Vendasta’s Billing Terms allow you to set start dates and number of renewals (end dates) on individual products within an order. This feature ensures products activate and deactivate automatically, minimizing manual work.
If you’re using Vendasta Payments, Billing Terms can also automate retail payment collection and cessation so you can focus on what matters most without setting manual reminders or creating multiple orders.
Setting a Start Date on a Line Item
When you set a start date on a line item, the product will not activate until that date.
Once the order is processed:
- Retail subscriptions are created immediately, but in a pending state.
- The product stays inactive until the start date arrives.
Upon the scheduled activation date:
- If you’re using Vendasta Payments:
- The product will be charged automatically or a draft invoice will be created (depending on the account’s billing settings), and the product will be activated.
- If you’re not using Vendasta Payments:
- The product will activate on the scheduled date.
Setting a Fixed Number of Renewals (End Date) on a Line Item
When you set a fixed number of renewals, you are defining an end date for the product.
After the specified renewals are completed:
- The product is deactivated
- The retail subscription ends
- Retail billing stops for that item (if applicable)
How to Set Billing Terms on a Line Item
There are two ways to configure Billing Terms:
1. Click the "Automatically Renews" Link
Located just below the product name, click the blue text to open a modal where you can set:
- Start date
- Renewal preferences
2. Use the Kebab Menu (⋮) on the Line Item
Select Edit Billing Terms from the dropdown. This also opens a modal to customize start and end dates.
Once billing terms are applied, they will be displayed directly beneath the line item.
FAQ
Q: When do other items in an order activate if they don’t have a set start date?
Items without a specific start date will activate on the Contract Start Date or immediately upon order processing.
Q: Can I change a start date after the order is processed?
No. Orders cannot be edited after processing. However, you can unschedule the activation and submit a new order.
Q: What happens to products on their end date?
The product is deactivated, becomes inaccessible, and its data is removed.
Q: How can I track when items are scheduled to start or end?
We recommend using the Retail Subscriptions view. This displays all start and end dates in the Products tab and Subscriptions tab for each account.
Q: What’s the difference between a contract start date and contract duration?
- Contract Start Date: Can schedule activation of the entire order for a future date.
- Contract Duration: Used for internal record keeping only. It does not cancel or deactivate products.
However, automations can be created to notify you when the contract is nearing its expiry date.