Odoo Subscription

Recurring Periods

Overview

Recurring Period also called a Billing Cycle, which helps companies define how frequently the recurring products/services are to be invoiced to customers at regular intervals. This may be billed Daily/Monthly/ Quarterly/Half Yearly or yearly based on customer’s willingness to pay.

Process Flow

Business Rules:

• Name of the Recurring period to understand what type of frequency it is
• Define Recurring Period with any frequency allowed
• Users with Manager access can create Recurring Periods

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Subscription Product

Overview

Subscription product helps user to define the products to be subscribed. This has to be defined as recurring product, so that system can allow this product to be billed frequently based on recurrence period

Process flow

Business Rules

• Product to be defined as Recurring product and To Be Sold
• Product type can either be Goods or Services
• HSN code to be associated with Subscription Product for invoicing Purpose
• Applicable Taxes if any needs to be associated with Subscription product

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Subscription Plan

Overview

Subscription plan helps user to define the set of rules applicable for a subscription when the defined plan is applied

Process Flow

Business Rules:

• Subscription Plan Name – The Name of the subscription which helps to understand and apply right plan to the subscription
• Recurrence – Map the Recurrence period to define the applicable frequency of Billing to customer for this plan
• Duration – The Subscription duration either can be defined as Forever or fixed time period
• Quotation Expires after – Define Quotation expiry days for the plan which helps to define expiry days of a quotation when the related plan is applied
• Online confirmation – Which helps customer to confirm the quote either through digital signature or through make a payment through Portal
• Confirmation Email – This helps to send an email to users upon confirmation by customers
• Automatic Closing days – This helps to close the subscription automatically if any unpaid subscriptions is there after due date
• Lines tab – tomaintain the list of products/services offered for this subscription plan. If users required defining subscription products/services on the fly while creating subscription quote, Line data not required to define.

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Subscription Stages

Overview

Subscription Stages helps user to define the stages applicable for a subscription process

Process Flow

Business Rules:

• Name of the stages through which the Subscription cycle pass through
• Users with Manager access can create/modify Subscription stages

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Subscription Closed Reasons

Overview

Subscription Closed Reason helps to create the list of Closed Reasons. This list will be available to select at the time of closing the subscription

Process flow

Business Rules

• Closed reasons will be used when Subscription is closed

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Subscription Alerts

Overview:

Subscription Alert helps user to define the rule using which system will throw the alert to user when the defined rules are met.

Process Flow:

Business Rule:

• Define Rules using which System will alert the user when the rules are met

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Odoo Subscription Transaction Management

Following are the list of Subscription Transaction features supported by Odoo

• Subscription Quotation
• Subscription Order
• Subscription Renewal
• Subscription Cancellation
• Subscription Upsell
• Subscription Invoicing

Subscription Quotation

Overview

Subscription management helps user to generate the quote to customer for the products to be subscribed for a given period with the given frequency (Daily/Weekly/Monthly/yearly etc.,) and send the quotation through email to the customer for their acceptance.

Process Flow

Business Rules

• Subscription can be created based on the subscription plan or manually.
• The Products mentioned in subscription quote must be recurring product
• The Recurring Period and frequency must be specified for a subscription
• The Recurring can be done up to specific period or forever
• The Start date for the subscription must be specified
• Invoice can be generated for every recurring frequency
• Subscription print can be sent through email or manually take an hard copy and share it to customer
• The billing and shipping address of the subscription can be mentioned while sending Quote to customer

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Email Quotation to customer

Subscription

Overview

Subscription order helps user to convert the Quotation to Subscription once quote confirmation received from customer. Confirmation process in quotation enables users to convert the quote to subscription

Process flow

Business Rules

• Upon confirmation from customer Quote, It will be converted to Order
• The status of order can be changed from Quotation to Sales order
• Confirmed order cannot be edited.
• Confirmed order will allow user to create Invoice
• System will automatically calculate the next invoice date based on the Recurring frequency selected and start date of the Subscription
• In case subscription got expired, it can be renewed any time.
• Subscription can be cancelled any time
• To send order Acknowledgement to customer via email

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Subscription Renewal

Overview

Subscription can be renewed whenever it gets expired or about to expire or needs to extend the existing subscription. It helps user create a new subscription or quotation based on the existing one, often with a new term.

Process Flow

Business Rules

Whenever we renew subscription, the following will be done

• Odoo creates new quotation with current subscription details
• The New quotation will have the following
  • Same Customer, products/services used in existing subscription
  • Same pricing mentioned in existing subscription
• We can edit the new quotation if any changes needed and send to customer if any approval required
• Once the quotation is approved, the new subscription will get renewed with latest data

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Subscription Upselling

Overview

Odoo Upselling Feature allows user to add additional products/services on top of the existing subscription. For example, On top of the existing software licenses, customer may ask for additional user licenses in the middle or request to upgrade software with newly added features.

Process Flow

Business Rules

• Upselling can be done only when the subscription is invoiced at least once
• Upselling can be adding any new product/services or upgrading existing product or services to the active subscription plan
• New quotation can be created when upselling in initiated with respect to the active subscription

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Subscription Invoicing

Overview

Odoo Subscription Invoicing is a process which will create invoice with respect to the subscription’s recurring period/frequency. For example, If the Recurring period for a subscription is created as “Monthly”, The first Invoice will be created with respect to the Start Date given and subsequent invoices will be created Month on month when the date comes.

Process Flow

Business Rules

• All active subscriptions must be invoiced based on the subscription period
• Multiple invoices won’t be created for the same subscription for the same recurring period. For example, If invoice created for the month of 1st May 2025 for the Monthly subscription period