6. Subscriptions
Subscriptions are the core of your recurring revenue. A subscription links a customer + location to one or more service templates with a recurring billing schedule.
6.1 Creating a Subscription
Quick Subscription Wizard:
- Navigate to Customers and open a customer's profile.
- Click Add Subscription.
- Select the Service Location.
- Choose a Recurring Billing Item.
- Confirm the price, billing frequency, and start date.
- Optionally assign a payment method for autopay.
- Click Create.
The subscription is now Active. If the service template has scheduled visits, services will be generated and appear in the scheduling calendar.
6.2 Subscription Lifecycle (Active, Paused, Canceled)
A subscription moves through these states:
Active → Paused → Active (resumed)
Active → Pending Cancellation → Canceled
Active → Scheduled Pause → Paused
| Status | What It Means |
|---|---|
| Active | The subscription is live. Services are generated and billing occurs on schedule. |
| Paused | On hold — no new charges or services. Can be resumed at any time. |
| Scheduled Pause | A pause is set for a future date (e.g., "Pause starting November 1"). |
| Pending Cancellation | Marked for cancellation but still active until the termination date. |
| Canceled | Fully terminated. No further charges or services. Historical data is preserved. |
To pause a subscription: Open the subscription and click Pause. Optionally set a resume date so it reactivates automatically.
To cancel a subscription: Click Cancel and provide a reason. You can set a termination date (e.g., end of the current billing period) so the customer receives service through their paid period. Future pending services are automatically canceled.
6.3 Billing Frequencies
EZ Pool Biller supports a wide range of billing frequencies:
| Frequency | Description |
|---|---|
| Per-Service | Charged each time a service visit is completed |
| One-Time | A single charge (not recurring) |
| Weekly | Charged every week |
| Biweekly | Charged every two weeks |
| Monthly | Charged once per month |
| Bimonthly | Charged every two months |
| Quarterly | Charged every three months |
| Every 4 Months | Charged every four months |
| Semiannually | Charged every six months |
| Annually | Charged once per year |
The billing frequency is set on the Recurring Billing Item but can be overridden per subscription if needed.
6.4 Proration
When a customer starts (or stops) mid-billing-period, proration determines how the first or last charge is calculated:
| Method | Behavior |
|---|---|
| None | Full charge regardless of start date |
| Daily | Charge is adjusted proportionally based on the number of remaining days in the period |
| Weekly | Charge is adjusted proportionally based on the number of remaining weeks in the period |
| Next Month | No charge for the partial period; billing starts on the next full period |
Example: A $120/month subscription starting on the 15th:
- None → Customer is charged $120 for the partial month.
- Daily → Customer is charged ~$60 (roughly half the month, calculated by day).
- Weekly → Customer is charged based on the number of full weeks remaining.
- Next Month → No charge until the 1st of the next month.
6.5 Auto-Pause & Auto-Resume
You can configure the system to automatically manage overdue subscriptions:
Auto-Pause (Settings > Company):
- Enable automatic pausing of subscriptions when customers are overdue.
- Grace Days — number of days past due before pausing (e.g., 30 days).
- Minimum Overdue Amount — only pause if the balance exceeds this threshold.
- Notify Customer — send an email when their subscription is paused.
Auto-Resume:
- Enable automatic resuming when payment catches up.
- Resume Threshold — the balance must drop below this amount to resume.
- Resume Delay — wait this many days after payment before resuming (avoids reactivating from a partial payment).
- Notify Customer — send an email when their subscription resumes.