Billing / Subscription Management

Billing / Subscription Management

1. How to Issue a Refund

Admin workflow

2. How to Cancel a Subscription

Admin workflow

3. How to Upgrade a Subscription

Admin workflow

4. How to Downgrade a Subscription

Admin workflow

The ability to downgrade a subscription directly is currently under development.

At the moment, this action is not available as a standalone option in the system. However, a downgrade can be performed manually by following these steps:

1. Cancel the client’s current subscription

2. Assign a new subscription plan with lower cost and/or fewer credits/members

This approach allows administrators to effectively downgrade a client’s subscription until dedicated functionality becomes available in future updates.

Possible future workflow

5. How to Directly Charge a Member for a Custom Bill

Admin workflow
Currently, bills in the system are generated automatically based on actions such as appointments and subscriptions.

Direct manual creation of custom bills for members is not available as a standard workflow.

However, you can configure automatic sending of billing documents by navigating to:
Settings → Cashier Settings → Automatically send receipts

In this section, you can:

• Enable automatic sending of receipts

• Choose the delivery method (SMS or Email)

• Select which accounting documents should be sent automatically

This ensures that all generated bills are delivered to members without manual intervention.

6. How to Send a Custom Invoice

Admin workflow

How to Send a Custom Invoice

Currently, invoices and receipts are generated automatically within the system and can be delivered to clients in the following ways:

1. Automatic Sending

You can enable automatic sending of receipts by navigating to:
Settings → Cashier Settings → Automatically send receipts

In this section, you can:

• Enable automatic sending

• Choose the delivery method (SMS or Email)

• Select which accounting documents should be sent automatically

2. Manual Access and Sending

Invoices and receipts can also be accessed manually via:
Cashier → Accounting Documents

From this section, you can:

• Open the required document

• Download it

• Send it to the client manually if needed

7. How to Send a Subscription Invitation

Admin workflow

8. How to Directly Charge for a Subscription with a Promo Code

Admin workflow
Currently, it is not possible to directly charge a subscription with a promo code at the moment of creation.

However, promo codes can be applied to an existing subscription that has already been assigned to a client.

How to Apply a Promo Code

To apply a promo code, follow these steps:

1. Go to New Touch

2. Select the customer

3. Open the Complex Form

4. Navigate to the Subscription tab

5. Choose the required subscription

6. Click the three dots menu

7. Select Apply Promo

8. Choose the desired promo code
   
   

This allows the discount to be applied to the subscription after it has been created.

9. How to Add or Update a Member Payment Method

Admin workflow

How to Add or Update a Member Payment Method

Currently, adding or updating a member’s payment method cannot be performed directly within the system and would require additional development.

At the moment, the payment method for subscriptions or appointments is initially set by the client during the payment process in the Client Cabinet.

If a payment method needs to be updated afterward, this can only be done directly via Stripe.

For now, if a change is required, it should be handled through Stripe. Future updates may include the ability to manage payment methods directly within the system.

Possible future workflow.

10. How to Add Credits Manually

Admin workflow
Currently, adding credits manually to a member’s account is not supported as a standalone action in the system.

Credits are managed at the subscription plan level, meaning they can only be adjusted by assigning or changing the member’s subscription.

If needed, this functionality can be implemented with additional development.

Navigation to adjust credits via subscription plan:

Directories → Subscription tab → Subscription plans → Select a plan → Services tab

In this section, you can:

• Click +Add to add a service (which increases available credits)

• Click the Delete button next to a service (on the right) to remove it
  
  

11. How to Remove Credits Manually

Admin workflow
Currently, removing credits manually from a member’s account is not supported as a standalone action in the system.

Credits can only be adjusted by modifying or changing the member’s subscription plan, which defines the total number of available credits.

If required, the ability to manually remove credits can be developed as a custom feature.

Navigation to adjust credits via subscription plan:

Directories → Subscription tab → Subscription plans → Select a plan → Services tab

In this section, you can:

• Click +Add to add a service (which increases available credits)

• Click the Delete button next to a service (on the right) to remove it
  

12. How to Charge a No-Show Fee

Admin workflow
Currently, charging a no-show fee is not supported as a standalone feature in the system and would require additional development.

At the moment, only an activation fee can be configured for each subscription plan.

Available Option

You can set an activation fee by navigating to:
Directories → Subscription tab → Subscription plans → Select a plan → Actions → Edit→ One Time Activation Fee can be set here

This fee is applied when the subscription is activated, but it does not support no-show fee logic.

If no-show fee handling is required, this functionality can be implemented as a custom development feature in future updates.

Possible future workflow