> ## Documentation Index
> Fetch the complete documentation index at: https://docs.agencyhandy.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Subscription Billing and Recurring Invoices in AgencyHandy

> How AgencyHandy handles recurring subscription billing — automated invoices, billing cycles, payment methods, cancellations, and Wise payment links.

AgencyHandy's subscription billing system lets you automate the entire recurring revenue workflow. When a client subscribes to a service, the platform creates a Subscription ID, generates orders, and issues invoices automatically on each billing cycle — whether that's daily, weekly, monthly, or yearly. You stay in control: you can view subscription details, monitor payment history, handle failed payments, and cancel subscriptions when needed, all from within AgencyHandy.

## How Subscription Billing Works

The subscription lifecycle in AgencyHandy follows six key stages.

<Steps>
  <Step title="Create a subscription-based service">
    Navigate to **Services** and click **Create New Service**. Select **Subscription** as the service type.

    Define:

    * **Billing Cycle** — Daily, Weekly, Monthly, or Yearly
    * **Renewal Behavior** — Create New Order, Update Existing Order, or Keep Unchanged
    * **Pricing & Payment Method** — PayPal, Stripe, or Manual

    Click **Publish** to make the service available.
  </Step>

  <Step title="Client purchases the subscription">
    The client selects the subscription service, proceeds to checkout, and chooses a payment method.

    AgencyHandy automatically:

    * Creates a **Subscription ID**
    * Generates an **Order**
    * Issues an **Invoice**

    For **PayPal or Stripe** payments, the invoice is marked **Paid** instantly. For **Manual Payment**, the invoice stays **Open** until the agency confirms receipt.
  </Step>

  <Step title="Automated recurring billing">
    On each renewal date, AgencyHandy processes the payment automatically (for PayPal/Stripe) and generates the next invoice.

    If payment succeeds, the invoice is marked **Paid**. If it fails:

    * The invoice remains **Open**
    * The client receives a **Failed Payment Notification**
    * The agency receives an alert to retry or request updated payment details
  </Step>

  <Step title="Manage active subscriptions">
    Navigate to **Subscription Management** in the left sidebar to view all active and inactive subscriptions. Select any subscription to see its full details.
  </Step>

  <Step title="Handle cancellations">
    When you cancel a subscription, you can choose to:

    * **Cancel completely** — stop all future billing and orders
    * **Keep the last active order running** — let the client continue receiving service through the current period's deadline

    To delete a service entirely, all active subscriptions on that service must be canceled first.
  </Step>

  <Step title="Notifications">
    The system automatically sends:

    * **Renewal Reminders** before the next billing date
    * **Payment Confirmations** after successful charges
    * **Failed Payment Alerts** to both the client and agency admins
  </Step>
</Steps>

## Subscription Details Page

The Subscription Details page gives you a complete picture of any individual subscription — from the service and package down to every invoice and event log entry.

### How to Access

1. Go to **Subscriptions** in the left sidebar
2. Click on any subscription from the list to open its detail page

### What You Can See

<Tabs>
  <Tab title="Subscription Info">
    * **Service Name** and **Package Name**
    * **Client Name**
    * **Billing Cycle** (e.g., Monthly, Yearly)
    * **Kick Off Date** and **End Date**
    * Subscription **Status** (Active or Inactive)
  </Tab>

  <Tab title="Payment Details">
    * **Subscription Fee**
    * **Total Number of Payments** made to date
    * **Payment Method** (Stripe, PayPal, Wise, Manual Banking, etc.)
    * **Next Payment Date**
  </Tab>

  <Tab title="Order History">
    * **Order ID**
    * **Status** (e.g., Ongoing, Completed)
    * **Kick Off Date** and **Due Date** for each order
  </Tab>

  <Tab title="Invoice History">
    * **Invoice ID**
    * **Amount**
    * **Status** (Open, Paid, etc.)
    * **Payment Date** and **Due Date**
  </Tab>

  <Tab title="Event Logs">
    A chronological audit trail of all activities related to the subscription — status changes, payment events, cancellations, and more.
  </Tab>
</Tabs>

<Note>
  A single subscription can have multiple linked orders and invoices. Invoices tied to subscriptions update dynamically when payments are received.
</Note>

## Wise Support for Manual Subscription Invoices

If you collect international payments, you can embed a **Wise payment link** directly into subscription invoices. This gives clients a convenient way to pay without needing to set up a bank transfer manually.

### Requirements

* An active AgencyHandy account
* An active **Wise account** with a valid payment link generated

### Steps to Add a Wise Link to an Invoice

<Steps>
  <Step title="Open the Invoice section">
    Click **Invoices** in the left sidebar, then click **+ Create Invoice**.
  </Step>

  <Step title="Select the client and order">
    Choose the client from the dropdown. All related Order IDs will appear. Select the relevant Order ID and enter the amount and any items being billed.
  </Step>

  <Step title="Apply discounts and taxes">
    Add any applicable discount percentage, discount amount, paid amount, due amount, and VAT/tax details. Include billing address and notes as needed.
  </Step>

  <Step title="Add the Wise payment link">
    In the **Payment Method** section, select **Wise** as the payment option. Paste your Wise payment link into the provided field.
  </Step>

  <Step title="Save the invoice">
    Click **Save** to finalize the invoice. The Wise payment link will appear in the invoice so the client can pay directly.
  </Step>
</Steps>

<Tip>
  Always double-check your Wise payment link and invoice totals before saving. Verify that the order details, discounts, and tax information are accurate to avoid billing errors.
</Tip>

## Important Notes on Subscription Billing

<Accordion title="Who can cancel subscriptions?">
  Only **Super Admins** and **Admins** can cancel subscriptions. Clients cannot cancel their own subscriptions — they must request cancellation through the agency.
</Accordion>

<Accordion title="Subscription IDs are permanent">
  Once a subscription is created, its Subscription ID cannot be edited. This ensures consistent tracking throughout the subscription's lifetime.
</Accordion>

<Accordion title="Failed payments and order creation">
  When a payment fails, the invoice remains Open and a new order is created for the failed period. The subscription status stays **Active** until an admin manually retries the payment or cancels the subscription.
</Accordion>

<Accordion title="Manual payment orders">
  If a client pays outside of Stripe or PayPal (e.g., via bank transfer), the admin must manually mark the invoice as **Paid** in AgencyHandy. The system does not do this automatically for manual payments.
</Accordion>

<Accordion title="Unpaid self-checkout attempts">
  If a client starts a subscription checkout but does not complete payment, they remain in the system as a **Lead** until they successfully subscribe.
</Accordion>

<Accordion title="Invoice due dates">
  Due dates for subscription invoices are set automatically based on the billing cycle you configured (e.g., monthly invoices are due one month after the kick-off date).
</Accordion>