The Subscriptions feature in Intellent CRM allows you to automate and manage recurring billing for your products or services. It is ideal for businesses offering monthly services, support retainers, software licenses, memberships, or maintenance contracts.
Common Use Cases #
Here are a few real-world examples where Subscriptions are helpful:
- Software-as-a-Service (SaaS): Charge users $49/month for access to your platform.
- Maintenance Plans: Offer a quarterly $300 equipment check-up service.
- Consulting Retainers: Bill clients $2,000 every month for strategic marketing services.
- Hosting Plans: Automatically charge clients for their annual hosting subscription.
- Service Packages: Offer a 6-month customer support package, billed monthly.
How to Create a Subscription #
- Go to:
Sales > Subscriptions - Click:
New Subscription - Fill in the details:
🧍 Customer #
Select an existing Customer from the dropdown. You must have a customer profile created.
📅 Dates #
- Start Date: When billing starts.
- End Date (optional): Set a limit or leave blank for ongoing billing.
🔁 Billing Cycle #
Set the frequency of the subscription:
- Daily
- Weekly
- Monthly
- Quarterly
- Annually
You can also set a Number of Cycles (e.g., 12 for a 1-year subscription).
📦 Items #
Add products or services from your item list, or create new ones:
- Add quantities, rates, and applicable taxes.
- You can add one-time fees or recurring charges.
💬 Notes / Terms #
- Include any custom notes (e.g., “Access to premium features included”).
- Add Terms & Conditions relevant to the recurring billing.
🔌 Stripe ID / Payment Gateway (if integrated) #
If you’re using an integration like Stripe, you can input the Stripe Plan ID here.
Advanced Options #
- Auto-Create Invoice: Intellent CRM will generate a new invoice at every billing cycle.
- Auto-Send Invoice: Invoices can be emailed automatically to the customer.
- Send Reminder: Configure reminders before due dates.
- Pause / Cancel Subscription: You can suspend or cancel subscriptions at any time.
- Attach Files: Upload signed contracts or PDF documents.
- Add Tags: For easy filtering (e.g.,
retainer,hosting,monthly)
Tracking & Managing Subscriptions #
On the Subscriptions Dashboard, you can:
- View Active, Paused, Expired, or Cancelled subscriptions.
- See the Next Billing Date, Amount, and Status.
- Click into any subscription to edit, view linked invoices, or convert to manual billing.
- Filter by customer, date, status, or tags.
Reporting & Insights #
The Sales > Reports section will include recurring revenue summaries, so you can monitor:
- Monthly Recurring Revenue (MRR)
- Churn (cancelled subscriptions)
- Revenue by subscription tag or category
Pro Tips #
- Use Tags like
SaaS,retainer, orbasic-planto categorize subscription types. - Create predefined items for common services (e.g., “Monthly Hosting”) to speed up creation.
- Enable auto-renewal only for clients who agree in advance.
- Include clear billing terms to avoid disputes.
