What you'll do

Define recurring customer service, turn an approved plan into generated Jobs and Visits, review the resulting Invoices, and collect or record payments.

Customer Subscriptions are different from your Crewvana platform plan and from Quotes. A Quote is an offer; a customer Subscription is the versioned definition that generates recurring work.

Create and activate a customer Subscription

1. Open Subscriptions and click New Subscription.
2. Complete the four guided steps: Customer, Agreement, Schedule, and Jobs & Visits.
3. Select an active Price Book Frequency, billing terms, agreement dates, Future Job Coverage, recurrence, and initial Visit date.
4. Define one or more Job templates and their ordered Visit templates, preferred times or exact times, technician preferences, and commercial lines.
5. Click Create Subscription Draft.
6. Open the draft and review Schedule Preview. The preview shows recurrence intent; scheduling hours, holidays, elapsed time, technician eligibility, and Visit overlaps are evaluated when generation runs.
7. Click Activate Subscription when the definition is ready.

The system chooses timezone from the business, user, then browser context. First activation starts from the current tenant-local day rather than creating stale historical work. Generated Calendar entries appear only when their Visits receive actual schedules.

A recurring approved Quote arrives in Subscription Setup Required. Complete and save its recurrence and Visit preferences before activation.

Manage the lifecycle

• Pause Subscription stops active generation until you use Resume Subscription.
• Editing creates a new definition version; protected completed, invoiced, paid, checklist, check-in, and compensation history is not rewritten.
• Cancel Subscription requires a reason. Future cancellation affects only eligible generated work and prevents it from being recreated.
• Cancelled Subscriptions can be archived. Delete Draft is available only before generated or historical records require retention.
• Scheduling preferences are intent, not a guarantee. Review persisted conflicts when an exact assignment or valid slot cannot be satisfied.

Review Invoices

1. Open Invoices.
2. Search by Invoice number, customer, or Job, or filter by Draft, Sent, Partial, Paid, or Overdue.
3. Open an Invoice to review the customer, Job, Opportunity, due date, Line Items, Invoice Total, Payments, Balance Due, and Payment History.
4. Use Download PDF for the office copy.

Each Job has at most one Invoice. Status and balance come from completed payment transactions; a paid Invoice cannot be regenerated.

Collect or record payment

Open the related Job's payment step to:

• charge a saved/default method;
• save or change the Contact's default payment method;
• record a completed cash or check payment without exceeding the remaining Invoice balance; or
• send a one-time payment link by email or SMS.

The payment link is issued for the current Invoice balance and expires after seven days. Email delivery includes the Invoice PDF. Tips are recorded separately from the amount applied to the Invoice.

Connecting Stripe is a separate integration step. If it is not ready, follow Connect Stripe and Confirm Payout Readiness.

Related guides

• Create, Send, and Convert Quotes
• Build Your Price Book
• Create, Filter, Export, and Schedule Reports