Schedules

Overview

Subsbase allows you to customize your billing frequency for your customers through payment schedules.
You can also have customized billing dates for each customer with auto-calculated scheduled payments.
You can even create templates to be used later on when creating new payment schedules.

Scheduled Payments Statuses

Status	What does it mean?
CANCELED	The scheduled payment was terminated before processing.
FAILED	The payment attempt during scheduling encountered an error or failure.
NOT PAID	The scheduled payment has not been completed or initiated.
OVERDUE	The scheduled payment is past its due date and remains unpaid.
PAID	The scheduled payment was successfully processed and completed.
PARTIALLY PAID	The scheduled payment was initiated and partially paid but not fully settled, leaving an outstanding amount of the total amount due.
PROCESSING	The scheduled payment is currently in progress, awaiting a response from the payment gateway.

Once you create a payment schedule, you will not be able to edit anything in the "Payment Schedule Info" section, except for the "Payment Method" and "Dunning Profiles", which can be updated through the "Change" buttons.

Anything in the "Scheduled Payments" section can be edited anytime after the creation of a payment schedule.

To create a new payment schedule in your Subsbase site, go to the Schedules page on your Admin Portal, then click the Create Payment Schedule button, and fill in the following fields:

Creating a New Payment Schedule

Schedule Info

Customer

You can choose from "Existing Customers" or "Create A New One."
Creating a new customer can be done by either clicking "Create A New One" or from the Customers page.

Schedule Name

This is the name of your schedule that will be shown to your customers on the Customers page.
The Schedule Name is not required to be unique and can be shared among payment schedules. However, it is recommended to use a unique name for ease of schedule referencing.

Product (Product Name)

This is the name of your product that will be shown to your customers on the Customers page.
Product (Product Name) is not required to be unique and can be shared among payment schedules. However, it is recommended to use a unique name for ease of product referencing.

Currency

Subsbase supports 21 currencies, across its gateway integrations, to choose from while creating new payment schedules.
However, each site can have different allowed currencies, which will be the only available ones to choose from in the currency dropdown while creating the payment schedules.

Payment Method

This is an optional field at this stage, as the payment method can also be chosen during the checkout process.
However, if you decided to select the payment method here, you have to select the customer first.
In the Payment Method dropdown, you have several options to choose from:
- Select from existing payment methods.
- Create new payment methods.
- Request your customer to add a new payment method.
When dealing with existing payment methods, you are limited to adding those already stored in the selected customer's profile.
The option to request a new payment method from your customer is available by selecting "Request New."

Before saving the payment schedule with "Request New," make sure to set up the "Customer is requested to add payment method" event. Configure this event first to proceed.

Enable Dunning

Subsbase provides you with the dunning feature to help recover failed payments.
You have the option to select either from "Existing Dunning Profiles" or "Create A New One." Choosing the latter will guide you to the Dunning Profiles section within the Settings page, where you can create a new profile.

Invoicing

By default, this field is set to "No Invoicing".
Every billing event generates transactions within Subsbase, accessible through the Transactions page. However, it is important to note that not each of them requires an invoice.
Therefore, when creating your payment schedule, you have three invoicing options to choose from:
- No Invoicing: This option entails the creation of only a transaction on the Transactions page when the scheduled amount is paid. No invoice will be generated.
- Collective Invoice: This option entails the creation of a collective invoice for the total value of all scheduled payments combined.
- Per Payment Invoice: This option entails the creation of an invoice for each scheduled payment as it becomes due.

Scheduled Payments

Once you have completed the necessary details within the "Schedule Info" section, you will be presented with three choices for setting up your scheduled payments: Add, Batch Add, and Use Template.

Add

Adding scheduled payments one by one.

If the chosen payment method for that schedule is "cheque," the Reference Number must include the cheque number to facilitate payment consolidation.

Batch Add

The Batch Scheduled Payments feature enables the efficient creation of multiple repetitive scheduled payments.

Use Template

Instead of creating scheduled payments from scratch, you can use one of the already-made templates.
To create a new template on your Subsbase site, go to Schedules > Templates, and then click the Create Template button.

Managing Schedule Profiles

Once you have completed the steps for creating a new payment schedule, you can proceed to open the schedule and further configure additional details.

Scheduled Payments Tab

Within the "Scheduled Payments" tab you have the ability to:

Keep track of the amounts need to be paid on a schedule.
Send a payment link to your customer for a scheduled payment.
Add a new payment to your schedule if the invoicing configuration is set to "No Invoicing" or "Per Payment Invoice."
Export, Mark as Paid, or Delete any of your scheduled payments.

Details Tab

Within the "Details" tab you have the option to:

Download the scheduled payments from the "Download PDF" button.
Update the "Schedule Rules," except for the "Payment Method" field which cannot be edited.
Update the "Schedule Info," except for the "Customer" field which cannot be edited.

Additional Info Tab

The "Additional Info" tab provides a comprehensive space for additional details related to a schedule. This tab is divided into two sections: Custom Fields and Attachments.
Attachments in schedules can be managed via Attachments APIs, and Custom Fields in schedules can be managed via Payment Schedules APIs.

Attachments

Admins have the ability to attach files directly to a schedule. This feature facilitates the inclusion of supporting documents or additional information related to the schedule. Each attachment is subject to a maximum size of 10MB and supports the following formats: PDF, PNG, and JPEG.
For group uploads, the total size must not exceed 30MB. You can attach multiple files, each within the 10MB limit, without any cumulative size limitations.

Any attachments uploaded by the admin cannot be deleted by customers.

Listing Page Actions

Export All

By clicking the "Export All" button on your Payment Schedules page, you can view a comprehensive list of all payment schedules present on your site.

Payment schedules can be searched by Schedule Name and Product Name.

Sort by

You can sort payment schedules by Schedule Name, Product Name, or Created On.
And by clicking on the arrows next to them, you can switch between ascending and descending orders.

Admin Portal GuidePlans

Admin Portal GuideOne-Time Payments