A customer subscription is the assignment of a subscription definition to one specific customer with individual pricing rules. The subscription definitions are created under Sales Subscriptions and describe the charging pattern itself: what is invoiced, how often and at what base price. The customer subscription links this definition to a specific customer and allows you to adjust the discount, factor or price separately for that customer.
When a customer subscription is run — either individually via "Run selected" or in bulk via "Run multiple" — a sales order and an invoice are created for the customer. All completed runs are stored as history and are available from the history popup with direct links to the created sales orders and invoices.
Open the Financial app and click Customer subscriptions in the menu. If you cannot see the menu item, you most likely do not have permission for it. Contact support.
Customer subscriptions can also be accessed as a tab directly on a customer card and as a tab within the editing of a subscription definition. The content and actions are the same regardless of the entry point — however, the "New" and "Show history for customer" buttons are only available in the tab context, while the standalone list under the menu has filter columns on all fields and supports pagination.
The list shows all customer subscriptions. The columns can be shown and hidden via the list settings in the grid. The filter on each individual column lets you search and narrow the list directly from the column header.
Number: Automatically assigned contract number. The field is read-only and is assigned at creation.
Subscription: Name of the subscription definition selected for this customer subscription.
Customer: The linked customer. Can only be selected at creation and cannot be changed afterwards.
Discount: Combined display of the selected pricing rule. Shows either a discount amount in DKK, a discount percentage or a fixed price depending on what is filled in within the edit dialog.
Factor: Combined display of the selected factor rule. Shows either "Quantity factor: [value]" or "Price factor: [value]".
Start date: The date on which the subscription starts for the customer.
Ends on (inclusive): End date or end month for the subscription. For monthly periods the month and year are shown; for day-based periods an exact date is shown.
Last run: Date of the most recent completed run of this subscription.
Next run: Calculated date for the next scheduled run.
Created: Date and time the customer subscription was created.
Subject: Free-text field for internal reference — used for example to note an agreement or a case number.
Uses Billwerk: Indicates whether the subscription is flagged for Billwerk integration. Only shown if Billwerk is set up in the system.
Integrated with Billwerk: Indicates whether synchronization to Billwerk has been completed. Only shown if Billwerk is set up.
Sign-up status: Status of the sign-up email Billwerk sends to the customer. Only shown with Billwerk setup.
Active payment method: Indicates whether the customer has an active payment method registered in Billwerk. Only shown with Billwerk setup.
Runs the selected subscription immediately and creates a sales order and invoice for the customer. The button is disabled if no subscription is selected, or if the subscription has already been run and "Include the entire period on the first run" is set.
Opens the batch-run dialog, where you can tick the candidates to be run and execute them together. See the "Run subscriptions (batch dialog)" section below.
Opens the history popup for the selected subscription. Requires that a subscription is selected. See the "History popup" section below.
Opens the history popup for all subscriptions under that customer — not just the selected subscription. The button is only shown when the list is displayed as a tab on a customer card.
Opens the edit dialog for the selected subscription. Active when a subscription is selected.
Marks the selected subscription as deleted. The button is disabled if the subscription has already been deleted.
Reloads the list.
Creates a new customer subscription via the edit dialog. The button is only shown in the tab context (on a customer card or within a subscription definition).
Enables Billwerk integration for the selected or ticked subscription. The button is only shown if Billwerk is configured in the system, and is active either when a non-Billwerk-integrated subscription is selected, or when one or more subscriptions are ticked via the checkboxes. See the "Billwerk integration" section below.
Ticks or unticks all rows on the current page for use in a batch Billwerk action. Only shown if the Billwerk integration is active on the subscription definition.
Right-click a row to open the customer dialog directly. This context menu is not shown when the list is displayed as a tab on an already selected customer card.
Click New (tab context) or use the Edit icon to open the edit dialog.
Number: Automatically assigned contract number. Read-only.
Subscription: Select the subscription definition to apply. The field is read-only after the subscription has been run for the first time. To the right of the field is an arrow button that opens the subscription definition itself in an overlay, so you can view its settings without leaving the dialog.
Customer: The linked customer. Only editable at creation. The customer can be searched by name or number.
Discount amount: Fixed discount in DKK per charge. The field supports entry with or without VAT. Only one of the discount fields (Discount amount, Discount % or Fixed price) may be filled in at a time — the system shows an error if more than one is filled in.
Discount %: Percentage discount per charge. Only one of the discount fields may be filled in.
Price factor: Multiplier on the price. Only one of the factor fields (Price factor or Quantity factor) may be filled in.
Quantity factor: Multiplier on the quantity. Only one of the factor fields may be filled in.
Fixed price: Fixed total price per charge that replaces the subscription definition's standard price. Only one of the discount fields may be filled in.
Start date: The date on which the subscription starts. For monthly periods a dropdown is shown with possible start months based on the subscription definition's start date. The field is read-only after the subscription has been run.
Ends on (inclusive): End date or end month. For monthly subscriptions a dropdown of the possible end periods is presented. The end date must not be earlier than the last run.
Subject: Free text for internal reference, max. 255 characters.
Product instances: List of linked product instances or serial number items. Use the + button in the panel header to add an instance, and the × button next to an entry to remove it. For rental contracts the field is required. For ordinary subscriptions it is optional and links the subscription to a specific serial number item belonging to the customer.
Include the entire period on the first run: Checkbox that is only relevant for rental contracts. Sets the system to include the entire first period, even if the subscription is created mid-period. Visible and editable only for rental contracts.
Block day before: Blocks the resource the day before the rental period. Only relevant for rental contracts.
Block day after: Blocks the resource the day after the rental period ends. Only relevant for rental contracts.
When a new customer subscription is saved and the start date falls within the next two months, the system asks: "Should it be invoiced immediately?" If you select Yes, the subscription is run immediately and creates a sales order and invoice.
Only one of the discount fields Discount amount, Discount % and Fixed price may have a value. If you attempt to fill in more than one, an error message is shown: "Only one field can be filled in - either discount or fixed price."
Only one of the factor fields Price factor and Quantity factor may have a value. If you attempt to fill in both, the following is shown: "Only one field can be filled in: quantity factor or price factor."
The Discount amount and Fixed price fields are read-only if the subscription has already been run and "Include the entire period" is set.
Click Show history to see all completed runs for the selected subscription. The popup shows a list with the following columns:
Subscription: The subscription definition's name.
Customer: The linked customer.
Date: The date of the run.
Sales order: Number of the created sales order.
Invoice: Number of the created invoice.
Cancelled: Indicates whether the entry has been cancelled.
Double-click a row, or click Open, to open the associated sales order or invoice directly.
Click Run multiple to open the batch-run dialog. The dialog shows a list of all subscription candidates that are ready to run. The columns are:
Next run: The date of the calculated next run.
Type: The subscription's type.
Subscription: The subscription definition's name.
Customer: The linked customer.
Debtor category: The customer's debtor category from accounting.
Customer subscription: The contract number of the customer subscription.
Tick the rows to be run — use the Select all button in the top left to select all at once. Then click Run to start the run for the selected subscriptions. Click Cancel to close without running. The dialog supports double-clicking a row to open the associated customer subscription.
Billwerk is an external subscription payment service. The integration is only visible and available if Billwerk is actively set up in the system.
To connect a customer subscription to Billwerk, select it in the list and click Use Billwerk. It is also possible to tick several subscriptions via the checkboxes and connect them together.
When the Billwerk integration is enabled for a subscription, the following additional fields and buttons are available in the edit dialog:
Managed in Billwerk: Billwerk's internal UUID for the subscription. Shown read-only when synchronization has been completed.
Check status: Retrieves the current Billwerk approval status and awaits the customer's approval of a payment method. The button is shown when the subscription is integrated with Billwerk, but the customer does not yet have an active payment method.
Try synchronizing to Billwerk again: Shown with a warning if synchronization to Billwerk has not been completed. The button retries the synchronization.
An info panel is shown in the dialog if the customer has confirmed an active payment method in Billwerk: "The subscription has an active payment method provided by the customer."
If you have any questions, you are welcome to contact support.
Want to know more?
Read more in these related articles:
New / edit customer contract (subscription)
This article explains how to create and edit customer contracts in Sapera
New / edit subscription
This article explains how to access and create or edit subscriptions in Sapera
Customer subscription
A customer-facing printout of a single customer subscription showing the customer, subscription period, services and amounts, generated as a PDF from the invoice or sales order in Financial.
