Managing recurring services and billing cycles is a common challenge for businesses offering ongoing IT or CRM services. At devcrm.it, we faced the same issue—until we created our own EspoCRM subscription management solution.
Rather than relying on external tools, we developed a fully integrated Subscription entity inside EspoCRM. This custom setup allows us to centralize all subscription data, automate billing workflows, and eliminate manual processes. The result? A scalable, reliable system tailored to our unique business model—and one we can offer to clients just like you.
Why We Built an Internal Subscription System
External subscription tools often lack the flexibility needed to support complex service offerings. That’s why we built our own EspoCRM-based subscription module:
- ✅ Centralized subscription records
- ✅ Fully automated billing logic
- ✅ Custom billing intervals and types
- ✅ Seamless CRM integration
With everything managed in EspoCRM, we now handle all subscriptions in one place, making our operations smoother and more transparent.
What information we store?
Each subscription record in our CRM includes:
- Name and Number: Unique identifiers for tracking
- Status
- Start/End Dates: Clearly defined service timelines
- Linked Account & Contact: Who we’re billing and contacting
- Description: Notes on scope or specifics of service
Billing-Specific Fields
- Billing Type: Prepaid or postpaid
- Billing Period: Weekly, monthly, quarterly, or yearly
- Next Billing Date: Automatically updated
- Billing Method: Generates either an invoice or a sales order, depending on the service pack
This robust structure ensures that every client’s subscription is accurate, traceable, and fully automated.
How It Works: Automation in Action
Our EspoCRM subscription automation runs as a scheduled job, checking daily for subscriptions due to renew. When the system finds a match:
- It creates an invoice or sales order based on the billing method
- Links it to the proper account and contact
- Updates the next billing date using the billing cycle logic
Real Example
Let’s say ABC Corporation subscribes to our Monthly CRM Support Plan. On the 15th of each month:
- An invoice is auto-generated
- It’s linked to their CRM account
- The billing date rolls to the next cycle
- No manual steps required
This simple automation saves time, reduces errors, and ensures a seamless customer experience.
The Benefits We’ve Gained
Since implementing this system, we’ve seen measurable improvements:
- 60% reduction in billing admin time
- 100% accuracy in renewal tracking
- Improved customer satisfaction due to timely invoices
- Scalability for onboarding new clients with recurring services
Whether you’re offering monthly support, annual service packages, or rolling contracts, our solution provides the agility modern service businesses need.
Looking Ahead: Even More Flexibility
We’re actively working on new features, including:
- Custom billing schedules (like cron jobs)
- Notification reminders for upcoming renewals
- Visual analytics for subscription revenue trends
These additions will provide even deeper insights and customization options for advanced use cases.
Why This Matters to You
If you’re running EspoCRM and dealing with subscription-based services, our proven implementation can be tailored for your business. Our in-house solution not only streamlines billing—it integrates directly with your CRM data, giving you complete control over the customer journey.
