How to Manage Subscriptions

📂 Category: Setup

Starting from Buscoou PRO version 2.0.0, a new subscription billing feature has been introduced to simplify automated recurring payments. Subscriptions are processed via Stripe, requiring an active Stripe account.

📌 Difference Between Subscriptions and Recurring Invoices:

• Recurring invoices only re-create an invoice on a set date but do not auto-charge the customer.
• Subscriptions automatically charge customers via Stripe and generate an invoice.

Step 1: Configuring Stripe for Subscriptions

To enable subscriptions, you must configure Stripe Checkout:

1. Navigate to Setup -> Settings -> Payment Gateways -> Stripe Checkout.
2. Follow the Stripe configuration guide.
3. If using Buscoou PRO version 2.4.0 or older, manually configure a Stripe webhook (see details below).

Step 2: Managing Subscription Plans in Stripe

🔹 Subscription plans must be created in Stripe, as Buscoou PRO fetches them directly.
🔹 You cannot add billing plans via Buscoou PRO’s admin area.
🔹 Ensure the Stripe billing plan currency matches the CRM currency.

📌 Stripe does not support trial subscriptions in Buscoou PRO.

Step 3: Creating a New Subscription

1. Navigate to Subscriptions -> New Subscription.
2. Select the billing plan (fetched from Stripe).
3. Choose the customer and the currency (auto-selected from the customer profile).
4. Set a First Billing Date (leave blank to use the subscription start date).
   📌 Stripe does not support past subscription start dates.
5. Enter a Subscription Name and Description (visible to the customer).
6. Configure tax rates (imported from Stripe under Billing -> Tax Rates).
7. Add Terms and Conditions (displayed before the customer subscribes).
8. Click Save.

Step 4: Sending the Subscription to a Customer

1. After creating the subscription, send it to the customer's primary contact:
   • Click the Email (📩) icon in the top left.
   • Alternatively, preview the subscription before sending it.
2. Ensure the subscription email template is correctly configured in Setup -> Email Templates.

🔹 To show/hide subscriptions in the customer area, go to Setup -> Settings -> Subscriptions and enable or disable the option.

Step 5: Customer Subscription Process

• The customer will receive an email with a subscription link.
• Upon clicking the link, they can review details and subscribe by clicking Subscribe.

Step 6: Canceling a Subscription

From the Admin Area

1. Open the subscription and click Cancel.
2. Choose one of two options:
   • Cancel Immediately – Subscription stops right away (cannot be reactivated).
   • Cancel at End of Billing Period – Subscription continues until the next billing date and can be re-activated.

From the Customer Area

• Customers can cancel their subscriptions via the customer portal using the same options.

📌 Refer to Stripe’s official documentation for more details on cancellation policies.

Step 7: Managing Credit Card Details

• Buscoou PRO does not store credit card numbers—only a Stripe customer ID and token.
• Customers can update their credit card in Profile -> Credit Card.
• Stripe automatically updates expiring cards, but if the card replacement fails, the customer must update the details manually.

Step 8: Reusing a Credit Card for Future Subscriptions

• When a customer subscribes, Buscoou PRO saves the Stripe customer ID and token.
• If the customer subscribes to another plan later, they do not need to re-enter their credit card details.

Step 9: Testing Subscriptions

• Use Stripe’s test mode by configuring test API keys.
• Read the Stripe Testing Guide for test card numbers.
• Before switching to production, delete any test subscriptions from the admin area.

Step 10: Configuring Stripe Webhooks (for versions below 2.4.0)

If you are using Buscoou PRO version 2.4.0 or older, you need to configure Stripe webhooks:

1. Go to Setup -> Settings -> Payment Gateways -> Stripe Checkout.
2. Copy the Webhook Key (unique for each installation).
3. In Stripe Dashboard, go to Developers -> Webhooks and add a new endpoin

http://your-pro-installation.com/gateways/stripe/webhook/[WEBHOOK_KEY]

🔹 Replace [WEBHOOK_KEY] with your actual key.

Testing the Webhook

1. In Stripe Dashboard, click the configured Webhook URL.
2. Click Send Test Webhook.
3. If configured correctly, Stripe will return a success response.

📌 Ensure the webhook works correctly—otherwise, subscriptions may fail.

Important Notes

🔹 Do not edit subscriptions directly in Stripe. Use Buscoou PRO’s admin area instead.
🔹 Buscoou PRO supports only one product per subscription. Do not add multiple plans in Stripe Dashboard.
🔹 Subscriptions cannot be deleted once activated in LIVE mode—only canceled.

With this feature, Buscoou PRO allows you to automate recurring billing, reduce manual work, and improve revenue management. 🚀

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