Agree recurring service terms with an exact customer, review renewal dates and invoices, stop future billing, and keep credits and actual refunds separate.
Agree the service, then invoice each reviewed period#
Customer Subscriptions is for agreements your business makes with its customers. It is separate from the Emnaro package your organization buys. Select the correct corporate workspace, prepare an exact customer agreement, review its service price and calendar, and retain actual acceptance before activation.
Each invoiced paid service period retains its own original invoice. Review and issue that invoice deliberately, or separately approve supported future invoice automation. Issuing an invoice does not collect money, prove service delivery or give permission to charge a stored card. Pause, cancellation, credit and an actual outside refund remain distinct decisions.
- Complete Invoicing and review the subscription setup and commercial staff scope.
- Select an exact customer; prepare the service lines, calendar, trial and public terms.
- Lock the terms for review, retain actual acceptance and activate the agreed revision.
- Review the next due period and its original invoice, collection status and exceptions.
- Use prospective changes or a clear stop decision when the agreement changes.
Complete the relevant billing prerequisites#
This corporate app requires explicitly installed, configured and entitled Invoicing. Current seller identity, customer access, currency, tax interpretation and writing permissions must be reviewed. Apps and optional licences are not installed or purchased silently, and normal app and staff allowances still apply.
Payment Gateways is needed only for an existing supported hosted invoice payment workflow. Its configuration does not create a recurring card mandate. Accounting remains an optional canonical source integration: review each actual posting result rather than assuming every invoice or correction has a posted journal.
Set defaults without rewriting existing agreements#
An owner or administrator reviews the commercial writing scope, default timezone, payment due days, permission for separately approved invoice automation and optional customer portal. Defaults help prepare a new agreement. The exact customer agreement still needs its own terms, calendar and acceptance.
Open Customer Subscriptions → Setup and compare the workspace country with the current Invoicing seller and draft currency. In Default agreement timezone, choose the zone used for the customer’s service and renewal schedule or select Use suggested timezone for a launch-market reference. Review the actual service and transaction before saving.
Changing setup does not rewrite an accepted price, timezone, trial, cancellation term or existing invoice. Future automatic invoice issuance is a separate deliberate choice, with a separate owner approval for the exact agreement. Turning a setting back on does not silently restore an old approval.
| Choice | When it fits | What it changes |
|---|---|---|
| Owner-reviewed invoices | Review each due period before issuing its invoice. | No standing authority to issue future invoices is inferred. |
| Named commercial managers | Let explicitly granted staff prepare and perform permitted billing work. | Current Invoicing read and writing scope still limits their actions; owner decisions remain separate. |
| Optional customer portal | Share only the exact agreement and permitted issued invoices. | The owner must deliberately create and deliver a private access link; this does not send an email or verify its recipient. |
Give staff deliberate commercial access#
The app contains commercial customer, service and price information. Current owners and administrators manage setup and explicit grants. Named commercial managers may prepare agreements and perform allowed billing work only within the current workspace and Invoicing writing scope. Named viewers read the permitted commercial records; a workspace viewer cannot become a writer.
Recording outside acceptance, activating agreements, issuing invoices, standing authority and controlled owner stop decisions require current owner or administrator review. A private customer link can separately permit that holder to accept its exact sealed proposal or stop its agreement. Quantity credits, outside refunds and their private financial history remain separately authorized owner work. Removing a staff member removes their grant; returning to the workspace does not revive it.
Every action and exact retry rechecks current membership, selected workspace, required apps, licences, paid writing allowance and evaluation expiry. A visible old page is not continuing authority to save it.
Choose the exact customer and legal identity#
Search the paginated customer selector and compare the stable customer reference, declared identity, address and contact details. Similar names, matching email addresses or a shared business domain do not establish that two records are the same customer.
An accepted agreement retains the reviewed seller and customer snapshots. A later Contact edit does not silently change old terms or invoices. Review an identity change explicitly before new billing; changing the customer or billing currency requires a new agreement.
Describe and price the original service#
Add the actual recurring service description, positive quantity, unit price, discount and tax interpretation. Review the exact original currency and server-calculated total before locking the terms. A fixed periodic charge can use one unit; a fractional service unit must have a deliberate business meaning.
An accepted price is not recalculated from a later catalogue, exchange rate or default tax setting. Describe what the period covers clearly. The app invoices agreed service quantities; it does not meter usage, infer seats consumed, prove delivery or automatically grant and revoke another service.
Review starts, renewals and the original anchor#
Service boundaries are civil dates in the agreement’s confirmed IANA timezone. A period starting 5 November and renewing 5 December covers 5 November up to, but not including, 5 December. It is not a promise to charge at a particular local clock time. Review the displayed sequence of dates before acceptance.
Every monthly or yearly boundary derives from the original paid anchor. Same-day billing from 31 January reaches the last valid February day and returns to 31 March. End-of-month billing from 30 April reaches 31 May; same-day billing from 30 April reaches 30 May. A shortened month does not permanently move the anchor.
Daylight-saving changes can make an elapsed day shorter or longer without changing the accepted service dates. An exceptional skipped local date needs review. The system does not guess a charge time or create an extra service day to hide it.
| Choice | When it fits | What it changes |
|---|---|---|
| Same day | Keep the original day-of-month anchor. | A short month uses its deliberately accepted last-day rule, then later periods return to the original anchor. |
| End of month | Renew on each month’s final calendar date. | The first paid anchor must itself be an actual last day; an unpriced partial first period is not invented. |
| Day or week | Use fixed civil-day or week intervals. | An end-of-month rule does not apply. Elapsed hours are not used as the billing quantity. |
Explain the free trial and first paid date#
If a free trial is agreed, review its start and exclusive end together with the first paid anchor. A trial must end after it starts and remain within the supported 365-day bound. No positive invoice is created during the agreed trial.
The first paid service period starts at the reviewed trial end. A later change to trial or paid boundaries requires an accepted prospective revision. A customer service trial does not extend the lifetime of an Emnaro demo workspace.
Retain actual acceptance of the exact terms#
Lock the reviewed service, price, calendar, renewal and cancellation terms before recording acceptance. Retain who accepted, the supported channel, actual reference or evidence, and any explicitly reported occurrence time. The server-recorded time remains a separate fact.
An owner-recorded outside acceptance is a statement supported by the entered evidence. A private agreement-link holder is not automatically a verified email recipient, authorized company signatory or certified electronic signature. Review the actual authority and legal requirements for your transaction.
Changing locked terms needs a new review. Acceptance of an older revision or a stale private link cannot be treated as acceptance of different terms. A rejection is retained as its own decision; it does not become consent on retry.
Activate only the accepted revision#
The owner reviews the exact accepted revision, actual customer and seller, original currency, trial, first paid date and next period before activation. An agreement can be scheduled, trialing or active according to its reviewed calendar; the labels describe billing state rather than proof of service access.
A past first billing date creates a deliberate review need. Activation does not authorize a batch of historical invoices. An already cancelled agreement is terminal; old activation requests, a reinstall or a restored allowance do not restart it.
Review one period and its original invoice#
Open the exact due service period and compare its starts, next renewal, accepted revision, service lines, original amounts and any collection exceptions. Preparing an untouched draft is separate from issuing its legal invoice. Invoice issuance is recorded at the actual current time, including when an older service period is explicitly reviewed.
Each period retains one original invoice identity. A credit, void or cancellation preserves that original history and does not authorize another whole invoice for the same period. Generic document edits cannot bypass the accepted agreement.
A period’s billing state, invoice balance, actual receipts and any pending or unknown payment attempts are displayed separately. Review the exact issued invoice rather than interpreting an agreement’s Active label as Paid.
Delegate invoice issuance deliberately#
Owner review is the default. If standing invoice automation is enabled, a current owner or administrator separately approves the exact accepted revision, amount, currency, current installation and supported mode. Customer consent to service terms and the owner’s authority for the scheduler are different records.
The system executor is recorded as the actual executor, together with its current authorizing owner. It rechecks authority, seller and customer identity, required apps, licences, writing allowance, cancellation, pause and unresolved collection. The scheduler does not impersonate the owner or obtain a payment mandate.
Only the currently due period can be considered in a tick. A missed date, revoked authorizer, changed source or reinstalled app stops automatic issue and needs review. Restoring a setting or allowance never silently invoices a historical backlog.
Change future terms through a new accepted revision#
Prepare a prospective amendment for the next unmaterialized service boundary. Review the new service, price, cadence and public terms, retain the actual acceptance, then deliberately make that revision effective under the supported workflow.
Existing periods keep their original quantities, dates and invoices. There is no automatic mid-period proration, retrospective price edit or inferred customer consent. A different customer or currency needs a new agreement rather than rewriting the old one.
Pause or stop future billing clearly#
Pause stops future billing work under the explicit control decision. It does not prove service has stopped, cancel a payment attempt, erase an invoice or return money. A never-issued claimed invoice draft must be reviewed before a pause; it cannot be treated as void. Review its actual issue decision, or deliberately stop future billing. Resume requires current authority and an explicitly chosen future original-calendar boundary; paused intervals are not automatically billed.
Immediate cancellation stops future billing now. End-of-period cancellation records the exact accepted renewal boundary after which billing stops. Compare the cutoff and any already issued invoice before confirming. An unresolved current-period charge remains visible for owner review rather than being silently issued or forgiven.
A cancellation that is recorded first blocks later automatic invoice issue. An invoice already issued first remains its own receivable with its original collection history. Cancellation is not a credit or a provider refund.
Resolve missed dates without surprise catch-up#
A missed billing date becomes Needs review with its exact calendar gap. The system does not automatically loop through older periods or issue several catch-up invoices because the app, owner allowance or scheduler became available again.
An authorized owner can deliberately review an exact missed period and accepted price before a late invoice, or use the supported explicit skip and prospective resume workflow. Review the dates and consequences carefully; a skipped billing interval does not invent delivered service or erase an existing invoice.
Read actual invoice and collection truth#
Collection comes from the original issued invoice, its exact receipts and known payment attempts. A manual receipt records an outside payment statement; a provider-settled payment uses its separately verified integration. Pending or unknown remains unresolved and must not be relabelled paid.
Customers can use an existing authorized hosted invoice payment workflow where the merchant, invoice, currency and portal permissions permit it. There is no off-session charge, stored-card mandate or automatic recurring debit in this release. An interrupted payment request is retained for the existing reconciliation workflow instead of creating another charge.
Credit deliberately selected original service units#
Open the issued period’s private financial resolution as a currently authorized owner. Select exact original service quantities to at most three decimal places. For an original quantity of one, a deliberate half-unit selection is 0.500 units. Cancellation dates, elapsed days and estimated usage never choose this quantity for you.
The server derives the exact remaining original net, tax and discount allocations, then shows the final amount for review. Confirm the original quantity, currency, source allocations and reason before committing. A zero-valued slice still consumes its deliberately reviewed units without creating positive money.
An existing credit can be adopted only when its full original legal, item, quantity and monetary details match the reviewed selection. Similar totals or reason text do not establish a match. A credit reduces the receivable or creates a liability; it does not send money outside Emnaro.
Record money actually returned outside Emnaro#
After money has actually been returned outside Emnaro, review its exact original-currency amount, method, actual cash or bank outflow, reference, original collected receipt allocations and evidence. Positive allocations must add up to the actual amount. This records an outside refund; it makes no provider request.
The permitted amount is bounded independently by remaining completed period credits, current original-invoice excess and effective unreversed original-receipt capacity. Unknown collection, unmatched corrections or an inconsistent ledger needs review even when a displayed numeric bound is zero.
An original receipt’s recorded time is not independently verified collection time. If the actual refund predates that record, explicitly review and evidence actual collection before refund. Do not invent a provider timestamp or reverse an entire payment to imitate a partial refund. Review actual Accounting status separately.
Separate service dates, reported occurrences and recorded time#
The service calendar uses date-only boundaries in the accepted zone. An actual acceptance or outside refund occurrence can additionally use a specific local clock time. Resolve that time in the frozen zone before saving; a repeated daylight-saving hour requires choosing the exact offset and UTC instant.
A clock gap has no valid occurrence and cannot be guessed. The reported local value, zone, original offset and UTC instant are retained together. The server’s recorded timestamp remains separate, and reporting an older occurrence does not backdate legal invoice issuance.
Share only one exact customer agreement#
Create only the supported permissions and expiry for one exact agreement and deliberately deliver its private link. Keep the link confidential: a holder can exercise only the permissions it grants. Creating or copying it does not send an email, verify the recipient or add a staff seat.
The customer sees permitted public agreement terms, service dates and linked issued period invoices. An invoice’s own current view, pay and download permissions still apply. There is no customer-wide invoice search, access inferred from an email address, internal financial history or other contact’s documents.
Supported exact-term acceptance and cancellation recheck the link’s current permissions, expiry, revocation and control facts before an exact retry. Revoking access closes retained private customer state. Cancelling through a valid supported link stops future billing without granting credit, refund or staff authority.
Keep retained decisions and retrieve permitted records#
Open an agreement and select Print retained agreement summary. Choose Document design, then select Print or save PDF. Classic is the default and 15 alternatives are available. The summary retains the same terms and first page of authorized service periods. Issued invoices keep their own print and download flow.
Review agreement revisions, actual acceptance, standing approvals, controls, periods and original invoices as distinct retained records. Commercial staff history is separate from private credit, refund and accounting history. Search, pagination, print and export keep the current workspace and permission scope.
For stale validation, keep your draft, open the current source comparison in a new tab, then explicitly adopt the reviewed current version and confirm again. An uncertain identical retry retains its operation; changing the facts requires a fresh review rather than reusing an old approval.
Stop future billing and correct existing issued sources safely#
If the app, licence or writing allowance is unavailable, a current owner can use the limited retained billing recovery surface to stop future billing. A valid supported customer cancellation capability can also remain available. Neither path creates a new agreement, revision, period, invoice or standing authority.
Existing issued period credits and actual outside refunds use the separately authorized current Invoicing correction workflow. It retains the original legal identity and financial caps; it does not require inventing a physical return or restoring new subscription authoring. Current Invoicing writing allowance and source authority still apply.
Reinstalling the app does not restart an old standing approval, cancelled agreement or missed backlog. Review any new prospective action explicitly. Issued invoices and owned corrections remain retained after disablement.
Review the actual transaction and local obligations#
Your declared business country, customer’s transaction location, consumer or business status, service type and actual terms determine the relevant review. Currency, interface language and geolocation do not establish a legal jurisdiction, consent, cooling-off waiver or permission to debit a payment method.
Review applicable disclosure, renewal, cancellation, consumer remedy, tax, privacy and recordkeeping duties with the appropriate current authority or adviser. UK subscription-law commencement, US federal and state rules, Canadian provincial rules and other markets require their own current review. A researched checklist is not a universal compliance certificate.
Existing Accounting and government connector limits remain unchanged. An agreement, invoice export or successful local validation is not ZATCA clearance, FBR submission, ATO filing or government approval. Customer-specific registrations and a separately verified supported integration are required for regulated external actions.
Official references: ACCC: consumer remedies and cancellation ↗ · UK government: fair consumer contracts ↗ · US Code: requirements for certain online negative-option transactions ↗
Protect commercial evidence and private access#
Enter only necessary agreement and actual-transaction evidence. Keep passwords, card numbers, authentication codes, provider credentials and private access links out of ordinary notes. Customer-facing terms must be deliberately public; private staff reasons and refund evidence are never copied into them.
Share confidential commercial information only with current deliberate grants. Link delivery and any cross-border disclosure need an actual business and privacy review. Demo workspaces remain isolated and expire under the administrator’s configured lifetime; demo records are not production entitlement or verified external payment evidence.
Keep the active workspace, actual business requirements and current setup summary in view. A guide explains a choice; it does not make that choice for you.