A subscription defines the terms of a customer's membership or lease and automates the entire experience for your member. It allows you to:
Automatically issue recurring invoices and collect payments.
Auto-allocate credits, day passes, and discounts with the selected frequency.
Assign resources (e.g., desks or offices) to members who rent them and automate your inventory management.
Allow members to add one-time purchases to their next invoice, and more.
Create a subscription
Go to Customers > select a user or a company.
Open their profile > locate the "Subscription" section > press
Create.Alternatively, go to the Billing > Subscriptions page > press
Create subscription.
If customer billing details are required on invoices and receipts in your country, add them in the customer profile > Billing before creating the subscription. This ensures they're included on the first invoice.
Configure the subscription:
1. Cycle - how often the subscription renews, the customer is billed, and credits or day passes are issued.
The selected cycle determines which plans/tiers are available for subscription items. For example, if you choose the "Month" cycle, weekly or annual plans/tiers won’t appear in the "Product" dropdown.
2. Start date — the date when the subscription becomes active. All future renewals follow this date unless “First day of the month” is selected as the billing cycle anchor.
If the subscription start date is set to a past date, the system will generate an invoice only for the most recent cycle, based on the billing cycle anchor.
3. End renewal:
Never — the subscription renews indefinitely until canceled or an "End date" is set.
On date — select an end date or use the cycle shortcut to prefill it.
4. Items — add one or more products to the subscription:
Product — there are two product types:
Resources (desks, offices, etc.) — used when a customer rents a specific dedicated resource.
Tier — pricing option for the resource.
Entire resource/Quantity — choose whether the customer rents the entire resource or a number of seats. Automatically assigns the resource or seats to the customer.
Membership plans — used for access without a dedicated resource.
Quantity — number of plans (e.g., 3 hot desk memberships for a team).
Start date:
Subscription default — the product activates on the subscription's start date.
Custom — set a specific future start date for this product. Use this option to schedule future service changes or expansions, or to manage a trial period.
The item start date can't be earlier than the subscription start date.
End date:
Subscription default — the product ends when the subscription ends.
Custom — set a specific end date for this product. Use this option to schedule future service changes or to manage a trial period.
Unit price — price for one seat, plan, or the entire resource (if "Entire resource" enabled) for one subscription cycle.
Custom tax rate — enable to set a custom tax rate for this subscription item if the default location tax doesn't apply.
Coupon — apply a discount for this product if the customer qualifies.
Expiring credits — the number of credits issued per seat, plan, or the entire resource (if "Entire resource" enabled) for one subscription cycle.
Expiring day passes — the number of expiring day passes issued per seat, plan, or the entire resource (if "Entire resource" enabled) for one subscription cycle.
Minimum commitment — enable to set a minimum subscription period before the customer can request cancellation.
Discounts — tap on the
>sign and set discounts for the necessary services.Access — tap on the
>sign to grant access to certain doors for the duration of the customer's subscription.Printing — tap on the
>sign to grant access to an ezeep Blue group for the duration of the customer's subscription.
5. Advance invoicing — control how many days before the renewal date the customer's invoices are automatically generated and issued.
6. Billing cycle anchor — determines the subscription renewal date. By default, it is set to your location’s billing cycle anchor, but you can choose a different option if needed.
Subscription start date — the subscription renews on its specified start date. The first invoice, credits, and day passes are issued in full.
First day of the month — the subscription renewals align with the 1st of each month. If the selected start date is not the 1st, the first invoice, credits, and day passes are prorated accordingly.
Choose the "Subscription start date" option to avoid proration for 3-month, 6-month, or yearly subscriptions, if needed.
Check the "Preview" section to see the period and amount of the first invoices and adjust the "Billing cycle anchor" if needed.
7. Issue first invoice — determines how the first subscription invoice will be issued.
Automatically — the first invoice will be issued automatically:
Immediately with the subscription creation, if the start date is today or in the past.
On the subscription start date, if it is set for a future date.
Manually — the first invoice will be generated as a draft for administrators to review, edit, and issue it manually.
8. After configuring the subscription, click Create.
9. After saving the subscription, you can manage the Pay with invoice section — let the customer include expenses for the selected services on their invoice.
Only one active subscription is allowed per company, and only one active personal subscription per member. A member can, however, have both a personal subscription and access to their company’s active subscription at the same time.
To view and manage all subscriptions, go to Billing > Subscriptions page.
"Issue first invoice" setting
The "Issue first invoice" setting applies only to the invoice for the first subscription cycle. If you need to stop future automatic issuance for this customer, use "Pause payment collection".
If "Issue first invoice" is set to "Automatically" and a customer has a default payment method, the invoice will be charged automatically to that method.
If the subscription start date is in the future, “Automatically” is selected by default. In this case, the first invoice stays in draft until the subscription begins. Administrators can find and manage it from the customer's profile > Billing page > "Upcoming invoice":
Edit it, add invoice items (e.g., security deposit)
Issue it earlier if needed
Delete it if the customer has already paid, etc.
How subscriptions work
Members can view their subscription details on the Membership > Billing page in the "Subscription" section.
Individual members check it in the "Personal" section on the Membership page.
Company managers check it in the section with their company name on the Membership page.
The first invoice arrives according to the "Issue first invoice" configuration. All future invoices are issued automatically with each subscription renewal. Customers receive invoices via push, email, and in-app notifications.
Customers receive credits, day passes, discounts, and access with each subscription renewal until the subscription ends or is canceled.
Administrators can always track successful and failed invoice payments with the help of notifications and on the Billing > Invoices page.
Our recommendations
Add multiple subscription items if a user takes a few different plans or resources. The system will automatically calculate the total price and credits for all items. This also ensures the invoice provides a clear breakdown of costs for each plan or resource, improving transparency.
Apply coupons to subscription items if you want to offer permanent, temporary, or first-cycle discounts. The discount will be applied to the member’s invoices according to the coupon’s "Duration type" settings.
FAQs
How do I collect a deposit or a one-off setup fee with a subscription?
How do I collect a deposit or a one-off setup fee with a subscription?
Create the subscription and set "Issue first invoice" to "Manually".
Go to the customer’s profile > Billing > Invoices > open the generated draft invoice.
Add a custom invoice item for the deposit or setup fee > issue the invoice.
If you prefer to charge the deposit separately, you can create and issue a one-off invoice from the customer’s profile.
How do I collect payment for several months upfront with a subscription?
How do I collect payment for several months upfront with a subscription?
To charge a customer for multiple months in advance:
Create the subscription and set "Issue first invoice" to "Manually".
In the customer’s profile, go to Billing > Invoices, and open the generated draft invoice.
Add invoice items for the months you want to charge upfront > issue the invoice.
To prevent the customer from being charged again during the prepaid period, pause payment collection in the customer's subscription until the specific prepaid end date.
The customer will not receive invoices during this period and the regular monthly billing will start automatically after the specified "Resume date".