Sales

Subscriptions & recurring invoices

Automatically bill services that recur at a fixed interval, such as yearly hosting, monthly maintenance, and so on.

A subscription is an invoice template that regenerates itself at the frequency you choose. On each due date, Axolot creates a real sales invoice (with QR slip and numbering) exactly as if you had entered it by hand. Perfect for hosting at CHF 60/year or a monthly maintenance plan.

Create a subscription

  1. Open “Subscriptions” in the Sales menu, then “Create a subscription”.
  2. Pick the customer, the frequency (monthly, quarterly, semi-annual or yearly) and the date of the first run.
  3. Add the lines to bill (from your articles or by hand).
  4. Optionally set an end date or a maximum number of invoices, then save.
From an invoice You can also create a subscription straight from an existing sales invoice. The customer is reused and a dialog lets you pick which lines to carry over. The original invoice is left unchanged. Handy, for example, to spin up the yearly hosting subscription from the website build invoice, keeping only the hosting line.

Automatic generation

Every day, Axolot generates the invoices that have come due. A missed due date is caught up automatically. You can also force generation at any time with “Generate now”.

Sending and collection

Enable auto-send to email the QR invoice to the customer as soon as it is created. Collection is then recorded as for any invoice, from the Bank page. No card is charged, the customer pays the QR invoice from their e-banking.

Standing order

Each subscription carries a fixed QR reference, identical on all its invoices (when your company uses a QR-IBAN). Your customer can therefore set up a standing order in their e-banking (constant amount, reference and frequency) and every payment still matches automatically, with Axolot applying it to the oldest still-open invoice of the subscription.

If you change the amount A standing order keeps the amount set by the customer. If you change the subscription price, let the customer know so they can adjust their standing order.
Pausing You can pause a subscription at any time, and no invoice is generated while it is paused. On resume, overdue runs are caught up.
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