Recurring Subscriptions Guide

Learn how to set up and manage recurring payments and subscriptions in ClientFlow. Automate billing for monthly memberships, retainer clients, and subscription-based services.

Introduction

Recurring subscriptions are the backbone of predictable revenue. Whether you run a gym, offer monthly coaching, or provide ongoing services, ClientFlow makes it easy to automate billing and track subscription health.

Understanding Subscription Types

ClientFlow supports three subscription billing models:

Type	Description	Best For
Monthly	Bills on the same day each month	Gym memberships, coaching
Weekly	Bills on the same day each week	Weekly sessions, classes
Custom Interval	Bills every X days/weeks/months	Quarterly retainers, bi-weekly

Step 1: Create a Subscription Plan

Before adding subscriptions to clients, create reusable plans:

1. Go to Settings → Subscription Plans
2. Click "Create Plan"
3. Fill in plan details:
   • Name: e.g., "Monthly Coaching - Premium"
   • Amount: The recurring charge
   • Billing Cycle: Monthly, weekly, or custom
   • Description: What's included
4. Click "Save Plan"

Step 2: Assign Subscription to a Client

Once plans are created, assign them to clients:

1. Open a client's profile
2. Navigate to the Subscriptions tab
3. Click "Add Subscription"
4. Select the subscription plan
5. Set the Start Date (first billing date)
6. Optionally set an End Date for fixed-term subscriptions
7. Click "Activate Subscription"

Step 3: Monitor Subscription Health

Track your subscription metrics from the Dashboard:

• Monthly Recurring Revenue (MRR): Total expected monthly income
• Active Subscriptions: Currently billing clients
• Churn Rate: Percentage of cancellations per month
• Collection Rate: Percentage of successful payments

Step 4: Handle Failed Payments

When a subscription payment fails:

1. ClientFlow marks the payment as "Failed"
2. The client receives an automatic notification (if enabled)
3. The system retries payment after 3 days
4. After 3 failed attempts, the subscription is marked "Past Due"

Step 5: Pause or Cancel Subscriptions

Pausing a Subscription

For clients who need a temporary break:

1. Open the client's subscription
2. Click "Pause Subscription"
3. Set the Resume Date (or leave open-ended)
4. Click "Confirm Pause"

During the pause, no payments are generated.

Cancelling a Subscription

To permanently end a subscription:

1. Open the client's subscription
2. Click "Cancel Subscription"
3. Choose: Immediate or End of Billing Period
4. Optionally add a cancellation reason (for your records)
5. Click "Confirm Cancellation"

Subscription Reminders

Configure automatic reminders for subscription payments:

• 3 days before: "Your subscription will renew soon"
• On billing day: "Payment processed" or "Payment failed"
• 3 days after failure: "Please update your payment method"

Configure these in Settings → Reminders.

Reporting and Analytics

Track subscription performance with built-in reports:

• MRR Growth: Month-over-month revenue trend
• Churn Analysis: Why clients cancel
• Lifetime Value: Average revenue per subscriber
• Cohort Analysis: Retention by signup month

Best Practices

1. Offer Annual Options: Reduce churn with discounted yearly plans
2. Set Up Grace Periods: Give clients 3-7 days to fix failed payments
3. Monitor Churn Reasons: Address common cancellation causes
4. Use Proration: Bill fairly for mid-cycle plan changes
5. Communicate Value: Remind clients what they get each month

Common Questions

Q: Can I change a client's subscription plan mid-cycle?
A: Yes. ClientFlow prorates the charges automatically.

Q: What happens to pending payments if I cancel a subscription?
A: Pending payments remain. Only future payments are stopped.

Q: Can clients self-manage their subscriptions?
A: Yes, if you enable the client portal. They can pause or cancel themselves.

Next Steps

• Create your first subscription plan with common pricing
• Migrate existing clients to subscriptions for automated billing
• Set up automatic reminders to reduce failed payments
• Review MRR dashboard to track subscription health

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Read time: ~10 minutes | Difficulty: Advanced