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An invoice is used to notify customers of their closing balance for the current billing cycle. You can define the number of days before a Billing Cycle closes for an Invoice to be issued. An Invoice typically lists an opening balance, previously submitted invoices, payments, credit memos, debit memos, and an ending balance for a given billing cycle. Subscribe automatically generates email messages in parallel with Invoice processing, to which a rendered Invoice template may be attached. You may create your own, custom template, or use one of the default templates provided. In either case, Subscribe saves an image of each Invoice sent to a customer, as a PDF, which may be retrieved at a later date for bookkeeping or record keeping purposes. To generate Invoice emails from Subscribe:
  • Supply an email template to Vindicia Client Technical Services. This template will be used to generate email notifications to your customers, and must be supplied or no invoice or dunning notifications will be mailed to your customers.
  • Supply an invoice template to Vindicia Client Services. Vindicia provides a Default Invoice Template, which may be used in place of your own, customized template.
  • Supply a dunning template to Vindicia. If no template is supplied, dunning notices will not be sent to your customers.
Note: If you supply a dunning template you must also provide an invoice template. Work with Vindicia Client Technical Services to enable Invoice and Dunning Notice generation, and to define the timing for these notifications.

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Dunning Notices

Dunning is an extension of Invoicing, and is the process of systematically reminding a customer that payment is overdue, and informing them of the payment process. Dunning notices typically progress from reminders of overdue payment, to notice of imminent account closure. The last dunning notice usually informs the customer of account closure, and entitlement revocation. Subscribe allows you to define the timing of each step in this process. By default, the first dunning/overdue notice is issued a week after the initial due date, to allow time for payments arriving on the due date to be processed and entered into the system. The sequence may be customized to change the timing, content, or inclusion of dunning notices. (For all steps in this process, Subscribe recommends that you include appropriate links and phone numbers to contact your Customer Service department to arrange payment.) As with all Subscribe customer notifications, you must supply Subscribe with an email template and a Dunning Notice template for these notices to be rendered and mailed. Note: Dunning notice timing is set by Vindicia Client Technical Services. Please speak with your Vindicia representative to define these intervals for your company. Parent topic:Customer Notifications

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Subscribe Invoicing Events

Subscribe provides several pre-defined invoice events, which will automatically generate an email notification to your customers. Emails will be sent to the email address specified on the Account on the AutoBill, with the subject line “Invoice <invoice number> dated <date>,” and your email address (if supplied) as the From: field. Note: If you do not supply Subscribe with an email template, no invoices will be issued. An Invoice will be rendered, but it will not be mailed to your customer. Work with Vindicia Client Services if you wish to alter the invoicing schedule or if you wish to send more than two dunning notices. Subscribe can be configured to render and issue the following emails in relation to the Invoicing cycle:

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Creating Invoice Templates

Invoice templates allow you to create custom Invoices. They may include custom text, like customer support information, marketing information, or custom graphics. Subscribe also provides a generic Invoice Template, if you do not wish to create your own. If you create a customized template, create both a plain text, and an HTML version, to provide for customers’ email preferences settings. You may use text and standard HTML markup in the template. The tags used in Invoice Templates map directly to your Subscribe database, as described in Creating_Invoice_Templat.md#table_hwt_gmr_hlb.

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Default Invoice Template

Subscribe supplies a default Invoice template in both plain text and HTML. This Template includes the most common Invoice components.

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Invoice Template Tags

Tags are used to provide a place holder in the template where Subscribe data will be inserted when the Invoice is rendered. Subscribe Invoice templates support looping, to allow for multiple charges, credits, or payments. The following tags may be used in an Invoice template: Note: Because Subscribe allows for complex charge calculations, the charges tags are called out separately in the table. Note: Arrays are shown in Vindicia Red in the following table.