Within TutorCruncher, Subscriptions can be used to charge a monthly recurring fee to your Clients. They can be customised to be charged per Client or per Student, and the date that the charge goes out each month can also be specified.
Subscriptions work by generating either Ad Hoc Charges or Credit Requests for all of the Clients who have been selected for the Subscription on a specified day of the month, so when you regenerate and raise Invoices, the Clients will be charged for their subscriptions alongside any other charges they might have (typically Lessons).
Note: Subscriptions will not automatically bill a Client; you will still need to regenerate and raise Invoices once the Subscription charges have been created.
Before you can use Subscriptions, you will need to enable them via the ‘Use Subscriptions’ checkbox found in System > Settings > People and Activity > Activity. Once enabled, the Subscriptions page will appear in Activity > Subscriptions, which includes a list of any Subscriptions already created alongside their rate, the day of the month they’re charged, their item type, how many Clients are subscribed, and whether or not the Subscription is active.
An example of a Subscriptions page.
To create a new Subscription, select Create Subscription to open the Subscriptions panel, from where you can:
Use the ‘Name’ text field to give the Subscription a name.
Use the ‘Rate’ number field to specify the Subscription’s charge rate.
Specify the day of the month the Subscription will generate the charges on. Choose whether the Subscription applies on a per Client or per Student basis.
Specify the Subscription’s item type - enabling ‘Create Ad Hoc Charges’ will charge the Client’s balance, whereas enabling ‘Create Credit Request items’ will top the Client’s balance up.
Specify an Ad Hoc Charge Category for the Subscription (if ‘Create Ad Hoc Charges has been enabled).
Toggle the ‘Active’ checkbox to determine whether the Subscription is still active or not.
Creating a new Subscription.
Note: If you specify a date before the 15th of the month, TutorCruncher will assume that these charges are for the previous month; if you select a date after the 15th, TutorCruncher will assume that the charges are for the next month.