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Guide

Create a subscription, start to first invoice.

A four-step wizard turns a client, a plan and a start date into a subscription and its first invoice. This guide walks the steps in order, including the choices people most often get wrong: a backdated start, an excluded meter and a custom price.

01Where to start

Where
  1. Subscriptions
  2. New subscription

Or open a client, go to its Subscriptions tab and choose New Subscription. Opened from a client, the client is fixed.

Before you begin, the client needs a region. Pricing and included allowances are resolved by region, and the wizard stops on step 1 with an alert if the client has none. Assign one in Edit client first. The region is not chosen in the wizard: it is the client’s.

The wizard, start to first invoice
  1. Basic info
    Client, currency, billing cycle and start date.
  2. Plan and pricing
    Bundle, modules, custom base price or usage only.
  3. Usage components
    Attach, price or exclude each meter.
  4. Settings
    End date, billing schedule, discounts and notes.
  5. First invoice
    Create subscription saves it and generates the start invoice.
Four steps collect the choices; creating the subscription raises the first invoice.

02Step 1: Basic info

Client
Search and select. Changing the client clears the currency, because the options come from that client’s region.
Currency
Limited to the currencies the client’s region supports. See Multi-currency.
Billing Cycle
Monthly, Quarterly or Yearly. It filters the bundles and modules offered on the next step.
Start Date
Required. A date in the past is allowed and starts the backdating flow in Step 4 (section 05).

If the client has a manual or API usage capture mode set, a callout names it here, so you know how metered usage will reach Revvly for this client.

03Step 2: Plan & pricing

  1. 1
    Bundle
    A pre-configured package. Pick one; only bundles sold for the billing cycle you chose are listed.
  2. 2
    Modules
    Pick individual modules. Again only modules sold for the chosen billing cycle are listed.
  3. 3
    Custom
    Manual pricing: type a flat recurring Base price and nothing else is needed from the catalog.
  4. 4
    Usage-based only
    No bundle, module or base fee. It bills only the meters you attach on the next step, after each meter’s included allowance.

The Pricing Summary shows the calculated Base Price. For a bundle or modules, Override replaces it with a custom base price for this client only (Use calculated undoes it). The list price stays visible beside it and the change is recorded in the price-change history. A custom subscription is the same idea taken to its end: only a base price, no catalog plan, and a price of 0 is accepted as a deliberate free arrangement. See Override a price.

Starting in the past with a plan you no longer sell? Tick Show retired plans and pick the old version. You must give a reason, which is recorded on the pin history. See Legacy pricing.

04Step 3: Usage components (your meters)

The step is titled Usage components in the dashboard; each row is a meter. Meters included by the plan are ticked automatically and badged From plan. Tick any other meter to attach it. Each attached meter has:

Override price & allowance
Changes the included allowance and the price for this client only. The override asks for what the pricing model bills on: one rate for a flat rate, one rate per tier for a tiered meter, one fee per step for a stairstep meter. Use plan defaults undoes it. A meter with no price in the chosen currency is badged No price setand blocks Continue until you price it or remove it.
Starting quantity
An optional opening quantity, whole numbers only.
Billing timing
Product default, Advance or Arrears for this client. See Advance vs. arrears billing.
Fee at start
What the meter adds to the start invoice, with its breakdown on hover.

To leave out a meter the plan would include, untick it. It is badged Excluded and is left off this subscription only; tick it again to bring it back. The catalog plan itself is untouched. For how usage is then fed in, see Metered usage.

05Step 4: Settings, and the catch-up choice

Ends
Open-ended renews automatically each term until someone cancels. Ends on takes an end date and turns automatic renewal off.
Billing schedule
Standard, or a prepaid term or deferred activation. Only shown when the Billing schedule feature is on for your workspace. See Billing schedules. A prepaid term also takes a prepay incentive (%) and what it applies to: the base price (the default), the components billed ahead, or both. A deferred activation has no backdating.
Add discounts
In the recap, queue discounts that are created with the subscription. See Discounting.
Notes & Comments
Free text kept on the subscription.

A start date in the past

If at least one whole term has already closed since the start date, step 1 warns you and step 4 leads with a decision you must answer before you can create the subscription. Nothing is pre-selected, because an unticked box reads the same as never having seen the question.

Choosing what to do with missed terms
  1. Start date in the past
    At least one whole term has already closed.
  2. Generate missed invoices
    One invoice per elapsed term. Renewal continues from today.
    or
    Skip: start invoice only
    Elapsed terms are never billed and record no revenue.
You must answer before creating, because nothing is pre-selected.
Generate the missed invoices
One invoice per elapsed term, dated to when it would have been issued, and the subscription is advanced so renewal continues from today. For an open-ended subscription that is every term between the start date and today. With an end date it is every term up to the end date, and terms that have not yet elapsed are issued as unpaid, which can create future-dated invoices. For arrears-only billing each invoice is dated to the end of the term it covers, and the term still running is invoiced when it ends.
Skip: start invoice only
Only the initial invoice is created. The elapsed terms are never billed and no revenue is recorded for them.
Per-invoice review
When you generate, each invoice is listed. Terms that have fully elapsed start ticked as Paid with a Paid on date you can change; untick any that were not paid. Where meters are billed you can adjust the quantity billed in each term.

06What happens when you create it

Choose Create subscription on the last step. Revvly saves the subscription, applies any queued discounts, and generates the start invoice, or the backdated series if you chose it. Warnings, such as a discount that could not be applied, appear as toasts and the subscription is still created.

  • The recap shows the recurring total and, when arrears meters are attached, a Start invoice line that excludes them: an arrears meter bills for the period that has just closed, so it first appears on the first renewal invoice.
  • A subscription must bill something: a bundle, modules, a meter or a base price. The server refuses an empty one.
  • Renewals continue from there. See Renewals and Mid-cycle changes.

07Settings that sit outside the wizard

Next invoice number
Set it before the first invoice when a client already has invoice history elsewhere. Enter the number the next invoice should carry (a client at invoice 14 gets 15). It applies to the next invoice generated and then clears; numbering never goes backwards. Leave it empty to continue automatically.
Where
  1. Clients
  2. open a client
  3. Edit client
  4. Next Invoice Number
Advance renewal invoicing
Days before a renewal to generate the invoice, set per billing period (0 to 365). The workspace default is under Settings, General, Renewal Invoice Timing, and a client can override each period under Edit client, Renewal Invoice Timing; blank means use the default and 0 switches advance invoicing off for that period. It applies to the recurring base charge only: usage is always billed at renewal.
Change the start date later
Open the client, then the Subscriptions tab, open the subscription and choose Edit, then change Start Date. A Start date change section appears. Left alone, only the date is stored and the end date, next renewal date and invoices stay as they are. Switch on Recompute schedule and regenerate invoices to re-anchor the dates and rebuild the series, and choose how the existing invoices are handled, as listed below. Regenerating cannot be undone.
Where
  1. Clients
  2. open a client
  3. Subscriptions
  4. Edit Subscription
Delete and rebuild all invoices
Every invoice for the subscription is deleted and rebuilt from the new start date. Paid status is re-derived from whether each period has elapsed, so manual payment dates on the old invoices are lost. This is the default.
Keep paid invoices, redo the rest
Paid invoices are kept and only the unpaid ones are rebuilt. A period already paid is never billed twice.
Void old invoices, issue a fresh set
Existing invoices are marked cancelled and kept as an audit trail, and a fresh series is issued from the new start date.