Subscriptions

Acting Office provides a subscription model for creation of invoices at regular intervals. This could also be used in conjunction with setting up of direct debit, facilitated by integration with GoCardless, making the entire process seamless by setting up DDs with clients, automatic generation of invoices, posting it to GoCardless for collection, and managing invoice status within the system.

Subscriptions help in setting up frequency for creation of invoices.

1. Setting up of subscriptions

To set up a subscription, there are two ways - you can either manage this from the client profile or go to the letters section. Both of these are elaborated below-

A. From client profile

Go to the client’s profile tab, scroll down towards the subscription section and click on the edit icon. Fill in the details by configuring following details-

1. Subscription schedule - Enter the details for the schedule of invoice creation process, including:

• Start date - The date on when the direct debit commences.

• Frequency - How often the payments will be collected.

• End date - The date when the direct debit payments will conclude.

1. Collection method - For practices maintaining the collection method of invoices at invoice generation level, select the collection method.

2. Set up DD checkbox - This checkbox is provided to know whether the invoices raised using the schedule would be paid via direct debit, or through other modes. If the checkbox is disabled, simply a subscription will be set up for raising invoices. In case where the checkbox is left enabled, invoices would be raised and posted to GoCardless. The first invoice would also have set up direct debit button for an authority from the client.

3. Specify service type and amount - Input the service type and the amount to be shown on the invoices. The description will be auto-fetched from the practice profile but can be edited if required.

4. Discount - If discount needs to be put on an invoice, simply tick the checkbox next to discount. Once done, input the start and end date for the discount. Add a discount note and this can be either made visible to the client or kept for internal purposes itself by managing the checkbox.

5. Collect initial payment (If applicable) - If there is an initial payment to be collected before setting up of subscription, tick the appropriate checkbox, input the date of invoice and other necessary details. This would create an invoice instantly which can be collected via Stripe or through other modes.

Setting up subscription from LOE section

B. From letters section

Under letters, on switching the toggle for subscription, the above details can be configured. Please read this in conjunction with this article on Letter of Engagement.

Setting up subscription from client profile

2. Sending the direct debit authority to the client

When an engagement letter is created, clicking the email icon in the list view will generate an email containing a button that prompts the client to set up direct debit authority. By clicking this button, the client will be required to provide necessary details and approve the authorisation against their account.

If the engagement letter is created from the business profile, the same setup process can be initiated from the invoices section by clicking the email icon. The button in the generated email will guide the client through setting up the direct debit authority.

Sending direct debit authority to client

3. Editing of subscriptions

To edit the subscription details, click on the edit icon and make relevant changes like changing of frequency, end dates, collection method, along with changes to service types and amounts. (The first invoice is already created as soon as a subscription is set up, so for any edits required to that invoice, please go to invoices tab and make the changes in the invoice itself).

4. Service activation

The creation of a subscription will be triggered with the direct debit setup, and all the services mentioned in the subscription will be automatically selected in the client’s profile.

Subscription and direct debit setup along with service activation

5. Resetting of subscription

To reset the subscription, go to the client profile and edit the subscription again, you’ll have a reset icon to remove the existing subscription.

Suspend subscription

6. Subscriptions & DD report

A designated report - Subscription and DD report will enlist all the information related to the subscriptions and DD setups. A detailed analysis can be done via the status filter:

1. All status- This section displays a comprehensive list of all clients with either subscriptions or DD already set up.

2. Subscriptions with active DD- This section lists all clients for whom a subscription has been set up and an active Direct Debit (DD) mandate is in place.

3. Subscriptions with pending DD- This section shows a list of clients who have an active subscription, but whose Direct Debit (DD) mandate is still pending from clients end.

4. Subscriptions without DD- This section lists clients who have a subscription set up but do not have an active Direct Debit (DD) mandate in place. This filter drills down clients with active subscriptions on regular invoice generation service only (non-direct debit clients).

5. DD without subscriptions- This section includes clients who have an active Direct Debit (DD) mandate but do not have subscription details associated with them.