1. In the Notes section, press .
    2. Enter a note, then press .
    Edit autopay schedule

    Use autopay to schedule multiple retries for subscriptions that fail to bill successfully, and to define whether to cancel the subscription after the last attempt.

    1. Under Autopay schedule, press the link.

    2. Press the date picker and specify when the next payment will be automatically collected.

    3. In the Retry attempts section, press Add attempt, and specify the schedule.
      To add more attempts, press Add attempt and specify the schedule.

    4. In the After each attempt section, select the Push renewal time forward checkbox.
      This moves the renewal time into the future after each retry attempt. If this option is not set, the next rebill may occur while still within the retry schedule of the current rebill.

    5. In the After the last attempt section, select an option:

      • Cancel subscription: Cancels the subscription after the last attempt.
      • Abandon invoice: Abandons the invoice after the last attempt.

    6. Press Update autopay.

    Pay the invoice
    1. At the bottom of the invoice, press Pay invoice.
    2. In the Amount field, enter the amount to pay.
    3. Select from the following:
      • To pay using the customer's payment instrument, select Process with payment instrument.
      • To mark the invoice as paid outside out Rebilly, select Paid outside of Rebilly.
        If you select this option you must provide a payment method, and the time and date of the payment.
      • To pay the invoice using a hosted payment form, select Pay with Rebilly hosted payment form.
    4. Press Submit.
    Void the invoice
    1. At the bottom of the invoice, press Void.
    2. Press Void.
    Abandon the invoice
    1. At the bottom of the invoice, press Abandon.
    2. Press Abandon.
    Reissue the invoice
    1. At the bottom of the invoice, press Reissue.
    2. In the date picker, select a date.
    3. Press Reissue.
    Download the invoice
    1. At the bottom of the invoice, press Download.
    Email the invoice
    1. At the bottom of the invoice, press Email invoice.
    2. Provide details, then press Send.
    Generate a payment link
    1. At the bottom of the invoice, press Payment link.
    2. Press Copy URL and share the link with the customer.
    Add notes, attachments, or tags

    1. Scroll down to the Timeline section.

    2. Select from the following:

      Tag an email address or Rebilly support
      1. In the text input field, press Tag user.
      2. In the dropdown, select a user or Rebilly support, then press Return or Enter on your keyboard.
      Add an attachment
      1. In the text input field, press Attach a file, select a file, then press Open or Attach.
      2. Enter a message, and press Return or Enter on your keyboard.
      Link a customer or transaction
      1. In the text input field, press Link to a customer or transaction, in the dropdown, select Customers or Transactions.
      2. Select a transaction or customer, then press Return or Enter on your keyboard.
      Add a note
      1. In the text input field, enter a message.
      2. Press Return or Enter on your keyboard.

Export invoices as PDFs

Use this process to export invoices as PDFs.

  1. In the left navigation bar, press Data tables, then select Billing.
  2. Press Paid invoices, Refunded invoices, or Unpaid invoices.
  3. In the top right of the screen, press Export, then press Export as PDFs. When the reported is generated, a notification is displayed in the top right corner of the page.
  4. In the top right corner of the page, press Alerts , then press the file to download.

Use this process to generate and share a payment link for an unpaid invoice with the customer.

  1. In the left navigation bar, press Data tables, then press Billing.
  2. Press Unpaid invoices.
  3. In the Invoice number column, press an invoice.
  4. Press Payment link, then press Copy URL.
  5. Share this URL with the customer.

Issue an invoice early

Use this process to issue an invoice early in order to receive early payment.

  1. In the left navigation bar, press Data tables, then press Billing.

  2. Press Active subscriptions.

  3. In the ID column, press a subscription ID.

  4. At the bottom of the upcoming invoice, press Early pay.

  5. Select from the following:

    Set the due date to the current date and time

    Select Change due time to now.

    Use the existing payment due time

    Select Leave original due time.

    Set a future or past date and time as the payment due time

    Select Change due time to, and specify a date and time.

  6. Press Issue.

Issue an interim invoice

Use this process to issue an interim invoice to the user.

When you add or remove items from an invoice, the items are added to the next upcoming invoice. Use this process to bill for changed items immediately.

  1. In the left navigation bar, press Data tables, then press Billing.
  2. Press Active subscriptions.
  3. In the ID column, press a subscription.
  4. Optionally, to edit items on the invoice: press Edit items and make a change to the items on the subscription order. For more information, see Edit a subscription.
  5. In the right of the screen, in the Order details section, press Issue an interim invoice.
  6. In the Effective date section, to define when the order changes become effective, select Specific date, then select a date.
  7. Select the Add proration checkbox. This charges the customer for the difference in cost between now and the period change.
  8. Press Change items.
  9. Preview the order changes, then press Save. An interim invoice for the cost difference is issued to the customer.

Manage unpaid and past due invoices

Use this process on an unpaid and past due invoice to: void, abandon, reissue, collect payment, or register a payment that was processed outside Rebilly.

  1. In the left navigation bar, press Data tables, then press Billing.

  2. Press Unpaid invoices.

  3. In the Invoice number column, press an invoice.

  4. Select from the following:

    Void an invoice

    Use this process to void the invoice. When an invoice is voided, the invoice amount is set to zero. The invoice retains the invoice number and is listed in reports, but amounts are set to zero.

    At the bottom of the invoice, press Void.

    Abandon an invoice

    Use this process to abandon the invoice. This makes the invoice immutable and unable to be paid.

    At the bottom of the invoice, press Abandon.

    Reissue an invoice

    Use this process to reissue the invoice to the customer.

    1. At the bottom of the invoice, press Reissue.
    2. In the Due date field, enter a date and time when the invoice must be paid.
    3. Press Reissue.
    Download invoice

    Use this process to download the invoice in PDF format.

    At the bottom of the invoice, press Download invoice.

    Email invoice

    Use this process to email the invoice to the customer. Optionally, the invoice includes a link to pay the invoice online.

    1. At the bottom of the invoice, press Download invoice.
    2. In the From dropdown, select an email address to send the invoice from.
    3. Optionally, in the Cc field, enter an email address to send a copy of the invoice to.
    4. Optionally, in the Bcc field, enter an email address to send a blind copy of the invoice to.
    5. In the Subject field, enter a subject for the email.
    6. Optionally, to attach a PDF of the invoice to the email, select the Attach invoice checkbox.
    7. Optionally, to include a link to pay the invoice online, select the Include payment form link checkbox.
    8. Press Send.
    Collect or register payment

    Use this process to collect payment from the customer using: the customer's payment instrument (if one is on file), a hosted payment form where the customer can enter details of their payment instrument, or to register a payment that was processed outside Rebilly.

    1. At the bottom of the invoice, press Pay invoice.

    2. In the Amount field, enter the amount.

    3. Select from the following payment options:

      Process the payment with the customer's default payment instrument
      1. Select Process with payment instrument.
      2. Press Submit.
      Register a payment that was processed outside the Rebilly product
      1. Select Process outside Rebilly.
      2. In the Payment method dropdown, select the payment method that processed the payment.
      3. In the Processed time field, enter the date and time that the payment was processed.
      4. Press Submit.
      Generate a hosted payment form and share it with the customer
      1. Select Pay with Rebilly hosted payment form.
      2. Press Submit.
      3. Press Copy URL and share the URL with the customer by email or in an online chat.

View invoice time shift

Invoice time shift is used to adjust or change the invoice issue date of a recurring subscription order.

To configure invoice time shift, you must create a recurring subscription order, which uses a pricing plan that has the Activate issued time shift or Activate due time shift checkbox selected. For more information, see Invoice time and due time shift.

  1. In the left navigation bar, press Data tables, then press Billing.
  2. Press Paid invoices, or Unpaid invoices.
  3. On the right of the screen, in the Order details section, invoice time shift is displayed.

View previously issued invoices

Use this process to view previously issued subscription invoices.

  1. In the left navigation bar, press Data tables, then press Billing.
  2. Select one of the following segments: Active subscriptions or Canceled subscriptions.
  3. In the Invoices for this order section, previous invoices are displayed.
  4. To view an invoice, in the Invoice number column, press a number.

Issue a refund

Use this process to fully or partially refund a paid invoice to the customer.

When you refund an invoice, the corresponding original transaction status changes from completed to partially-refunded, refunded, or voided. The invoice status also changes to partially-refunded or refunded. The invoice status is displayed on the invoice, in Data tables, and in the Timeline section.

If you issue a refund before funds are withdrawn from a customers account, the original transaction status will be set to: voided.

  1. In the left navigation bar, press Data tables.
  2. Press Billing, then press Paid invoices.
  3. Select a paid or partially paid invoice.
  4. Press Refund.
  5. Enter the refund amount, then press Refund. If the invoice is not fully refunded, the status is partially-refunded.

Quotes

A quote is a pricing estimate for requested goods or services and can help facilitate negotiation before creating an order. Customers can approve or reject a quote. If the customer accepts the quote, depending on which quote acceptance conditions are defined and fulfilled, a new order is created based on the quote. Merchants can also recall or cancel an issued quote. For information on the quote lifecycle, see Quotes.

There are three ways to create a quote:

  • Create a new quote. This option creates a new quote that conveys a proposed order to the customer, so that they can accept or reject the proposal before an order is created.
  • Edit the items in an existing subscription. This option creates a quote that conveys the changes to the customer, so that they can accept or reject the changes before the order is updated.
  • Reactivate a canceled subscription. This option creates a quote that conveys the changes to the customer, so that they can accept or reject the changes before the subscription is reactivated.

Customize quote appearance

To customize the appearance of a quote, such as changing the logo, or to update the company information that is displayed, see Edit an organization.

Edit a quote

Use this process to edit or add quote items, and also to change the settings of a quote.

Important

To edit a quote, the quote must be in the draft status. If the quote you want to edit has been issued, recall the quote so that it can be edited. For more information, see Manage quotes.

To create a new quote, see Create a quote.

  1. Log in to Rebilly.

  2. In the left navigation bar, press Data tables.

  3. Press Billing, press Quotes, then in the ID column press a quote.

  4. In the right of the screen, in the Quote details section, press Edit.

  5. Select from the following:

    Change the website that is associated with the quote

    In the Website field, select a website to associate with the quote.

    Change expiration date, redirect URL, associated coupons, or written signature

    In the Quote details section, enter the following:

    • The expiration date of the quote.
    • A URL to redirect the customer to when a quote is accepted or rejected.
    • Apply any coupons to the quote.
    Change how shipping rates are calculated for shippable quotes

    In the Shipping section, select from the following:

    • Rebilly: Dynamically calculate shipping costs based on your configured shipping rate settings.
    • Manual: Manually specify the shipping cost.
    Configure autopay for the associated subscription

    Use this process to configure if payment attempts for the related subscription must occur automatically. This setting supersedes the autopay setting that is currently configured on the subscription. For more information, see Autopay.

    In the Autopay section, turn on the Override autopay toggle, and then select the Enable autopay checkbox.

    Specify quote acceptance conditions

    In the Acceptance section, specify the condition that must be fulfilled for the quote to be accepted. Select from the following:

    • Payment: To accept the quote, the customer must pay the full amount of the quote.
    • Pay later: The customer can accept the quote and pay later.
    Specify payment terms & signature
    1. To display payment terms to the customer: In the Payment terms & signature section, enter terms.
    2. Optionally, to display a signature line on the printed quote: Select the Include a signature line checkbox, then enter a signatory name to print on the signature line.
    Edit or add items to the quote

    1. Select from the following:

      Add items
      1. Under the items that are included in the quote, press Add another product and plan.
      2. In the Product dropdown, select a product.
      3. In the Plan dropdown, select a pricing plan.
      Remove an item

      On the item, press .

      Change a product

      On the product, in the Product dropdown, select another product.

      Change pricing plan

      In the Plan section, press Change plan, then select a plan.

      Change quantity of an item

      In the plan or product, in the Quantity field, enter a new quantity.

      Edit pricing
      1. On a quote item, in the Plan section, press Edit plan.
      2. Press Pricing.
      3. In the Pricing formula dropdown, select a custom pricing formula. For more information, see Pricing formulas.
      4. In the Price field, enter the price.
      5. Optionally, specify maximum and minimum quantities.
      6. Press Save.
      Edit plan information

      This option is only available for subscription items.

      1. On a quote item, in the Plan section, press Edit plan.

      2. Press Plan info.

      3. In the Name field, enter a name to display on receipts and invoices.

      4. In the Currency dropdown, enter the currency to use for this quote.

      5. Under Type, select one of the following:

        • To change the plan to a trial only plan: Select Trial only.
        • To change the plan to recurring plan: Select Subscription.
        • Change the plan to a non-recurring quote: Select One-time.

      6. Press Save.

      Edit billing period settings

      Use this option to configure a custom billing period for this quote. This option is only available for recurring plans.

      This option is only available for subscription items.

      1. On a quote item, in the Plan section, press Edit plan.

      2. Press Plan info.

      3. In the Type section, press Recurring.

      4. Press Billing period.

      5. To specify the length of the billing period, select one of the following:

        • Monthly: Bill the customer every month.
        • Yearly: Bill the customer every year.
        • Custom: Bill the customer at a custom interval.
          To define a custom billing period length: In the Select period dropdown, select Days, Weeks, or Months. In the Number field, enter the corresponding number of days, weeks, or months.

      6. In the Frequency section, to specify how often the billing period recurs, select one of the following:

        • Reoccurs until canceled: Billing recurs until the subscription is canceled.
        • Limited to: Billing recurs for a specified number of occurrences.

      7. Press Save.

      Edit metered billing

      Use this option to configure custom metered billing based on usage for this quote.

      • This option is only available for subscription items.
      • This option is only available for metered billing plans that are billed in arrears (postpaid). To activate metered billing, enable postpaid settings: Press Billing timing, then select Postpaid.

      1. On a quote item, in the Plan section, press Edit plan.

      2. Press Metered billing.

      3. Press Activate metered billing.

      4. In the Metered billing strategy dropdown, select on of the following:

        • Accumulate the usage and report the total: select Sum of reported usage.
        • Report every usage: Select this strategy to Last reported usage.

      5. In the Minimum quality field, enter the minimum quantity to charge at the end of a service period regardless of reported usage.

      6. In the Maximum quality field, enter the maximum quantity to charge at the end of a service period regardless of reported usage.

      7. Press Save.

      Edit billing timing

      Use this option to configure custom billing timing for this quote.

      This option is only available for subscription items.

      1. On a quote item, in the Plan section, press Edit plan.

      2. Press Billing timing.

      3. Select one of the following:

        • Specify that payments must be paid in advance: Select Prepaid.
        • Specify that payments must be paid at the end of the billing cycle: Select Postpaid.

      4. In the Service period anchor section, to set date when the service period renews, select Activate service anchor shift and specify a date.
        The start date and service period anchor date determine when the service period starts and ends.

      5. In the Timing section, to set the date when the invoice is issued and when payment is due, select from the following:

        • Specify when the invoice is issued: Select Activate issued time shift: and specify when to issue the invoice in relation to the service period anchor date.
        • Specify when the invoice is due: Select Activate due time shift and specify when the invoice is due in relation to the date when the invoice is issued.

      6. Press Save.

      Edit trial and setup settings

      Use this option to edit the trial and setup settings for this quote.

      This option is only available for subscription items.

      1. On a quote item, in the Plan section, press Edit plan.
      2. Press Trial and setup.
      3. In the Trial section, to configure a custom trial period, select Activate trial, then specify the trial period length and total price. For a free trial, in the Trial price field, enter 0.
      4. In the Setup section, to configure a custom setup fee, select Activate setup, then specify the setup fee amount.
      5. Press Save.

  6. Press Save quote.

Manage quotes

Use this process to collect an amount due, manually issue, recall, cancel, accept, or reject a quote. This process also describes how to download a quote in PDF format, and how to generate and share a quote URL with a customer.

To create a quote, see Create a quote.

  1. Log in to Rebilly.

  2. In the left navigation bar, press Data tables.

  3. Press Billing, Quotes, then select a quote.

  4. Select from the following quote actions:

    Collect an amount due
    1. In the right of the page, in the Quote details section, press Collect amount due.
    2. Select from the following:
      • Process with payment instrument: Choose this option to process the payment with the customer's default payment instrument.
      • Process outside Rebilly: Choose this option to register a payment that was processed outside the Rebilly product.
      • Pay with Rebilly hosted payment form: Choose this option to generate a hosted payment form URL to share with the customer.
    3. Press Submit.
    Issue the quote to the customer

    In the right of the page, in the Quote details section, press Issue quote.

    Manually accept a quote on behalf of the customer

    In the right of the page, in the Quote details section, press Accept quote.

    Manually reject a quote on behalf of the customer

    In the right of the page, in the Quote details section, press Reject quote.

    Recall an issued quote so that you can edit it

    In the right of the page, in the Quote details section, press Recall quote. To edit a recalled quote, see Edit a quote.

    Cancel an issued quote

    In the right of the page, in the Quote details section, press Cancel quote.

    Download a quote in PDF format

    At the bottom of the quote, on the left, press Download PDF.

    Generate a quote link to share with a customer

    At the bottom of the quote, press Get quote link, then press Copy. Share this link with your customer.

    Generate a payment link to share with a customer

    At the bottom of the quote, on the right, press Get payment link, then press Copy. Share this link with your customer.

View quotes

Use this process to view the details of a quote, such as: the quote number, the customer's name, the quote status, the quote amount, the expiration date, and the timeline of the quote.

To create a quote, see Create a quote.

  1. Log in to Rebilly.
  2. In the left navigation bar, press Data tables.
  3. Press Billing, the press Quotes. All quotes are listed.
  4. To view quote information, or to edit a quote: In the ID column, press a quote.
  5. Optionally, to view the timeline of the quote, scroll down to the Timeline section.

Create a quote

To create a quote, see Create a quote.

Quote when reactivating a subscription

When you choose to reactivate a subscription, a quote is created and issued as part of the process. For more information, see Reactivate a subscription.

Redeem a coupon

Use this process to apply coupons to an active subscription. For more information, see Coupons & discounts.

  1. In the left navigation bar, press Data tables, then press Billing.
  2. Press Active subscriptions.
  3. In the ID column, press a subscription ID.
  4. In the right of the screen, in the Order details section, press Redeem coupons.
  5. In the dropdown, select one or more coupons.
  6. Optionally, to notify the customer by email that coupons were redeemed, select the Send email to customer checkbox.
  7. Press Redeem.

Subscriptions

A subscription is a recurring order that is automatically billed to the customer at regular intervals. Subscriptions can be created for products, services, or memberships. For more information, see Subscriptions.

Cancel a subscription

Use this process to cancel a subscription.

  1. In the left navigation bar, press Data tables, then press Billing.

  2. Press Active subscriptions, Paid invoice, or Unpaid invoices.

  3. In the ID or Invoice number column, press a subscription.

  4. On the right of the screen, in the Order details section, press Cancel subscription.

  5. In the Effective date section, select one of the following:

    Cancel at the next renewal date

    Select Cancel at the next renewal. The date of the next renewal is displayed in brackets.

    Cancel immediately

    Select Cancel now. Optionally, to provide the customer with credit for the remaining amount left on the subscription, select Add pro rate credit.

  6. In the Cancellation information section:

    1. Under Canceled by, to specify who canceled the subscription, select Customer or Merchant.
    2. In the Cancellation reason dropdown, select a reason for the cancellation.
    3. In the Description field, enter a description for the cancellation.

  7. Optionally, to notify the customer by email that their subscription is canceled, select the Send email to customer checkbox.

  8. Press Cancel subscription.

Update cancellation time

Use this process to update the cancellation time of a subscription.

  1. In the left navigation bar, press Data tables, then press Billing.
  2. Press Canceled subscriptions.
  3. In the ID column, press a subscription.
  4. In the top right of the screen, in the Order details section, press Update cancellation time.
  5. Select a new cancellation time.
  6. Optionally, to refund the customer for the remaining amount left on the subscription, select Add pro rate credit.
  7. Press Save.
Change cancellation reason

Use this process to change the cancellation reason on a canceled subscription.

  1. In the left navigation bar, press Data tables, then press Billing.
  2. Press Canceled subscriptions.
  3. In the ID column, press a subscription.
  4. In the top right of the screen, press Edit.
  5. In the Cancellation reason dropdown, select a reason for the cancellation.
  6. Optionally, to specify a description for the cancellation, in the Description field, enter a description.
  7. Press Save.

Edit a subscription

Use this process to edit an active subscription.

When you add or remove items from an invoice, you can choose to add items to the next service, on a specified date, or to issue the customer a quote for the changes. Quotations provide customers with a detailed breakdown of the changes to their subscription. If the customer accepts the quotation, depending on which quote acceptance conditions are defined and fulfilled, the changes are applied to the subscription.

  1. Log in to Rebilly.

  2. In the left navigation bar, press Data tables, then press Billing.

  3. Press Active subscriptions.

  4. In the ID column, press a subscription.

  5. Select from the following:

    Edit or add subscription items

    1. Under the subscription items, press Edit items .

    2. Select from the following:

      Add items
      1. Under the subscription items that are included in the order, press Add order items.
      2. In the Product dropdown, select a product.
      3. In the Plan dropdown, select a pricing plan.
      Remove an item

      On the item, press .

      Change a product

      On the product, in the Product dropdown, select another product.

      Change pricing plan

      In the Plan section, press Change plan, then select a plan.

      Change quantity of an item

      In the plan or product, in the Quantity field, enter a new quantity.

      Edit pricing
      1. On an order item, in the Plan section, press Edit plan.
      2. Press Pricing.
      3. In the Pricing formula dropdown, select a custom pricing formula. For more information, see Pricing formulas.
      4. In the Price field, enter the price.
      5. Optionally, specify maximum and minimum quantities.
      6. Press Save.
      Edit plan information

      1. On an order item, in the Plan section, press Edit plan.

      2. Press Plan info.

      3. In the Name field, enter a name to display on receipts and invoices.

      4. In the Currency dropdown, enter the currency to use for this order.

      5. Under Type, select one of the following:

        • To change the plan to a trial only plan: Select Trial only.
        • To change the plan to recurring plan: Select Subscription.
        • Change the plan to a non-recurring order: Select One-time.

      6. Press Save.

      Edit billing period settings

      Use this option to configure a custom billing period for this subscription. This option is only available for recurring plans.

      1. On an order item, in the Plan section, press Edit plan.

      2. Press Plan info.

      3. Press Billing period.

      4. To specify the length of the billing period, select one of the following:

        • Monthly: Bill the customer every month.
        • Yearly: Bill the customer every year.
        • Custom: Bill the customer at a custom interval.
          To define a custom billing period length: In the Select period dropdown, select Days, Weeks, or Months. In the Number field, enter the corresponding number of days, weeks, or months.

      5. In the Frequency section, to specify how often the billing period recurs, select one of the following:

        • Reoccurs until canceled: Billing recurs until the subscription is canceled.
        • Limited to: Billing recurs for a specified number of occurrences.

      6. Press Save.

      Edit metered billing

      Use this option to configure custom metered billing based on usage for this order.

      This option is only available for metered billing plans that are billed in arrears (postpaid). To activate metered billing, enable postpaid settings: Press Billing timing, then select Postpaid.

      1. On an order item, in the Plan section, press Edit plan.

      2. Press Metered billing.

      3. Press Activate metered billing.

      4. In the Metered billing strategy dropdown, select on of the following:

        • Accumulate the usage and report the total: select Sum of reported usage.
        • Report every usage: Select this strategy to Last reported usage.

      5. In the Minimum quality field, enter the minimum quantity to charge at the end of a service period regardless of reported usage.

      6. In the Maximum quality field, enter the maximum quantity to charge at the end of a service period regardless of reported usage.

      7. Press Save.

      Edit billing timing

      Use this option to configure custom billing timing for this order.

      1. On an order item, in the Plan section, press Edit plan.

      2. Press Billing timing.

      3. Select one of the following:

        • Specify that payments must be paid in advance: Select Prepaid.
        • Specify that payments must be paid at the end of the billing cycle: Select Postpaid.

      4. In the Service period anchor section, to set date when the service period renews, select Activate service anchor shift and specify a date.
        The start date and service period anchor date determine when the service period starts and ends.

      5. In the Timing section, to set the date when the invoice is issued and when payment is due, select from the following:

        • Specify when the invoice is issued: Select Activate issued time shift: and specify when to issue the invoice in relation to the service period anchor date.
        • Specify when the invoice is due: Select Activate due time shift and specify when the invoice is due in relation to the date when the invoice is issued.

      6. Press Save.

      Edit trial and setup settings

      Use this option to edit the trial and setup settings for this order.

      1. On an order item, in the Plan section, press Edit plan.
      2. Press Trial and setup.
      3. In the Trial section, to configure a custom trial period, select Activate trial, then specify the trial period length and total price. For a free trial, in the Trial price field, enter 0.
      4. In the Setup section, to configure a custom setup fee, select Activate setup, then specify the setup fee amount.
      5. Press Save.

    3. Optionally, to reset the renewal time of the subscription to a newly calculated renewal time: At the bottom of the page, in the Renewal policy section, press Reset.

    4. Optionally, to set a date when the changes become effective: At the bottom of the page, in the Effective date section, select one of the following:

      • To apply the changes at the next service period, select At the next service period.
      • To apply the changes on a specific date, select On specific date, then specify the date. Optionally, to charge the customer for the difference in cost between now and the period change, select Add proration.

    5. When you have finished editing the subscription, at the bottom right of the page, press Change items.

    6. Select from the following:

      Issue an interim invoice or apply changes to the next service period

      To apply the changes, and issue an interim invoice or apply to the next service period: press Save.

      Issue a quote for the changes

      Quotations provide customers with a detailed breakdown of the changes to their subscription. If the customer accepts the quotation, the changes are applied to the subscription. For more information, see Quotes.

      To issue the customer a quotation for the changes:

      1. Press Create a quote.

      2. Configure the quote:

        1. In the quote, in the Quote details section, press Edit.

          To locate a quote, in the left navigation bar, press Data tables, press Billing, then press Quotes.

        2. In the Website field, select a website to associate with the quote.

        3. In the Quote details section, enter the following:

          • The expiration date of the quote.
          • A URL to redirect the customer to when a quote is accepted or rejected.
          • Apply any coupons to the quote.

        4. In the Shipping section, select from the following:

          • Rebilly: Dynamically calculate shipping costs based on your configured shipping rate settings.
          • Manual: Manually specify the shipping cost.

        5. To configure if payment attempts for the related subscription must occur automatically: In the Autopay section, turn on the Override autopay toggle, and then select the Enable autopay checkbox.
          This setting supersedes the autopay setting that is currently configured on the subscription. For more information, see Autopay.

        6. In the Acceptance section, specify the condition that must be fulfilled for the quote to be accepted. Select from the following:

          • Payment: To accept the quote, the customer must pay the full amount of the quote.
          • Pay later: The customer can accept the quote and pay later.

        7. To display payment terms to the customer: In the Payment terms & signature section, enter terms.

        8. Optionally, to display a signature line on the printed quote: Select to Include a signature line, then enter a signatory name to print on the signature line.

        9. Press Save quote.

      3. To issue the quote to the customer, press Issue quote.

    Edit subscription details
    1. On the right of an invoice item, such as: Billed to, Delivered to, or PO number, press .
    2. Edit or add information, then press Save.
    Edit shipping costs
    1. On the right of Shipping, press .
    2. Select Manual, enter an amount, then press Save. By default, shipping costs are calculated automatically in Rebilly. For more information, see Shipping.
    Activate or deactivate autopay and delinquency period

    Use autopay to schedule multiple retries for subscriptions that fail to bill successfully, and to define whether to cancel the subscription after the last attempt.

    The delinquency period is the length of time after which the subscription is canceled if it is not paid.

    1. In the top right of the screen, to the right of Order details, press Edit.
    2. To activate autopay, select the Autopay checkbox. To deactivate, clear the checkbox.
    3. Optionally, to specify the length of time after which the subscription is canceled if it is not paid:
      1. Select the Activate delinquency period checkbox.
      2. Specify the length of time after which the subscription is canceled if it is not paid.
    4. Optionally, if one or more payment instruments have been used by the customer, to set a default payment instrument for autopay: select an instrument from the Default payment instrument dropdown.
    5. Press Save.
    Edit renewal date
    1. In right of the screen, in the Order details section, press Update renewal.
    2. Select from the following:
      • To change the renewal date of the subscription to now, select Now.
      • To change the renewal date of the subscription to a specific date, select Specific date.
    Cancel the subscription
    1. In the right of the screen, in the Order details section, press Cancel subscription.
    2. In the Effective date section, select one of the following:
      • To cancel the subscription at the next renewal date, select Next renewal. The date of the next renewal is displayed in brackets.
      • To cancel the subscription immediately, select Cancel now.
        Optionally, to provide the customer with credit for the remaining amount left on the subscription, select Add pro rate credit.
    3. In the Cancellation information section, specify who canceled the subscription, and provide a reason and description for the cancellation.
    4. Optionally, to notify the customer by email that their subscription is canceled, select the Send email to customer checkbox.
    5. Press Cancel subscription.
    Pause the subscription
    1. In the right of the screen, in the Order details section, press Pause subscription.
    2. In the Effective date section, select one of the following:
      • To pause the subscription immediately, select Now.
      • To pause the subscription on a specific date, select On specific date.
    3. In the End time section, select one of the following:
      • To pause the subscription until a specific date, select Specific date, then specify the end date.
      • To pause the subscription indefinitely, select Indefinitely.
    4. In the Pause information section, specify who paused the subscription, and provide a description for the pause.
    Edit a subscription pause
    1. In the right of the screen, in the Order details section, press Edit pause.
    2. In the Effective date section, select one of the following:
      • To pause the subscription immediately, select Now.
      • To pause the subscription from a specific date, select On specific date.
    3. In the End time section, select one of the following:
      • To pause the subscription indefinitely, select Indefinitely.
      • To pause the subscription until a specific date, select Specific date, then specify the end date.
    4. In the Pause information section, specify who paused the subscription, and provide a description for the pause.
    5. Press Edit pause.
    Resume a paused subscription
    1. In the right of the screen, in the Order details section, press Cancel pause.
    2. Press Cancel now.
    Redeem coupons on the subscription
    1. In the right of the screen, in the Order details section, press Redeem coupon.
    2. In the dropdown, select one or more coupons.
    3. Optionally, to notify the customer by email that coupons were redeemed, select the Send email to customer checkbox.
    4. Press Redeem.
    Pay the invoice early

    This process describes how to issue upcoming subscription invoice now so that it can be paid before it is due.

    1. At the bottom of the invoice, press Pay early.
    2. To specify when the due time will be after paying early, select from the following:
      • To retain the original due date, select Leave original due time.
      • To change the due time to now, select Change due time to now.
      • To change the due date to a specific date, select Change due time, then specify the date.
    3. Press Issue.
    Add notes, attachments, or tags

    1. Scroll down to the Timeline section.

    2. Select from the following:

      Tag an email address or Rebilly support
      1. In the text input field, press Tag user.
      2. In the dropdown, select a user or Rebilly support, then press Return or Enter on your keyboard.
      Add an attachment
      1. In the text input field, press Attach a file, select a file, then press Open or Attach.
      2. Enter a message, and press Return or Enter on your keyboard.
      Link a customer or transaction
      1. In the text input field, press Link to a customer or transaction, in the dropdown, select Customers or Transactions.
      2. Select a transaction or customer, then press Return or Enter on your keyboard.
      Add a note
      1. In the text input field, enter a message.
      2. Press Return or Enter on your keyboard.

Edit subscription details

Use this process to activate or deactivate autopay and delinquency period for a subscription.

Autopay schedules multiple retries for subscriptions that fail to bill successfully, and defines whether to cancel the subscription after the last attempt.

The delinquency period is the length of time after which the subscription is canceled if it is not paid.

  1. In the left navigation bar, press Data tables, then press Billing.
  2. Select one of the following segments: Active subscriptions, Paid invoices, Refunded invoices, or Unpaid invoices.
  3. In the ID or Invoice number column, press a number.
  4. In the top right of the screen, press Edit.
  5. To activate autopay, select the Autopay checkbox. To deactivate, clear the checkbox.
  6. Optionally, to specify the length of time after which the subscription is canceled if it is not paid:
    1. Select the Activate delinquency period checkbox.
    2. Specify the length of time after which the subscription is canceled if it is not paid.
  7. Optionally, if one or more payment instruments have been used by the customer, to set a default payment instrument for autopay: select an instrument from the Default payment instrument dropdown.
  8. Press Save.

Pause a subscription

Use this process to pause a subscription, and to manage paused subscriptions.

A pause is a period of time when a subscription is inactive. During a pause, the subscription is not billed, and the customer does not receive the product or service. When the pause ends, the subscription resumes and the customer is billed again.

  1. In the left navigation bar, press Data tables, then press Billing.

  2. Press Active subscriptions or Unpaid invoices.

  3. In the ID or Invoice number column, press a subscription.

  4. Select from the following:

    Pause a subscription
    1. On the right of the screen, in the Order details section, press Pause subscription.
    2. In the Effective time section, select one of the following:
      • Pause the subscription immediately: Select Pause now.
      • Pause the subscription on a specific date: Select Pause on specific date, then select a date.
    3. In the End time section, select one of the following:
      • Pause the subscription indefinitely: Select Pause indefinitely.
      • Pause the subscription until a specific date: Select Pause for a specific period of time, then select the date when the pause ends.
    4. In the Pause information section, specify who paused the subscription.
    5. In the Description field, enter a description for the pause.
    6. Press Pause.
    Edit the details of a subscription pause
    1. On a paused subscription, in the Order details section, press Edit pause.
    2. Edit the details of the pause, then press Edit pause.
    Resume a paused subscription

    On a paused subscription, in the Order details section, press Cancel pause.

Reactivate a subscription

Use this process to reactivate a canceled subscription. This process creates a quote for the proposed subscription reactivation, and issues it to the customer. If the customer accepts the quote, depending on which quote acceptance conditions are defined and fulfilled, the order is reactivated. For more information, see Quotes.

  1. In the left navigation bar, press Data tables, then press Billing.

  2. Press Canceled subscriptions.

  3. In the ID column, press a subscription.

  4. In the top right of the page, in the Order details section, press Create reactivation quote.

  5. In the right of the page, in the Quote details section, Edit quote.

  6. To configure the quote, select from the following:

    Edit or add subscription items

    1. Under the subscription items, press Edit items .

    2. Select from the following:

      Add items
      1. Under the subscription items that are included in the order, press Add order items.
      2. In the Product dropdown, select a product.
      3. In the Plan dropdown, select a pricing plan.
      Remove an item

      On the item, press .

      Change a product

      On the product, in the Product dropdown, select another product.

      Change pricing plan

      In the Plan section, press Change plan, then select a plan.

      Change quantity of an item

      In the plan or product, in the Quantity field, enter a new quantity.

      Edit pricing
      1. On an order item, in the Plan section, press Edit plan.
      2. Press Pricing.
      3. In the Pricing formula dropdown, select a custom pricing formula. For more information, see Pricing formulas.
      4. In the Price field, enter the price.
      5. Optionally, specify maximum and minimum quantities.
      6. Press Save.
      Edit plan information

      1. On an order item, in the Plan section, press Edit plan.

      2. Press Plan info.

      3. In the Name field, enter a name to display on receipts and invoices.

      4. In the Currency dropdown, enter the currency to use for this order.

      5. Under Type, select one of the following:

        • To change the plan to a trial only plan: Select Trial only.
        • To change the plan to recurring plan: Select Subscription.
        • Change the plan to a non-recurring order: Select One-time.

      6. Press Save.

      Edit billing period settings

      Use this option to configure a custom billing period for this order. This option is only available for recurring plans.

      1. On an order item, in the Plan section, press Edit plan.

      2. Press Plan info.

      3. In the Type section, press Recurring.

      4. Press Billing period.

      5. To specify the length of the billing period, select one of the following:

        • Monthly: Bill the customer every month.
        • Yearly: Bill the customer every year.
        • Custom: Bill the customer at a custom interval.
          To define a custom billing period length: In the Select period dropdown, select Days, Weeks, or Months. In the Number field, enter the corresponding number of days, weeks, or months.

      6. In the Frequency section, to specify how often the billing period recurs, select one of the following:

        • Reoccurs until canceled: Billing recurs until the subscription is canceled.
        • Limited to: Billing recurs for a specified number of occurrences.

      7. Press Save.

      Edit metered billing

      Use this option to configure custom metered billing based on usage for this order.

      This option is only available for metered billing plans that are billed in arrears (postpaid). To activate metered billing, enable postpaid settings: Press Billing timing, then select Postpaid.

      1. On an order item, in the Plan section, press Edit plan.

      2. Press Metered billing.

      3. Press Activate metered billing.

      4. In the Metered billing strategy dropdown, select on of the following:

        • Accumulate the usage and report the total: select Sum of reported usage.
        • Report every usage: Select this strategy to Last reported usage.

      5. In the Minimum quality field, enter the minimum quantity to charge at the end of a service period regardless of reported usage.

      6. In the Maximum quality field, enter the maximum quantity to charge at the end of a service period regardless of reported usage.

      7. Press Save.

      Edit billing timing

      Use this option to configure custom billing timing for this order.

      1. On an order item, in the Plan section, press Edit plan.

      2. Press Billing timing.

      3. Select one of the following:

        • Specify that payments must be paid in advance: Select Prepaid.
        • Specify that payments must be paid at the end of the billing cycle: Select Postpaid.

      4. In the Service period anchor section, to set date when the service period renews, select Activate service anchor shift and specify a date.
        The start date and service period anchor date determine when the service period starts and ends.

      5. In the Timing section, to set the date when the invoice is issued and when payment is due, select from the following:

        • Specify when the invoice is issued: Select Activate issued time shift: and specify when to issue the invoice in relation to the service period anchor date.
        • Specify when the invoice is due: Select Activate due time shift and specify when the invoice is due in relation to the date when the invoice is issued.

      6. Press Save.

      Edit trial and setup settings

      Use this option to edit the trial and setup settings for this order.

      1. On an order item, in the Plan section, press Edit plan.
      2. Press Trial and setup.
      3. In the Trial section, to configure a custom trial period, select Activate trial, then specify the trial period length and total price. For a free trial, in the Trial price field, enter 0.
      4. In the Setup section, to configure a custom setup fee, select Activate setup, then specify the setup fee amount.
      5. Press Save.
    Set expiration date, redirect URL, associated coupons, and written signature

    In the Quote details section, enter the following:

    • The expiration date of the quote.
    • A URL to redirect the customer to when a quote is accepted or rejected.
    • Apply any coupons to the quote.
    Specify how shipping rates are calculated

    This option is only displayed if one or more items in the quote is shippable.

    In the Shipping section, select from the following:

    • Rebilly: Dynamically calculate shipping costs based on your configured shipping rate settings.
    • Manual: Manually specify the shipping cost.
    Configure autopay for the associated subscription

    Use this process to configure if payment attempts for the related subscription must occur automatically. This setting supersedes the autopay setting that is currently configured on the subscription. For more information, see Autopay.

    In the Autopay section, turn on the Override autopay toggle, and then select the Enable autopay checkbox.

    Specify the quote acceptance conditions

    In the Acceptance section, specify the condition that must be fulfilled for the quote to be accepted. Select from the following:

    • Payment: To accept the quote, the customer must pay the full amount of the quote.
    • Pay later: The customer can accept the quote and pay later.
    Specify payment terms & signature
    1. To display payment terms to the customer: In the Payment terms & signature section, enter terms.
    2. Optionally, to display a signature line on the printed quote: Select the Include a signature line checkbox, then enter a signatory name to print on the signature line.

  7. When you have finished editing the quote for the subscription reactivation, at the bottom right of the page, press Save quote.

  8. To issue the quote to the customer, press Issue quote.
    For information on how to manage active quotes, see Manage quotes.

Update a subscription renewal date

Use this process to update the renewal date of an active subscription.

  1. In the left navigation bar, press Data tables, then press Billing.
  2. Press Active subscriptions.
  3. In the ID column, press a number.
  4. In the right of the screen, in the Order details section, press Update renewal.
  5. Select from the following:
    • Set the renewal date to now: Select Now.
    • Set the renewal date to a specific date: Select Specific date, then select a date.
  6. Press Update.

View subscription details

View the details of a subscription, such as: total amount invoiced, total amount collected, number of invoices sent, renewal date, and invoice time shift details.

  1. In the left navigation bar, press Data tables, then press Billing.
  2. Press Active subscriptions, Canceled subscriptions, Paid invoices, or Unpaid invoices.
  3. In the ID or Invoice number column, press a number.
  4. On the right of the screen, in the Order details section, view the following subscription details:
    • Amount invoiced: Total amount that money that has been invoiced to the customer for this subscription.
    • Amount collected: Total amount of money that has been collected from the customer for this subscription.
    • # of invoices sent: Total number of invoices that have been sent to the customer for this subscription.
    • Renewal date: Date and time when the subscription is renewed, and the next invoice for this subscription is due for payment.
    • Autopay: Status of the autopay feature on this subscription. If autopay is active, payments are collected automatically on the renewal date using the payment instrument that is associated with the subscription. For more information, see Activate autopay.
    • Paid by: Payment instrument that was used to pay the last invoice for this subscription.
    • Invoice time shift: Details of invoice issue and due date adjustments, if applicable. For more information, see Invoice time and due time shift.

View subscription order risk analysis

Use this process to view the risk analysis information of a subscription.

  1. In the left navigation bar, press Data tables, then press Billing.
  2. Select one of the following segments: Active subscriptions, Canceled subscriptions, Paid invoice, or Refunded invoices.
  3. In the ID or Invoice number column, press a number.
  4. On the right of the screen, in Risk analysis section, view the risk information.

Update a billing or delivery address

Use this process to update a customer's billing or delivery address on an invoice.

If a billing or delivery address is not defined, the customer's default address is used. This may be problematic if the customer updates their default address.

  1. In the left navigation bar, press Data tables, then press Billing.
  2. Press Active subscriptions.
  3. In the ID column, press a subscription.
  4. Select from the following:
    • Update the billing address: On the right of Billed to, press Edit .
    • Update the delivery address: On the right of Delivered to, press Edit .
  5. Update the address, then press Save.

View billing activity

Use this process to view a customers billing activity. The timeline displays activity by date and time.

  1. In the left navigation bar, press Data tables, then press Payments.
  2. Select one of the following segments: Credits, Disputes, Sales, or Voids and refunds.
  3. In the Timeline section, on a billing activity, press .

Void, abandon, reissue, collect payment, or register a payment

Use this process, on an unpaid and past due invoice, to: void, abandon, reissue, collect payment, or register a payment that was processed outside Rebilly.

  1. Log in to Rebilly.

  2. In the left navigation bar, press Data tables, then press Billing.

  3. Press Unpaid invoices.

  4. In the Invoice number column, press an invoice.

  5. At the bottom of the invoice, select from the following:

    Void an invoice

    To void an invoice: press Void.

    Abandon or reissue an invoice

    To abandon an invoice: press Abandon.

    Reissue an invoice

    To reissue an invoice: press Reissue.

    Collect or register a payment

    1. Press Pay invoice, enter the amount, then select a payment option:

      Process with payment instrument

      Choose this option to process the payment with the customer's default payment instrument.

      Process outside Rebilly

      Choose this option to register a payment that was processed outside the Rebilly product.

      Pay with Rebilly hosted payment form

      Choose this option to generate a hosted payment form URL to share with the customer.

    2. Press Submit.

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