[Account Owner] How to Create and Edit a Scheduled Subscription

Scheduling subscriptions is beneficial and gives firms more flexibility to send payment requests at a later date, but creates them today. It offers peace of mind to do the upfront work and have an invoice ready in drafts, while also preventing your client from seeing or paying it until the scheduled invoice date.

To get started,  toggle the setting "on" (green) located in your Firm Settings, Invoice, Invoice Date. When the setting is enabled, advisors can set a future Invoice Date to schedule when invoices are delivered to clients. Clients cannot view, access, or pay the invoice until the Invoice Date. This allows advisors to prepare invoices in advance while controlling the exact delivery timing."

To allow Advisors to Edit Existing Subscriptions or Invoices, please ensure that the setting for this is also "on" located under Firm Settings, Invoice, Advisor Permissions, toggle "on" Allow advisors to edit existing invoices and subscriptions.

To receive notifications, be sure to adjust your settings for this as well, located in your Account Settings, Emails and Notifications, Advisor Notifications for the Scheduled Invoices (for those published and a reminder).

How to Create a Scheduled Subscription

Follow the steps below to create a scheduled Subscription.

1. Head to Subscriptions and Create New (add client), or start on your Client's profile located in the left sidebar under Accounts>Clients.
2. Click your client's name, and click Create New at the top right corner.

3. Select your Engagement and Document (if applicable).

   If a document is attached and sent via email, the client can sign. Subscriptions will only become available when the Invoice Date is met, but can be activated prior to the Start Date, but will only begin billing on the set Start Date.

   If published without sending, the client can sign, but a reminder will need to be sent for it to be delivered. The Subscription will publish on the Invoice date and will allow your client to pay, which will begin billing on the set Start Date.  

4. Click Attach Invoice.
5. Be sure the subscription box is blue and clicked.

6. When selecting an Invoice date and Start Date, these differ in that the former is when the invoice is created and available, and the latter is the actual  Start Date you want the invoice to be paid by your client. ( Note that the Start Date must be today,  or a future date, and it cannot be before the Invoice Date. )

• Select a Frequency,
• Add +Add End Date, and the billing periods as needed for finite billing periods.
• Add the Date Range
• Accepted payment methods(checked means the client can pay with those)
• The amount per frequency period
• The Description of Services
• If you want to add an Upfront- One-time Invoice, click the box and complete that information. (Add Notes if applicable)

7. Click Continue and review the page. Click Preview to see the Subscription and or Upfront invoice if added.
8. Lastly Click Finish and choose "Publish without Sending Email" to receive a URL, or click "Send via Email through AdvicePay" to send an email to the client.

If you choose  "Publish without Sending Email," it will not send an email to the client. If a document is attached, it will be available right away, but a reminder will need to be sent for it to go to the client. Subscriptions will be sent on the scheduled Invoice date. This is the modal that will show:

If you choose  "Send via Email through AdvicePay," it will send an email to your client immediately. If a document is attached, it will be available right away for them to sign. Subscriptions will be sent on the scheduled Invoice date.

How to Edit a Scheduled Subscription

1. To edit a Subscription that is scheduled for a future date, go to the invoice on the client's profile page under their Subscriptions tab, or in the left side bar under Transactions, Subscriptions then on the Subscription, click Edit Subscription.

2. Next, the pop-up modal will present the Invoice information that can be edited.

• When editing a scheduled Subscription, the Due date must be after the Invoice Date. It can be the present date or a future date. The invoice date is the date it will be sent.
• If the Due Date is set for the present day (today), the Subscription will move from scheduled to published and will act as a regularly sent Subscription. The typical process for when a standard invoice is sent will include emailing clients, allowing them to view and make the payment.
• If you have a document attached, editing the subscription will cause the document to be re-created in your signature provider. Any manual edits to the document will be lost due to this process. Please send the email or a reminder in the next modal after editing the subscription.

3. Send an email to your client if you had a document attached, as the old one is voided, or skip the email with a custom optional message.

3. Finally, depending on what is selected on the last step above, an email will be sent or skipped. The invoice will only be sent on the Invoice date once it is met for the client to be able to see and pay it. Note for documents, those will be sent right away for signatures to be captured unless the option to "Publish without Sending Email" was selected. If you selected that option, you will need to send an email to the client to sign the document when needed.