Set Up a Subscription¶
A subscription bills the same amount every cycle. Under Ends, you choose Never to keep billing until you stop it, or On date to stop on Subscription Ends On. Use an installment plan to divide a known total into payments.
Use it for memberships, retainers, and anything else the customer keeps paying for as long as they keep using it.
The fixed-term example bills Emily Ross at Summit Technologies $2,125 per month for four months, totalling $8,500 for the Q4 expansion.
Before You Start¶
- You need the Charge action on the record's page layout. See Part 6 of the quick start guide if it is missing.
- The gateway must support Subscription billing under its Supported Payment Modes. See the gateway reference.
- You need either a saved payment method for the customer, or you plan to charge by Payment Link instead.
- Schedule the background jobs to process charges on their billing dates. See Part 7 of the quick start guide.
How a Subscription Ends¶
Under Ends, you choose from 2 options:
| Ends | What happens |
|---|---|
| Never | It bills every cycle indefinitely. The only way it stops is if you stop it, or it pauses itself after repeated declines. This is the ordinary case |
| On date | It bills every cycle until Subscription Ends On, then stops on its own |
Choose Never for ongoing billing, or On date for a fixed-term commitment, such as a 12-month membership. In both cases, you agree an amount per cycle.
Choosing between On date and an installment plan
Both end on a date, so the question is which number is fixed. If you are agreeing an amount per cycle, use a subscription. If you are dividing a known total, use an installment plan with Bill until set to End date: that spreads the total evenly and works out the per-cycle amount for you.
Steps¶
- Open the record and click Charge.
- Choose Card, ACH, or Payment Link as the payment type.
- Choose Subscription.
- Set Subscription Amount to the agreed amount per cycle. For the example, use $2,125: under Edit Line Items, set two Q4 expansion licenses to $750 each and implementation services to $625, then click Done.
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Choose how often it bills under Bills Every: weekly, fortnightly (labelled Biweekly on screen), monthly, quarterly, half-yearly or yearly.
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Under Ends, choose Never or On date. If you choose On date, set Subscription Ends On. For the example, choose February 1, 2027 so the last monthly payment falls on January 1, 2027.
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Set the Start Date to October 1, 2026 for the example.
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Optional: enter an amount under Upfront Payment to charge something today, before the regular cycle begins.
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Click Preview Subscription.
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Check the preview, then click Start Subscription to confirm.
What You Should See¶
A new record showing the frequency and next payment date. If you set an upfront payment, or a start date of today, the first charge processes immediately.
If you chose Payment Link instead of a saved payment method, no charge happens yet. ChargeOn emails the customer a link for the first amount due, and the subscription waits for them to pay it.
If It Does Not Work¶
| Symptom | Likely cause | What to do |
|---|---|---|
| Subscription does not appear as an option | The selected gateway is not configured to support that mode | Check its Supported Payment Modes in the gateway reference |
| It was created, but no charge has ever happened | The background jobs are not scheduled | Part 7 of the quick start guide |
| It stopped charging on its own | 3 consecutive declines paused it. 3 is the default; your administrator can change the limit | Fix the payment method, then resume it |
| A charge came from a gateway you did not expect | The first charge failed over to a fallback gateway, and it is now permanently pinned to it | This is expected behaviour. See the warning in Installments and subscriptions |