Creating and Managing Subscriptions in Quotify CRM

Quotify CRM allows you to create and manage Stripe-based subscriptions seamlessly. Below is a complete guide to setting up, sending, managing, and testing subscriptions.

➕ How to Create a New Subscription

1. Go to Subscriptions from the main menu

2. Click New Subscription

Key Fields:

• Billing Plan
  Choose a billing plan. Plans are fetched automatically from your connected Stripe account.

• Quantity
  Set the quantity of the subscription. Default is 1.

• First Billing Date
  Leave blank to bill on the day the customer subscribes.
  Must be a future date if set. Stripe does not support past billing dates.

• Subscription Name
  This name appears on the subscription and is visible to the customer (usually your product or plan name).

• Description
  Add optional details that will be shown to the customer.

• Customer
  Select an existing customer for this subscription.

• Currency
  Currency is auto-filled based on your system or customer’s currency.

  ⚠️ Stripe and Quotify CRM must use the same currency. For example, if your base currency is AED, you must use a Stripe plan with AED.

• Tax
  Taxes are pulled from your Stripe Tax Settings. Set them up in Stripe under Billing → Tax Rates.

• Terms & Conditions (Quotify v2.40 and up)
  Optional text shown to the customer before subscribing.

✉️ Sending a Subscription to a Customer

Once configured:

• Click the Email icon to send the subscription to the customer’s primary contact

• To preview the subscription, click View Subscription

• Customize your subscription email templates under:
  Setup → Email Templates → Subscriptions

👁 Show Subscriptions in Customer Portal

To control whether subscriptions are visible to customers:

• Go to Setup → Settings → Subscriptions

• Toggle "Show subscriptions in customers area" to Yes or No

✅ How Customers Subscribe

Customers can subscribe by:

1. Receiving your subscription email

2. Clicking the subscription link

3. Reviewing the details and clicking Subscribe

🔄 Canceling Subscriptions

You can cancel a subscription:

From the Admin Dashboard:

• Open the subscription

• Click Cancel

  • Choose:

    • Cancel Immediately

    • Cancel at End of Billing Period

🔔 Note: If you cancel immediately, the subscription cannot be reactivated. If canceled at the end of the period, it can still be reactivated.

From the Customer Portal:

• Primary contacts can cancel subscriptions using the same two options via their dashboard

💳 Credit Card Handling & Tokenization

• Quotify CRM stores the Stripe customer ID, not the card number

• Stripe securely manages the credit card token

• Customers can update their card anytime via:
  Client Portal → Profile Menu → Credit Card

Stripe automatically updates expiring cards or replaced ones, but in some cases, manual update is required by the customer.

🔁 Reusing Customer’s Credit Card

When a customer subscribes once, their Stripe token is stored in Quotify CRM.
Next time you create a subscription for that customer:

• They won’t need to re-enter card details

• Subscription is activated with a single click

🧪 Testing Subscriptions

1. Use Stripe test keys

2. Visit Stripe's guide: https://stripe.com/docs/testing

3. Use test cards provided there

🧹 Important: Remove test subscriptions from Quotify CRM before going live

⚙️ Stripe Webhook Configuration (for versions < 2.4.0)

1. Go to Setup → Settings → Payment Gateways → Stripe Checkout

2. Copy your unique Webhook Key

3. In Stripe Dashboard, go to Developers → Webhooks

4. Add new endpoint:

Replace [WEBHOOK_KEY] with your actual key from Quotify CRM

5. Click Send Test Webhook to confirm it works (only visible in test mode)

Once confirmed, switch to live mode and configure the same webhook on your live Stripe account

⚠️ Important Reminders

• ❌ Do NOT edit subscriptions directly in Stripe. Manage them via Quotify CRM only.

• 📌 Quotify supports 1 line item per subscription—avoid creating multi-product subscriptions in Stripe.

• 🗑 Subscriptions in LIVE mode cannot be deleted, only canceled.