Viewing and editing subscription details

The subscription record brings together the customer, schedule, invoice settings, and recurring lines for one subscription. You can change its information and status, create an additional draft sales invoice, or delete the subscription. You need access to the active administration and an active Billnado licence.

Subscription and references

Field	Meaning and rules
Name	The internal name used to identify the subscription in lists and on its record.
Client	The customer for whom Billnado creates future sales invoices. A change does not affect invoices already created.
Trade name	The company whose details and branding are used on future invoices.
Administrator	The user copied to future invoices as your organisation's contact person.
Customer Reference	The reference copied to future invoices as the customer's reference.

Schedule and status

Field	Meaning and rules
Status	Determines whether and how Billnado processes the subscription automatically.
Start date	The date from which the subscription schedule runs.
Repeat every	The number of days, weeks, months, or years between scheduled invoices. The value is at least 1.
Frequency	The interval unit: days, weeks, months, or years.
Next invoice date	The date on which an active subscription is processed automatically again.
End date	The optional final limit of the schedule. The next invoice date cannot be after this date.

The next invoice date cannot be before the start date. After successful automatic processing, Billnado creates a draft sales invoice and advances the next invoice date by the configured interval. If the next date would be after the end date, the subscription expires and the schedule stops.

Status	Meaning and result
Draft	The subscription is being prepared and is not invoiced automatically.
Active	Billnado processes the subscription when the next invoice date is reached.
On hold	Automatic invoicing is temporarily paused.
Cancelled	The subscription has been stopped but remains stored.
Expired	The schedule has reached its end.
Blocked	Automatic processing is prevented, including when an invoicing attempt failed.

If automatic invoicing fails, Billnado blocks the subscription and shows a notification. Review the customer, journal, dates, VAT rate, and invoice lines before reactivating it.

Invoice settings

Field or setting	Meaning and rules
VAT rate	The default rate for invoice lines. Changing it updates the existing lines.
General Ledger Account	The default account for invoice lines. Changing it updates the existing lines.
Guest access for invoice	Determines whether the guest view is available for future invoices.
Invoice comment	Formatted text copied as a comment to future invoices.

Additional information and system information

Journal shows the sales journal in which Billnado creates invoices. The journal is read-only on the details page. Internal note is intended for internal follow-up and is copied as an internal note to future invoices.

Under System information, Created shows when the subscription was added. Last updated shows when its information or status was last saved. Both fields are read-only.

Invoice lines

Each expandable line shows the article, VAT rate, unit price, quantity, and totals excluding and including VAT.

Field or setting	Meaning and rules
Article	A product, service, combined article, or free article description for future invoices.
Quantity	The quantity placed on every invoice. The value must be greater than 0.
Unit price	The selling price per unit. The value cannot be negative.
Tax percentage	The VAT rate for this line.
Selling Price	The calculated total excluding VAT after discount.
Selling price incl. tax	The calculated total including VAT.

Under Additional settings, manage the base selling price, discount, calculated VAT, unit, line-specific general ledger account, and line comment. Hide on PDF omits the complete line from the PDF. Hide price on PDF shows the line without its price.

Use Add invoice line to add a line. Move up and Move down determine the order on future invoices. At least one line must remain.

Saving changes

As soon as you change a field or invoice line, Cancel and Save replace the other actions at the bottom.

Action	Result
Cancel	Discards the changes and restores the last saved subscription information.
Save	Saves the complete current setup for future invoices.

Creating an invoice, changing status, and deleting

These actions are available when the record has no unsaved changes.

Action	Availability and result
Create invoice	Only for an active subscription. After confirmation, Billnado immediately creates and opens a draft sales invoice with the current customer, settings, and lines.
Change Status	Immediately changes the status to draft, active, on hold, cancelled, expired, or blocked.
Delete	Requests double confirmation and permanently deletes the subscription and its recurring lines. Sales invoices already created remain, but are no longer linked to the subscription.

Important: Create invoice creates a real sales invoice but does not change the Next invoice date. Scheduled automatic invoicing is therefore not skipped.

Important: deletion cannot be undone. Change the status when you only want to stop future automatic invoices and keep the subscription.

Frequently asked questions

Why can I not see the invoice, status, or delete actions?

When there are unsaved changes, Billnado only shows Cancel and Save. Save or cancel the changes first. Create invoice is also only available for an active subscription.

Why was a subscription blocked automatically?

Billnado blocks the subscription when automatic invoicing fails. Review the subscription information and lines before changing its status back to active.

Related documentation

• View and manage subscriptions
• Creating a new subscription