Subscriptions & Licensing — subscription billing and software licensing for the Gulf
For software vendors, service businesses and anyone who bills customers on a schedule. It replaces spreadsheets and separate billing and licence tools with plans, subscriptions, automatic invoices that flow into Accounting, a ladder for overdue payments, recurring revenue and churn figures, and a licence authority that signs keys, activates installations and shows you every machine. It runs on your product catalogue and customer register.
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155 features in 16 areas · works with 8 other modules · 9 team workflows
Full feature list
Plans and pricing
Define what customers can subscribe to, how often they pay and how the price is worked out.
- Plans with several billing periods — Offer the same plan monthly, quarterly, yearly or for any period from one day to ten years (weekly, every 6 months, every 2 years), each with its own price and an optional label such as 'Yearly - 2 months free'. The person subscribing picks one.For: Subscriptions manager
- One flat price per period — The customer pays the same amount every period whatever they use. The simplest model, and the default.For: Subscriptions manager
- Per-seat pricing — The period price is multiplied by the number of seats, with a minimum and an optional maximum seat count per plan. Changing the seat count mid-period is priced for you.For: Subscriptions manager
- Price bands: graduated or volume — Price by quantity in bands. Graduated charges each unit at the band it falls in, like income tax. Volume prices the whole quantity at the band reached, so the more they buy, the cheaper all of it gets. A band can add a one-off fee.For: Subscriptions manager
- Usage-based plans — A base price plus metered items (calls, gigabytes, messages) with an included allowance and a price per unit beyond it, or bands. Usage is added up after the period and billed on the next invoice.For: Subscriptions manager
- Free trial days — Give a plan a free trial from 0 to 365 days. The customer pays nothing until it ends; the subscription then turns into a paid one on its own. Whoever activates a subscription can skip the trial for a customer who should be billed from day one.For: Subscriptions manager
- One-time setup fee — Charge a setup fee once, on the first invoice, in addition to the recurring price.For: Subscriptions manager
- Each billing period can have its own currency — Give a billing period its own currency, so a Dirham price and a Dollar price can sit on the same plan. A subscription bills in the currency of the period it chose.For: Subscriptions manager
- Link a plan to a catalogue product — A plan can be tied to a product of type Subscription in your product catalogue, so the plan, its quotes and the online store share one name and one default tax. Anyone who may create products can create the product on the spot from the plan screen. A plan must be linked to the product for a quote line or an online order for that product to start a subscription.For: Subscriptions manager
- What the customer gets: features and limits — List the features a plan switches on and the limits it sets (users, projects, storage). They are copied onto every licence key issued on the plan, so the customer's software enables them without calling you.For: Subscriptions manager
- Licence terms on the plan — Say on the plan whether a licence key is issued with every subscription, how many machines may use it, how often the software checks in, how long it may stay silent, whether it may run offline and how long the key lasts.For: Subscriptions manager
- Renewal terms and notice period — Set whether new subscriptions renew by themselves, and record how many days' notice a customer is asked to give before leaving (0 to 365). The notice period is a note on the plan; it does not block or delay a cancellation.For: Subscriptions manager
- Mid-period change policy — Choose what happens when a customer changes plan in the middle of a period: no adjustment, day-by-day credit and charge, or charge the difference straight away.For: Subscriptions manager
- Archive instead of delete — Archiving takes a plan off sale without touching the subscriptions already on it, and it cannot be undone, so copy the terms into a new plan if you need them again. Changing a plan's prices never changes existing subscriptions, which keep the price they were created with.For: Subscriptions manager
- Plan list with subscriber counts — See every plan with how many subscriptions it has ever had and how many are live, filtered by on sale or archived, with search by name, code, product or description.For: Subscriptions manager
- Plan change history and walk through plans — Every edit to a plan is recorded with who changed what and when, and previous and next buttons walk through the plans in the order of the list.For: Subscriptions manager
Subscriptions
Sign up customers, start them on a trial or a paid period and keep every arrangement in one list.
- Create a subscription for a customer — Pick the customer, the plan and the billing period; the price, trial, seats and licence terms follow from the plan. Save it as a draft or create and activate in one step.For: Subscriptions manager
- Start date and billing day — Choose when a subscription starts and which day of the month it bills on. A subscription that starts on the 31st keeps billing on the last day of shorter months and returns to the 31st afterwards.For: Subscriptions manager
- Seats, discount and extra items — When you create a subscription, set the seat count, give the customer a percentage discount on the plan and add one-off or recurring extra items such as priority support, each with its own quantity and price.For: Subscriptions manager
- Renewal, payment terms and billing day per subscription — Each subscription can renew by itself or end at the close of the period, carry its own billing contact e-mail (an address you type must be a valid e-mail address), payment terms in days (overriding the workspace default) and billing day, and hold internal notes. A cancelled or expired subscription must be reactivated before it can be edited.For: Subscriptions manager
- Activate a draft — Activating starts the trial or the first paid period, raises the first invoice when one is due and issues the licence key when the plan says so. The screen tells you which invoice and licence were created.For: Subscriptions manager
- Subscription page with everything on it — One page shows the customer, plan, period, next invoice date, price, health, lines, invoices, licences, usage and the full history, with the actions that apply to the current status.For: Subscriptions manager
- Eight clear statuses — Draft, trial, active, past due, paused, ending at period end, cancelled and expired, shown as plain words and used as filters on the list.For: Subscriptions manager
- List filters for the questions you ask every week — Filter by status, plan, customer, renewing before a date, low health score, where it came from and whether it renews by itself. Quick filters: Active, In trial, Past due, Paused, Ending soon, Draft.For: Subscriptions manager
- Know where each subscription came from — Each subscription records whether it was entered by hand, came from an accepted quote, was bought in the online store or was sent by another system, and keeps the reference.For: Subscriptions manager
- Step through subscriptions one by one — Previous and next buttons on the subscription page follow the same order and filter as the list you came from.For: Subscriptions manager
- Messages and follow-up on a subscription — Write internal notes, follow a subscription and see activity on it from the Messages and activity tab, next to the automatic change history.For: Subscriptions manager
- Full change history — Every plan change, seat change, pause, cancellation and renewal is recorded with before and after, the reason and the person who did it. The record cannot be edited.For: Subscriptions manager
Changes, pauses and cancellations
Handle upgrades, downgrades, holidays, renewals and departures without spreadsheets.
- Preview a plan change before you make it — Choose a new plan, billing period or seat count and see exactly what will happen: the adjustment lines, the next invoice total and the change in monthly value. Nothing is saved until you confirm.For: Subscriptions manager
- Change plan, period or seats now or at period end — Apply a change immediately with the difference worked out for the days already paid, or book it for the end of the period with no credit and no extra charge. A booked change shows as a notice on the subscription until it applies; booking another change replaces it.For: Subscriptions manager
- Upgrade, downgrade and seat change recognised — The system tells an upgrade from a downgrade and a seat change, records it in the history and uses it for revenue movement and the health score.For: Subscriptions manager
- Pause with an optional resume date — Put an active or past-due subscription on hold; nothing is billed while it is paused and its licences are suspended (unless you turned licences-follow-subscription off). A resume date must be before the year 2100. If you give a date it resumes by itself that day, and the days on hold are added to what the customer has paid for.For: Subscriptions manager
- Cancel now or at the end of the period — Cancelling now ends it today and invoices any usage so far; cancelling at period end lets the customer keep what they paid for. You pick a reason from your own list and can add a note.For: Subscriptions manager
- Withdraw a scheduled cancellation — A customer who changes their mind before the period ends can be kept with one click; the subscription carries on and renews as normal.For: Subscriptions manager
- Reactivate a cancelled or expired subscription — Bring a lost customer back: a new billing cycle starts today and its first invoice is raised at once. Licences that the cancellation revoked come back, while a licence a person revoked stays revoked.For: Subscriptions manager
- Renew now — Invoice the next period straight away, for example when a customer whose subscription is set to end agrees to continue. A subscription that does not renew itself stays set to end after the extra period unless renewed again.For: Subscriptions manager
- Cancelling is a separate right — Ending a subscription loses revenue and switches off licences, so cancelling, and bringing a cancelled subscription back, has its own permission. A person who can create and change subscriptions cannot cancel one unless you also give them that right.For: Tenant admin
- Trial ending and renewal reminders — Everyone who can change subscriptions is reminded on the days you choose, usually 30, 7 and 1 days before a subscription renews or ends, and the reminder says which. A trial gets a reminder on the chosen days of 14 or fewer.For: Subscriptions manager
- Renewal quotes with a price review — Before a term ends, a draft renewal quote is made for you with the current lines, a price rise you set once, and the extra products you want to offer. Your sales manager edits it, a discount above the approval limit waits for approval, and the customer accepts it or your team records the acceptance. The subscription then renews at the new prices; with no answer by the end of the term, the plan's own renewal rule applies.For: Subscriptions manager
Billing runs and invoices
Raise the right invoice on the right day, once, and see every bill in one place.
- Automatic invoices on the due date — A scheduled job runs every hour and raises the invoice of every subscription that has fallen due, advances its period, turns finished trials into paid subscriptions and applies cancellations that were booked for the period end.For: Subscriptions manager
- One invoice per period — Each invoice is tied to its subscription and period, so running billing twice, replaying a request or restarting a job does not create a second invoice or leave a gap in the numbering.For: Subscriptions manager
- Preview, then run billing yourself — On the Billing runs page choose a date, preview exactly which invoices would be raised and what they are worth, then run it. Running unlocks only after you previewed that date, and a future date can be previewed but not run.For: Subscriptions manager
- History of every billing run — See each run, including previews, with its date, who or what started it (a person or the schedule), how many invoices it raised, how many subscriptions had nothing due and which failed and why.For: Subscriptions manager, Accountant
- Invoice early — Raise renewal invoices a number of days before the period ends (0 to 120) so customers can pay before they are due.For: Subscriptions manager
- Catch up missed periods — A subscription that was not billed for several periods is invoiced period by period, each in its own step, so one failure does not lose the others.For: Subscriptions manager
- Tax on every line — When a plan is linked to a taxable product, its invoice lines carry that product's default tax, with tax-inclusive and tax-exclusive prices handled and subtotal, tax and total shown separately. A plan with no product linked carries no tax.For: Subscriptions manager
- Plan-change and usage invoices — Invoices are marked Regular, Usage or Plan change, so you can see why a bill exists. Adjustments from a mid-period change are carried to the next invoice or charged at once, as the plan says.For: Subscriptions manager
- Invoice list and page — Search by invoice, subscription, customer or plan; filter Awaiting payment, Overdue, Paid or Voided; open an invoice to see its lines, tax, due date, days late and the reminder step reached.For: Subscriptions manager
- Void an invoice with a reason — Cancel an open invoice that should not have been raised; it stays on the record as voided with the reason. An invoice already drafted in Accounting must be voided there and the change comes back by itself.For: Subscriptions manager, Tenant admin
- Mark paid when you have no accounting — A workspace that does not hold the Accounting module can record a payment on an invoice with a date and a reference. When Accounting is in the plan, the payment is recorded there instead, so there is one source of truth.For: Subscriptions manager, Tenant admin
- Part payments with a balance — When a customer pays part of an invoice in Accounting, the invoice shows Part paid with what has been received and what is still owed, and settles itself when the rest arrives.For: Subscriptions manager
- Credit notes settle the invoice — When an accountant credits a subscription invoice in Accounting, the credit counts here too: a part credit lowers what is still owed and what the overdue reminders ask for, and a credit that clears the balance marks the invoice paid with the credit note's number and stops the reminders.For: Subscriptions manager, Accountant
- Numbering you control — Subscription numbers (SUB-00001) and invoice numbers (SINV-00042) use prefixes you set, letters, digits and - _ . / up to 16 characters. Changing a prefix affects new documents only.For: Subscriptions manager, Tenant admin
Accounting and payments
Keep your books and your billing in step without retyping an invoice.
- Invoices reach Accounting as drafts — When Accounting is in your plan, each subscription invoice asks it to draft a customer invoice with the same lines, tax, customer and due date. It is not issued by itself: an accountant reviews and issues it, which is when it hits the ledger and, where enabled, e-invoicing.For: Accountant
- Credits become credit notes — A proration credit is sent to Accounting as a credit note against the invoice it corrects, rather than as a negative line, so the books stay correct.For: Accountant
- Paid in Accounting means paid here — When Accounting records a payment or settles the invoice, the subscription invoice turns paid, the overdue steps stop, a past-due subscription returns to active and suspended licences switch back on.For: Accountant
- Voided in Accounting means voided here — Voiding the receivable in Accounting voids the subscription invoice too, with no double entry.For: Accountant
- The Accounting invoice number comes back — Once Accounting has drafted the invoice, its number is stamped on the subscription invoice and a button opens it, so finance and billing staff talk about the same document. When the accountant issues a draft, Accounting says so and the invoice page switches from awaiting to issued.For: Accountant, Subscriptions manager
- Unanswered requests are asked again — If Accounting has not acknowledged an invoice request within an hour, the hourly job asks again, up to four more times, so a briefly unavailable ledger does not leave an invoice undrafted.For: Subscriptions manager
- Works with or without Accounting — Without the Accounting module the subscription invoice is your only record and you mark it paid by hand. With it, payments are recorded in Accounting and flow back here.For: Accountant, Tenant admin
- Accountant sees billing without touching plans or keys — The built-in Accountant role can read invoices, billing runs and revenue figures, and cannot change a plan, a subscription or a licence.For: Accountant
- A draft invoice is chased before the tax deadline — A tax invoice has to be issued within 14 days of the supply. When the company keeps subscription invoices as drafts for an accountant to issue, the invoice page counts the days waited and left, the people who can issue invoices are warned once after the company's alert days (7 by default, 0 never), and the hub tile and invoice filter Drafts near deadline list them. A company can instead have Accounting issue every subscription invoice the moment it arrives.For: Accountant, Subscriptions manager, Tenant admin
Card payments
Let a customer save a card once, and have each invoice paid from it on the day it is due.
- Customers save their own card — From a subscription's Card tab, send the customer a private link. It works for 14 days, or until a card is saved. The customer types the card on the card provider's own secure page (Stripe), so the card number never reaches you; you keep only the card type, its last four digits and its expiry date.For: Subscriptions manager, Customer
- The card on file, on the subscription — The Card tab shows the saved card, an Automatic payment switch, every try to charge it and its result, and whether a card link is still waiting for the customer. Removing the card stops all further charges; payments already taken stay as they are.For: Subscriptions manager
- Invoices charged on their due date — With automatic payment on, each unpaid invoice is charged to the saved card on its due date, and again on each overdue-payment day, before the overdue steps run. A paid invoice never reaches the reminders or the suspension.For: Subscriptions manager
- Charge card now — On an issued invoice with money still owed, a person can charge the saved card at once instead of waiting for the due date. The answer comes back on the invoice and in the Card tab.For: Subscriptions manager
- Never charged twice — Every try carries its own repeat-safe reference, so sending it again cannot take the money twice, and it is checked again just before it is sent: an invoice paid, voided or changed in the meantime is not charged. A try the card provider has still not answered after 22 hours is closed as unconfirmed; it is asked about again for a week, a late success is recorded, and Charge card now asks about it before charging again. Mark paid and Void wait while a charge is still going through.For: Subscriptions manager
- A card payment becomes a receipt in Accounting — When Accounting is in your plan, a successful charge becomes a customer receipt there, paid by card with the card provider's reference, and that receipt marks the subscription invoice paid. Without Accounting the invoice is marked paid in Subscriptions directly.For: Accountant
- Declined cards explained in plain words — A refused charge says why, in English or Arabic, and what to do next: not enough funds is tried again on the next overdue-payment day; an expired card, a card that is no longer valid or one that needs the customer to confirm is not tried again until the customer saves a new card.For: Subscriptions manager
- Your own Stripe account — Money goes to your company's own Stripe account. Pick Stripe in Subscriptions settings, Card payments tab, and save the Stripe key in Settings → Integrations. Nothing can be saved or charged until a provider is picked, and the whole feature has its own Card payments switch on Settings → Features.For: Tenant admin
Usage-based billing
Charge for what customers actually use, on top of or instead of a flat price.
- Record usage by hand — Open Usage, choose a subscription and a metered item, enter how much and when it happened. The screen shows used against included and what extra will be billed.For: Subscriptions manager
- Send usage in bulk from your own system — Up to 1,000 usage records per request can be sent from your own system with a workspace access token, which acts with the rights of the person who created it and needs the usage permission. Each record carries a key, so a retried request is counted once. The assistant tools offer the same bulk call.For: Subscriptions manager
- Usage is added up per period — Usage is rolled up for each period and billed in arrears on the next invoice, beyond the allowance included in the price. A period's usage is billed once.For: Subscriptions manager
- Final usage invoice on cancellation — When a subscription is cancelled, anything used so far this period is invoiced.For: Subscriptions manager
- Sensible refusals — Usage is refused with a clear reason for an unknown metered item, a quantity of zero or less, a date more than a day ahead, a subscription that has ended or a period that was already billed.For: Subscriptions manager
Overdue payments
Chase unpaid invoices on a schedule you design, and decide when access is switched off.
- A ladder of steps you write yourself — Choose the steps and the days after the due date: remind your team, mark the subscription past due, suspend its licences, cancel it. Add, remove or change steps (up to 20); they run in order of days, and the usual ladder is 1, 7, 14, 21 and 30 days.For: Subscriptions manager
- Each step runs once — A step fires once per invoice, in order, even if the job runs every hour, and a failed step is retried on the next run. If several steps fall due at once, an earlier reminder is skipped in favour of the later step.For: Subscriptions manager
- Overdue reminders go to your own team — People who can change invoices (the Subscriptions manager and Tenant admin by default) are told which customer, which invoice, how much is still owed and how many days late, in the bell and by e-mail. The module does not e-mail your customer.For: Subscriptions manager, Tenant admin
- Licences follow payment — A licence suspended by the overdue steps is switched back on when the invoice is paid. Suspensions made by a person are not undone by a payment.For: Subscriptions manager
- Cancel for non-payment — The last step can cancel the subscription with the reason Non-payment and a note naming the invoice, ending its licences with it.For: Subscriptions manager
- Chase overdue invoices now — A button on the Billing runs page runs the same overdue steps immediately and reports how many reminders, suspensions and cancellations it applied.For: Subscriptions manager
- Stop the automatic steps during an incident — The platform operator has a switch that stops every automatic overdue step, so a billing mistake cannot suspend or cancel customers. While it is off, nothing is suspended or cancelled by the schedule.For: Platform administrator
Licence keys
Sell software and give every customer a signed licence key.
- Your own signing key — Each workspace gets its own digital signing key, created automatically and stored sealed, so one workspace's signing key is not used to sign another's licences. The customer's software checks keys against your public key.For: Tenant admin
- Warned before customers notice that licensing is down — If the server cannot protect signing keys, the Licences page shows a red banner to the people who issue licences: why, that customers' software cannot activate or check in until it is fixed, and that plans, subscriptions and billing keep working. The server's health answer and its start-up log say the same, so the operator finds out first.For: Subscriptions manager, Tenant admin
- Issue a licence key — Issue a key for a subscription, or for a customer with no subscription, picking the plan, seats, machines allowed and an end date. The features and limits come from the plan.For: Subscriptions manager
- The key is shown once — A new key appears once and must be copied or confirmed stored before the box closes. It is not kept on the server and is not in any list or log; you can produce the same key again later from the licence.For: Subscriptions manager
- Get the key again for a customer who lost it — Produce the same licence's key again at any time. Keys already given out keep working until they expire.For: Subscriptions manager
- Issued automatically with the subscription — When the plan says so, activating a subscription issues its licence at the same time and the licence follows the subscription's paid period.For: Subscriptions manager
- Choose how long a key lasts — A licence can last as long as the subscription is paid, for a fixed term such as one year, or forever, with a few days of grace after the paid period ends.For: Subscriptions manager
- Per-machine limit and activation deadline — Set how many machines may use one key at once and how many days the customer has to activate it for the first time.For: Subscriptions manager
- Works offline and in locked-down networks — A key can be marked as needing no check-in at all, so software on a machine with no internet connection still verifies it with your public key.For: Subscriptions manager
- See what a key says in plain words — The licence page shows customer, plan, seats, machines allowed, validity, check-in rules and the features it switches on, with the raw contents of the key folded away for developers.For: Subscriptions manager
- Suspend, switch back on or revoke — Stop a customer's software with a reason that the software shows to them, and restore it later. The licence page says whether a person, the overdue steps or the subscription ending switched it off, and what brings it back.For: Subscriptions manager
- Extend the end date — Move a licence's end date with +30 days, +90 days or +1 year shortcuts. An expired licence comes back on, and a licence that never expired becomes a fixed term.For: Subscriptions manager
- Release every machine — Free all activations so the customer can install on new hardware; running machines stop at their next check-in. A machine you blocked stays blocked.For: Subscriptions manager
- Licences follow the subscription — A licence is suspended when its subscription is paused or when an overdue step says so, revoked when the subscription is cancelled, and ended when the subscription runs out. It is switched back on when the invoice is paid, the subscription resumes or a cancelled subscription is reactivated. Turn this setting off to manage every licence by hand.For: Subscriptions manager
- Licence activity timeline — Each licence lists what happened: issued, activated, every check-in, every refusal with its reason, suspensions, extensions and releases, with the address it came from.For: Subscriptions manager
- Licence list with silent filter — Search every key by customer, subscription or key prefix, filter by status, and find the ones whose software has gone quiet.For: Subscriptions manager
- Expired licences close themselves — The hourly job marks licences past their end date as expired, so a customer's software is refused without anyone doing anything.For: Subscriptions manager
- Rotate the signing key without breaking anyone — A tenant administrator can start signing with a new key. The old key keeps verifying the licences it already signed until the last of them expires, so no customer's software stops. Software that has the old public key built in needs the new one before it can verify new licences.For: Tenant admin
- Licence changes are kept permanently — Issuing, re-issuing, suspending, revoking, extending, releasing machines, blocking a machine and rotating the key are all written to the audit trail and kept permanently.For: Tenant admin
Customer software: activate, check in, verify
The public address your product calls to turn a key into a running installation.
- Activate a key from the customer's software — The software sends its key and a machine fingerprint to activate; if the key is genuine and a seat is free, the machine is registered and the software gets a signed answer saying what it may do.For: Customer's software
- Regular check-in — The software checks in on the interval you chose; each check-in refreshes the machine's last seen time, version and user count and returns a signed answer with the time the next check-in is due.For: Customer's software
- Release a seat when software is uninstalled — A deactivate call frees the machine's seat immediately so the customer can install elsewhere.For: Customer's software
- Check a key from your own server — A verify call tells your server whether a key is genuine and what it says, without registering any machine. An invalid key is a normal answer, not an error.For: Developer
- Publish your public keys — A public address lists the keys that currently verify your licences, so software can check signatures itself without calling you again.For: Developer
- Refusals the software can act on — A refused call returns a clear code and message: invalid, revoked, suspended, expired, not activated in time, no free activation, or blocked machine. Revoked, suspended and expired also carry a signed answer an offline machine can keep as proof.For: Customer's software
- Signed answers — Every positive answer is signed with your key, so the software can trust it without trusting the network.For: Customer's software
- Protected against abuse — Public calls are checked for a genuine signature before anything is read, limited to 60 a minute per licence and 120 a minute per address, and capped in size.For: Developer
- Software keeps running when licensing is unavailable — If licensing is switched off or your signing key cannot be read, the software is told licensing is unavailable and that its licence is not affected, and nothing is recorded, so a retry starts clean.For: Customer's software
- Developer panel with copy-paste code — Settings has ready-to-paste examples in curl, Node and Python for activate, check in, release and verify, your public addresses, a box to check any key and the list of refusal codes.For: Developer, Subscriptions manager
- The online store can list subscription products and verify keys — When the Products and Online Store module is in use, its public store interface can list your published subscription products, take a subscription through checkout and check a licence key.For: Developer
Installations
See every machine running your software and deal with the quiet or unwanted ones.
- Installations register — Every machine that activated a licence, with its name, environment, version, number of users, address, first activation and last seen, and the customer and key it belongs to.For: Subscriptions manager
- Silent installations come first — Machines that have not been heard from within the allowance sort to the top, because that is the state you need to see.For: Subscriptions manager
- Production, staging and development — Software tells you whether an installation is production, staging, development or other, and you can filter by it.For: Subscriptions manager
- Release one machine — Free a single machine's seat; it stops at its next check-in and may activate again if a seat is free.For: Subscriptions manager
- Block a machine — Refuse one machine from now on even when a seat is free, for a copy that should not be running. Unblock it later if you change your mind.For: Subscriptions manager
- Tell me when an installation goes silent — When an installation stays quiet beyond its licence's allowance, the people who can read licences are told once in the bell, naming the customer and machine.For: Subscriptions manager, Tenant admin
Revenue and customer health
Know your monthly recurring revenue, who is leaving and who is at risk, without exporting to a spreadsheet.
- A hub that shows what needs you today — The overview shows monthly and yearly recurring revenue, net new revenue over 30 days, active subscriptions, trials ending in 7 days, past due, subscriptions lost in 30 days, renewals in 30 days with their value, subscriptions at risk, silent installations and active licences, plus a list of what renews soon. Every tile opens the list it counts.For: Subscriptions manager, Accountant, Tenant admin
- Monthly and yearly recurring revenue — Monthly recurring revenue (MRR) is worked out from each subscription's recurring lines normalised to a month, and yearly recurring revenue (ARR) is twelve times that. A daily snapshot is kept so history does not change after the fact.For: Subscriptions manager, Accountant, Tenant admin
- Revenue movement over time — See new, expansion, contraction, churned and reactivated revenue by week, month, quarter or year for up to ten years, with net new revenue and the average per customer.For: Subscriptions manager, Accountant, Tenant admin
- Churn rate — Subscriptions cancelled or expired in the last 30 days as a share of the subscriptions live now plus those lost. A subscription that was cancelled and came back is not counted as lost.For: Subscriptions manager, Accountant, Tenant admin
- Cohorts: who stays — A cohort table shows, for each month customers first paid, how many are still paying later.For: Subscriptions manager, Accountant, Tenant admin
- Customer health score — Each live subscription gets a score from 0 to 100, lowered by an overdue invoice, a silent installation, a drop in usage, a recent downgrade or a scheduled cancellation, and the page says why it is not 100.For: Subscriptions manager
- At-risk list — Filter subscriptions with a low health score to find who to call this week. The score is a ranking aid and does not switch anything off.For: Subscriptions manager
- One currency at a time — Revenue is summed in your base currency or the currency you choose; subscriptions in another currency are counted and shown as excluded rather than added to a total that would mean nothing.For: Subscriptions manager, Accountant
Customers, quotes and the online store
Subscriptions start where the sale happens, and a customer exists once, as one record.
- The customer is the shared customer record — Subscriptions use the customers in your Contacts and Partners register; a customer exists once for sales, billing and licensing. Anyone who may create customers can add a new one from the subscription form without leaving it.For: Subscriptions manager
- Renames and merges follow — When a customer is renamed the new name appears on their subscriptions and licences, and when two customers are merged their subscriptions and licences move to the surviving record.For: Subscriptions manager
- An accepted quote becomes a draft subscription — When a quote that names a customer is accepted, each line selling a subscription product becomes one draft subscription, using the active plan linked to that product. Seats come from the quantity, the period from the quote line or else the plan's first period, and a negotiated price is billed as agreed on flat, per-seat and usage plans (a tiered plan keeps its own price bands). Accepting the same quote twice creates nothing twice, and a product with no active plan creates nothing.For: Account executive, Subscriptions manager
- Sales roles see what their quote became — Anyone who can write quotes can read plans and subscriptions, so they can find the draft subscription their quote started; its notes name the quote.For: Account executive
- An online order becomes a subscription — When a shopper pays for a subscription product in your online store, a draft subscription is created for the matching customer with the period and seats they chose, priced as they were charged, using the active plan linked to the product. If the customer is not in your register yet or no plan is linked, nothing is created.For: Subscriptions manager
- Catalogue changes keep plans current — When a product is renamed in the catalogue, the plans that sell it show the new name, and its default tax follows. An archived product can no longer be chosen for a new plan.For: Subscriptions manager
- Subscription lines stay off the sales order — When a quote mixes goods and subscription lines, the sales order carries the goods and the subscription lines go to Subscriptions. A quote that sells only subscriptions makes no order.For: Account executive, Subscriptions manager
- Tax rates come from Accounting — Invoice lines use the tax rates your accountant keeps in Accounting, so a rate change reaches new invoices without editing plans.For: Subscriptions manager
- Installed together with what it needs — Subscriptions needs the product catalogue (Products and Online Store), the customer register (Contacts and Partners) and the Notification Centre, so adding it to a workspace includes them. Accounting is optional.For: Tenant admin
- Customer self-service portal — A customer signs in with a one-time code sent to the mailbox on their subscription, then sees their subscriptions, invoices (with a pay link and a printable page), licences and installations. They can change seats or plan through the same preview your staff use, ask to cancel with a reason, and release a machine. What they may change and whether a cancellation needs your approval are settings; the portal is off until you turn it on.For: Subscriptions manager, Tenant admin, Customer
Settings and control
Change how billing, reminders and licences behave without asking a developer.
- Payment terms — Set how many days a customer has to pay, from 0 (due on receipt) to 365. A single subscription can override it.For: Subscriptions manager, Tenant admin
- Invoice-early days — Choose whether renewal invoices go out on the day the period starts or a number of days ahead.For: Subscriptions manager, Tenant admin
- Renewal reminder days — Choose the days before a renewal on which your team is reminded; the usual choice is 30, 7 and 1.For: Subscriptions manager, Tenant admin
- Licence defaults — Set what a new licence carries unless the plan or the person issuing it says otherwise: machines allowed, check-in interval, allowed silence, activation window and offline use. Licences already issued are not changed.For: Subscriptions manager, Tenant admin
- Cancellation reasons — Keep your own list of reasons for leaving, each with an Arabic label, an order and an on and off switch. Seven usual reasons are installed the first time. Reasons feed churn reports and show how many cancellations used each.For: Subscriptions manager, Tenant admin
- Capability switches — Card payments, licence keys, usage billing, overdue steps and revenue figures each have a switch, and the matching menu entries disappear when one is off. The platform operator can turn any of them off for every workspace; a workspace's own setting is changed by an administrator on Settings → Features, in the Subscriptions & Licensing section.For: Tenant admin, Platform administrator
- Saved safely — Settings are checked as a whole before saving and every problem names the field, so nothing is half saved.For: Subscriptions manager, Tenant admin
- Nineteen permissions, three ready-made roles — Plans, subscriptions, cancelling, billing runs, invoices, usage, licences, issuing, managing, the signing key, revenue, settings and saved cards each have their own permission. Tenant admin holds all, Subscriptions manager all but the signing key, Accountant four read rights (one of them sees saved cards), and anyone who can write quotes can read plans and subscriptions.For: Tenant admin
- Screens enforce what the server enforces — Every page and button is hidden unless you hold the permission the server checks, so you are not shown a control that would only be refused.For: Tenant admin
- Arabic and English screens — Every screen, message and cancellation reason is available in English and Arabic. Notification e-mails and in-app texts from this module are currently English only.For: Subscriptions manager, Accountant
- Lists you can shape — Every list searches, sorts, filters, groups, picks its columns, remembers your view across a refresh, and exports to a spreadsheet.For: Subscriptions manager, Accountant
- Part of the module launcher and hub — The module has its own tile, sidebar groups (Recurring revenue, Billing, Licensing, Insight, Setup) and an Overview that opens first for anyone who can read subscriptions, plans or revenue.For: Subscriptions manager
AI assistant and automation
Ask in plain words, and let scheduled jobs do the routine.
- Ask the assistant about revenue and risk — The AI Copilot answers questions such as how much recurring revenue you have, who is at risk, what a plan change would cost and the status of a customer's licence, using your real data and your permissions.For: Subscriptions manager, Tenant admin
- Preview a change by asking — Ask what upgrading a customer would cost and the assistant shows the same preview the screen does before anything is changed.For: Subscriptions manager
- Act through the assistant, with confirmation — Create, activate, change, pause, resume, cancel and renew subscriptions, create and change plans, run billing, void an invoice or mark one paid, record usage, issue and manage licences, rotate the signing key and change settings from chat. Anything that changes data asks for confirmation first. The assistant is told to show a licence key once and never repeat or save it.For: Subscriptions manager, Tenant admin
- The same tools for outside agents — The module exposes the same list of tools to other AI agents you connect, under the same licence and permission checks.For: Tenant admin
- Hourly billing and overdue jobs — Two scheduled jobs run every hour for every workspace that has the module: one raises invoices, resumes paused subscriptions, sends reminders, writes the revenue snapshot and refreshes health scores; the other applies overdue steps, expires licences, flags silent installations and re-requests unanswered invoices.For: Tenant admin
- Alerts for your team — Renewal reminders go to people who can change subscriptions (bell and e-mail), trial endings to the same people (bell), overdue payments to people who can change invoices (bell and e-mail), suspended licences to people who manage licences (bell) and silent installations to people who read licences (bell). Notices for created, renewed or cancelled subscriptions can be switched on.For: Subscriptions manager, Tenant admin
Learn it in the app
A guided tour inside Subscriptions & Licensing teaches the work by having you do it.
- Hands-on guided tour — 5 short chapters (Set up what you sell; Sign up a customer; Bill on time; Hand out licence keys; Watch recurring revenue) that start by themselves the first time you open Subscriptions & Licensing. Each step waits for you to really do it, such as opening a list or saving a first record, and any chapter can be paused, resumed or replayed from the last row of the Subscriptions & Licensing menu or from Tours in the account menu.For: Subscriptions manager, Tenant admin, Accountant, Platform administrator, Customer's software, Developer
Works with other modules
Subscription invoices become draft customer invoices and payments come backEach invoice raised by a billing run is sent to Accounting as a draft customer invoice, or a credit note for credit lines. Accounting sends back the invoice reference, every payment (full or part), and any voiding, and its tax rates reach Subscriptions. A payment taken from a customer's saved card goes to Accounting as a card receipt, which marks the subscription invoice paid.Notes and follow-up on a subscription, plan or licenceMessages, followers and activity written on a subscription, plan or licence are kept on that record and shown beside its change history.Ask the AI assistant about subscriptions and licencesOn request, the assistant reads plans, subscriptions, invoices, licences, revenue and health, and can create or change them after confirmation, under the signed-in person's permissions.An accepted quote starts a subscriptionWhen a quote is accepted, each subscription line becomes one draft subscription for the quote's customer, on the active plan linked to the product. Sales roles can read the plan and the subscription it became.An online subscription purchase becomes a subscriptionWhen a shopper pays for an order containing a subscription product, a draft subscription is created for the matching customer on the active plan linked to the product, with the chosen period and seats, priced as charged. The store's public interface can also list subscription products and verify licence keys.Plans sell products from your catalogueA plan can point at a subscription product in the catalogue. The product's name, active state and default tax reach Subscriptions, so a product exists once.Your team is told when something needs a personRenewal reminders, trial endings, overdue payments, suspended licences and silent installations are sent as in-app notices, some also by e-mail, to the people who hold the matching permission. They are for your own staff, not your customers.One customer record for sales, billing and licencesSubscriptions and licences point at the customer in Parties. Renames follow, and a merge moves the subscriptions and licences to the surviving customer.Subscription lines of a quote go to Subscriptions, not to the orderWhen an accepted quote mixes goods and subscription lines and you hold Subscriptions, the sales order carries only the goods and Subscriptions starts the subscriptions.
Done by more than one person
A manager suspends a licence, the customer's software is refused, finance sees the overdue invoice behind itBilling raises an invoice, the accountant issues it, the payment settles itAn unpaid invoice is chased, the customer pays and access comes backA salesperson wins a quote, the manager activates it, the customer gets a keyA renewal reminder reaches the team and someone renews the subscriptionA quiet installation is flagged and the manager follows it upOnly the administrator rotates the signing key; the manager keeps issuing licencesUsage is reported, billed and reconciledThe customer saves a card, the invoice is charged, the receipt lands in Accounting
What each role gets
- Subscriptions manager — Owns recurring revenue day to day: builds plans and their prices, signs customers up, and activates, changes, pauses, renews, cancels and reactivates their subscriptions, previewing every plan change before it is saved. Previews and runs billing or chases overdue invoices on demand when the hourly jobs are not enough, records usage, voids an invoice raised in error, and issues, suspends, extends and revokes licence keys, releasing or blocking machines. Sets payment terms, reminder days, the overdue-payment steps, licence defaults and cancellation reasons, and watches revenue, churn and health scores. Holds every right in the module except rotating the signing key, which stays with the tenant admin.
- Accountant — Reads the subscription invoices, the history of every billing run and the revenue figures, without opening a plan, a subscription or a licence. Each subscription invoice reaches Accounting as a draft customer invoice; the accountant checks it, issues it to book it in the ledger and records the customer's payment there, and the subscription invoice turns paid or part paid by itself. A wrong invoice is voided or credited in Accounting and the change comes back to Subscriptions. Cannot run billing, void an invoice from Subscriptions or change a setting.
- Tenant admin — Holds every Subscriptions permission, so can do all of the manager's work, and is the only one who can rotate the signing key that every licence key is checked against. Decides who may bill, cancel, issue and manage licences by giving people the Subscriptions manager or Accountant role, and decides which capabilities are switched on for the workspace: licence keys, usage billing, overdue steps and revenue figures. Sets the billing rules, from payment terms and reminder days to the overdue-payment steps, licence defaults and cancellation reasons. Renewal and overdue reminders reach this team, not the customers.
Frequently asked questions
Can I bill customers monthly, quarterly and yearly from one plan?
Yes. A plan can offer several billing periods, each with its own price and label, and the customer picks one. Weekly, every 6 months and every 2 years work too, up to ten years.
Does it handle usage-based or per-seat pricing as well as flat fees?
Yes. Plans can be a flat price, a price per seat, price bands (graduated or volume), or a base price plus metered usage billed after the period.
Can it issue and check software licence keys for my customers?
Yes. It signs a key per customer with your own signing key, and your software activates, checks in and verifies it through a public address. You can suspend, extend or revoke a key, and see every machine running it.
What happens when a customer does not pay?
You design a ladder of steps by days after the due date: remind your team, mark the subscription past due, suspend its licences, cancel it. A payment recorded in Accounting stops the ladder and switches suspended licences back on. Steps can be switched off entirely.
Does it send reminders and invoices to my customers?
Not by itself. Renewal and overdue reminders go to your own team. The invoice is drafted in Accounting for your accountant to issue and send.
Does it work with my accounting, and with ZATCA or UAE e-invoicing?
When you hold the Accounting module, each invoice reaches it as a draft. When your accountant issues it there, it is booked, and where e-invoicing is turned on for the branch it is filed. This module does not file e-invoices itself.
Does it show monthly recurring revenue and churn?
Yes. It shows monthly and yearly recurring revenue, revenue movement by period, churn, average revenue per customer, cohorts and a health score per customer. Figures are in one currency at a time.
Is it available in Arabic?
The screens, messages and cancellation reasons are available in Arabic and English. The notification texts from this module are in English only for now.
Can customers manage their own subscription, and can I take card payments?
Yes to both. Turn on the customer portal in Settings and customers can sign in with an e-mailed code to see invoices, licences and installations, change seats or plan, ask to cancel and release a machine. For card payments, send the customer a card link from the subscription's Card tab; once a card is saved, each invoice is charged on its due date, and you can also charge an invoice at once. It works with your own Stripe account, which you connect first. Other payments are recorded against the invoice in Accounting; the portal shows a pay link and a printable invoice page, not a card form. Customers can also buy a subscription in your online store when the Products and Online Store module is in use.
Which other modules does Subscriptions need?
It runs on the product catalogue (Products and Online Store), the customer register (Contacts and Partners) and the Notification Centre, and adding it to a workspace includes them. Accounting is optional: with it, invoices become draft customer invoices; without it, the subscription invoice is your record and you mark it paid by hand.
Does a quote or an online order start a subscription by itself?
It creates a draft subscription, not an active one. The quote must name a customer, and the product must have an active plan linked to it. A person then reviews the draft and activates it.
Part of one platform
Subscriptions & Licensing is one of 59 apps (36 business apps and 23 ISO standards) that share the same sign-in, the same people, the same customers and the same AI copilot. See all apps or how Tarleaks ERP compares with Odoo, ERPNext and Zoho.