COMPANY ADMIN GUIDE

Create Subscription

Set up recurring subscriptions and service agreements

What is a Subscription?

A subscription represents a recurring contract or service agreement with automatic renewal at specified intervals. Unlike one-time contracts, subscriptions automatically renew on a set schedule (monthly, quarterly, annually) unless manually cancelled.

Examples of subscriptions include:

  • Monthly software licenses
  • Annual maintenance contracts
  • Recurring service agreements
  • Subscription-based products

Accessing the Create Subscription Form

To create a new subscription:

  1. 1Navigate to Company Contracts or the subscriptions section.
  2. 2Click + Create Subscription button.
  3. 3The Create Subscription form will open.

Subscription Information

This section captures the basic subscription details:

1

Subscription Name * (Required)

Enter a descriptive name for the subscription. Examples: "Microsoft Office 365 Annual", "AWS Cloud Services Monthly", "Project Management Tool Subscription".

2

Company * (Required)

Select the company that holds this subscription from the dropdown menu.

3

Subscription Value * (Required)

Enter the cost of each subscription cycle. Example: "100" for $100 per cycle.

4

Billing Cycle * (Required)

Select how often the subscription renews: Monthly, Quarterly, Semi-annually, or Annually. This determines the renewal frequency and billing dates.

Date Configuration

Set the subscription start date and renewal schedule:

1

Start Date * (Required)

Select the date when the subscription becomes active. Format: MM/DD/YYYY. Renewals will be based on this date.

2

End Date (Auto-calculated)

The system automatically calculates the end date based on the start date and billing cycle. This shows when the current cycle ends.

3

Status

Set the status: Active (currently subscribed), Cancelled (no longer active), or Suspended (temporarily inactive).

Renewal Settings

Configure how the subscription will be renewed:

•

Auto-Renewal (Checkbox)

Check this box if the subscription should automatically renew at the end of each billing cycle. Leave unchecked if manual renewal is required.

•

Renewal Reminder Days

Set how many days before expiration you want to be reminded about the upcoming renewal (e.g., 30 days, 60 days). This ensures you don't miss renewal deadlines.

Additional Details

Add more information about the subscription:

1

Vendor/Provider Name

Enter the name of the company or vendor providing the subscription service. Example: "Microsoft", "Adobe", "Salesforce".

2

Description / Notes

Add additional details such as license key, access credentials, or important terms and conditions. Keep this for internal reference.

3

Contact Information

Store the vendor's contact details, support phone number, or email for quick reference when issues arise.

Saving the Subscription

Once you've completed all required fields:

  1. ✓Review all information for accuracy, especially dates and subscription value.
  2. ✓Verify billing cycle is correctly set.
  3. ✓Click Save Subscription to create the record.
  4. ✓Click Cancel to discard changes.
Tip: After saving, the system will automatically track renewal dates and send reminders based on your renewal reminder settings.

Best Practices for Subscription Management

  • Enable Auto-Renewal: Use auto-renewal for critical subscriptions to prevent service interruptions.
  • Set Reminders: Configure renewal reminders 30-60 days before expiration to allow time for negotiations or budget approval.
  • Track Costs: Keep accurate subscription values to monitor and budget annual expenses.
  • Store Credentials: Keep vendor contact info and account credentials in the description for quick access.
  • Regular Reviews: Periodically review subscriptions to ensure they're still needed and the cost is justified.
Important: Active subscriptions automatically renew and charge based on your billing cycle. Ensure auto-renewal is configured correctly to avoid unexpected charges or service interruptions.