Subscription automation

Subscription automation decides what ASTRO does by itself around subscriptions: whether open onboarding steps stop a subscription going live, whether renewals become opportunities, how changes in the middle of a period are charged, and whether recurring invoices go out without review. Members who may read settings see it; only those who may change settings can save.

Onboarding

Going live with required steps open: Warn, and let it go on or Block until they are finished. It applies when a Trial or Pending subscription goes Active. The checklists themselves are on Onboarding templates.

Renewal opportunities

  1. Tick Make an opportunity for each Active subscription nearing its renewal. It is off until you turn it on, because it adds to people's pipelines.
  2. Set Lead days before the renewal, the Stage it starts in and the Name pattern (it can use {Company}, {year} and {date}).
  3. Tick Also for subscriptions that renew automatically if you want those too, and set Their probability (%) (empty means half the stage's).
  4. Same renewal within (days) stops a second opportunity for nearly the same renewal date.
  5. Select Save.

The scheduled run is switched on for every company; it makes opportunities only for a company that ticked the box above. If you can see background jobs, the card says whether the run is on; you cannot change it here. Create renewal opportunity on a subscription works either way.

Proration

Policy is None (bill whole periods; the default) or Daily (charge and credit by the day). Daily changes what customers are charged. Under Daily you also choose When an adjustment is settled (on the next invoice, or at once as drafts for finance) and Annual prepaid, on cancelling (no refund, or refund the unused days). Select Save.

A credit for unused days is always a draft credit note on the invoice that billed those days, naming the line it credits, whichever timing you choose; finance issues it. Only extra charges wait for the next invoice.

Auto-send of recurring invoices

While it is off, generated recurring invoices stay drafts for you to review. To turn it on:

  1. Select Turn on auto-send… and read what will happen.
  2. Fill in Largest invoice that may go out by itself.
  3. Choose whether to Hold a subscription's first invoice for review and to Hold invoices with prorated lines for review, and set the Manual-review tag: a company with that tag is always held.
  4. Tick I understand: invoices will be issued and e-mailed to customers without review. and select Turn on auto-send.

Held invoices stay drafts and finance is told. A company with no billing contact address is held too. A send that fails leaves the invoice issued and not sent, and finance is told. The operator's job switch must also be on. If you can see background jobs, the card says whether it is on or off; you cannot change it here. Turn off auto-send stops it. What it decided lists each invoice and why it went out or was held.

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