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Turning subscriptions into money!

Written by Emiel Romein on . Posted in Exact Online

Recently Robert Huberts posted an article about how to setup prices for subscriptions. Before that I showed you how to create a subscription and subscription types in only 4 easy steps. It’s time to make it interesting and generate those important invoices!

Let’s say I’m a small household appliance maintenance guy. I have several services I offer my customer and one of them being basic maintenance (work on any household product that needs a periodic cleaning or check-up).

So I’ve setup a type for the basic maintenance subscription I want to offer. I called it Basic and it’s a subscription of two years after which it will automatically continue. Customers can cancel any time after the two years.

Great news! I’ve already got 3 customers who have subscribed for my basic maintenance services. As such I’ve created three subscriptions in Exact Online. My first customer is Femke van der Brinkhoven from Amsterdam. She gets my Basic 24/7 stand-by service and the basic cleaning of any household appliance for only €7, 90 per month incl. VAT.

The other two subscriptions are for John van Bergen-Dalen and Jack van Dijk. But these last two subscriptions are different because they will not be invoiced to the people who get my services. Both will be invoiced to Marco de Graaff – the employer of John and Jack.

Now that I have sold and created my first subscriptions I’m very keen on actually invoicing my customers. So I go to Generate invoices in Exact Online and I quickly see all subscriptions that can be invoiced, as you can see in the screenshot below.

Now comes the really exciting part! Check all subscriptions you want to invoice (I can select all lines via the one checkbox in the lines header) and click the Generate invoices button.

There I go! I have just created my first subscription invoices! In this case I created two invoices. One for Femke and one for Marco. The subscriptions of John and Jack are – by default – combined to one invoice because it’s sent to one person. If I want I can always overwrite this setting on Marco’s account card so that he receives one invoice per subscription.

Finally I can print or send the invoices. I just go to Print invoices in Exact Online. Select all generated invoices with one click and press the Print button. In the case shown below I will see a preview of the invoices. If I choose Final in the print options the invoices will be finalized. I’ll also get extra output options like: sending the invoice by e-mail, Digital Postbox or according to the account settings which could be a mixture of all options.

So to summarize, the invoicing of subscriptions basically involves two steps:

  1. Open the Generate invoices page, select all subscriptions and press the Generate invoices button.
  2. Open the Print invoices page, select all generated invoices, choose to test (trail) or finalize and press the Print button.

By keeping the software simple and easy I finally have the time to actually do maintenance instead of spending hours and hours behind my computer!

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