[ADD] subscriptions: add base documentation for Subscriptions (#617)

* [ADD] subscriptions: add base documentation for Subscriptions

* [ADD] subscriptions/sales_flow/create_a_quotation: new content

* [ADD] subscriptions/sales_flow/renewals: new content

* [ADD] subscriptions/sales_flow/upselling: new content

* [ADD] subscriptions/sales_flow/closing: new content

* [ADD] subscriptions/reporting/subscription_reports: new content
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sales
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accounting
subscriptions
project
timesheets
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subscriptions.rst Normal file
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:banner: banners/subscriptions.png
=============
Subscriptions
=============
.. toctree::
:titlesonly:
subscriptions/configuration
subscriptions/sales_flow
subscriptions/reporting

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=============
Configuration
=============
.. toctree::
:titlesonly:
configuration/subscription_templates
configuration/subscription_products

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=========================
Add subscription products
=========================
To properly sell your subscriptions using our amazing **Odoo Subscriptions** application, you must follow
these steps:
1. **Create your own subscription templates**
2. **Create your own subscription products with the right settings**
As a result, you will be able to manage your subscriptions like any other product, create your
quotations and continue the sales flow to track the number of subscriptions you sell and manage the
revenue they generate.
Configuration
=============
Go to :menuselection:`Subscriptions --> Subscription products` to learn how you can configure your
own subscription products. You have the possibility to create a new product or edit an existing one.
Once named, be careful to select the option *Can be sold* and deselect *Can be purchased*. For the
product type, it is recommended to use *Service* for subscription products as they are non-material
products that you provide to your customers. Finally, you can adapt your prices and also add an
internal reference.
.. image:: media/subscription_products_1.png
:align: center
:alt: View of a subscription product form in Odoo Subscriptions
.. note::
In the Sales tab, underneath the Subscriptions section, make sure the *Subscription products*
option is activated. In fact, if you create a subscription product from the **Odoo Subscriptions**
application, this option is selected by default. However, if you create a product from another
application, it is not the case.
.. image:: media/subscription_products_2.png
:align: center
:alt: View of a subscription product form in Odoo Subscriptions
You can also choose the subscription templates you want to use.
.. image:: media/subscription_products_3.png
:align: center
:alt: View of a subscription product form in Odoo Subscriptions
.. important::
Be sure to check out our documentation on how to create, edit and manage your own
:doc:`Subscription templates <../../subscriptions/configuration/subscription_templates>`
before creating your own subscription products. Once created, check out our documentation on how to
:doc:`Create a quotation using subscription products <../../subscriptions/sales_flow/create_a_quotation>`,
to complete the sales flow.
.. seealso::
- :doc:`../../subscriptions/configuration/subscription_templates`
- :doc:`../../subscriptions/sales_flow/create_a_quotation`

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==========================
Use subscription templates
==========================
The subscription business model is becoming more popular. Are you wondering why?
- For **customers**, value lies in **convenience**:
- Subscriptions simplify the business process. Indeed, subscribers never have to remember to renew
their orders every month, which gives them the assurance that they will have everything they
need before they actually need it.
- Subscriptions help customers stay on budget.
- For **businesses**, value lies in the **ability to predict recurring revenue**:
- Subscriptions reduce customer churn rate and significantly increase customer retention.
- Subscriptions provide much higher payment security for your business. They stabilize and
maintain recurring revenue streams by guaranteeing monthly revenues and adding value to your
business.
.. raw:: html
<div align="center" style="color:#AD5E99; font-size: 2rem ;margin: 20px 0"> <b>Simplicity.
Higher customer retention. Opportunities for marketing. Business consistency. Better cash flow
management.</b> </div>
**Odoo Subscriptions** help you save time and money. Subscription templates can help you generate
recurring invoices and manage renewals at a fast pace. With Odoo you have the possibility to create,
edit, and manage your own subscription templates.
Configuration
=============
Go to :menuselection:`Subscriptions --> Configuration --> Subscription templates`. By default, Odoo
suggests you two types of subscription (MON - Monthly subscription *vs* YEA - Yearly subscription).
You can also create your own ones.
.. image:: media/subscription_templates_1.png
:align: center
:alt: Default subscription templates on Odoo Subscriptions
.. important::
The **Odoo Subscriptions** application automatically installs **Odoo Sales** and **Odoo Invoicing**
as they work integrated.
Create your first template
==========================
You can create a new template or edit an existing one. The first thing you need to do is give your
template a name. After that, choose an *Invoicing period* and specify whether you would like to
invoice your customers per *Days*, *Weeks*, *Months* or *Years*. On *Duration*, determine if
the subscription must go on *Forever* (until its manually closed), or for a *Fixed amount* of time.
Among the payment options, an additional field called *Invoice email* appears when you choose
*Send*, *Send & try to charge* or *Send after successful payment*. This field allows you to add an
invoice email template to your subscription templates.
.. image:: media/subscription_templates_2.png
:align: center
:alt: Create your own subscription templates on Odoo Subscriptions
For each template, you can also choose if you want your customers to be able to close their
subscriptions or not. If enabled, you can set an *Automatic closing* limit and specify the
*Group of subscription* and *Journal* options.
.. note::
On each template, you can add your **Terms and Conditions**. Specifying terms and conditions is
essential to set out important contractual points between the customers and the sellers (payment,
refund policy, cancellation, complaints, etc.).
.. image:: media/subscription_templates_3.png
:align: center
:alt: Terms & conditions on Odoo Subscriptions
Finally, if you want to know the basic running health status of your subscriptions, you also have
access to a specific tab called **Health Check**. There, you can edit and create your own
filters to define what is a subscription in good health *vs* bad health. The system automatically
summarizes all the records corresponding to these filters and you are able to manage them in one
click.
.. image:: media/subscription_templates_4.png
:align: center
:alt: Health check on Odoo Subscriptions
.. important::
After creating your own subscription templates, be sure to check out our documentation on how to
create, edit and manage your own
:doc:`Subscription products <../../subscriptions/configuration/subscription_products>`,
to complete the sales flow.
.. seealso::
- :doc:`../../subscriptions/configuration/subscription_products`

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=========
Reporting
=========
.. toctree::
:titlesonly:
reporting/subscription_reports

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=================================
Discover our subscription reports
=================================
As we now know well enough, understanding how our business is going and where it is going is the key
to success. This is even more the case when we offer subscription services or products.
Before getting to the heart of the matter, it is very important to recall certain concepts essential
to the proper understanding of the following reports:
- **Monthly Recurring Revenue (MRR)**: MRR is arguably the most important metric for subscription
businesses. Indeed, it shows the revenue earned with subscription-based products or services every
single month. It is a consistent number that you can use to track all your recurring revenue over
time, in monthly increments.
- **Annual Run-Rate (ARR)**: ARR is the yearly version of MRR. Based on the current MRR, you can estimate
the coming year's performance with the Annual Run-Rate. However, this estimation does not take
variations and growth into account.
.. image:: media/reports_1.png
:align: center
:alt: Difference between MRR and ARR in Odoo Subscriptions
- **Non-Recurring Revenue (NRR)**: NRR shows the revenue earned for everything else than subscription-based
products or services. This includes gains of a rare or unique nature that are unlikely to occur in
the ordinary course of businesses.
- **Customer Retention**: This concept consists of engaging existing customers to continue buying
products or services from your business. As you may know, customer retention is quite a challenge
because you must prove yourselves worthy of your customers' trust.
- **Churn Rate**: Also known as the rate of attrition or customer churn, the churn rate can be defined,
in this case, as the percentage of service subscribers who discontinue their subscriptions within a
given time period. We can distinguish two types of Churn:
- **Logo Churn**: It corresponds to the subscription cancellation rate.
- **Revenue Churn**: It corresponds to the monthly recurring revenue loss rate.
.. note::
Let's imagine an increase of 2$ on a service subscription.
- We loss three customers out of the initial 20 which gives us a **Logo Churn** of 15%.
- Therefore, the 56$ of MRR difference out of the initial 600$ gives us a **Revenue Churn** of 9,33%.
.. image:: media/reports_2.png
:align: center
:alt: Difference between logo churn and revenue churn in Odoo Subscriptions
As a reminder, though they seem to evolve in the same direction most of the time, it might not be
the case all time.
- **Customer Lifetime Value (CLV)**: Very important measure which indicates how much revenue can be
expected for a customer during his/her entire contract. This approach emphasizes the importance of
customer retention, shifting our focus from a quarterly or yearly approach to a long-term vision.
Check out the different kinds of reports you can access from the **Odoo Subscriptions** application.
Subscription analysis report
============================

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==========
Sales flow
==========
.. toctree::
:titlesonly:
sales_flow/create_a_quotation
sales_flow/renewals
sales_flow/upselling
sales_flow/closing

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====================
Close a subscription
====================
Losing a customer is always difficult, especially if you put a lot of effort into getting them to
sign up for your products/services. However, many companies come up with dubious methods to reduce
the probability of this happening.
.. raw:: html
<div align="center" style="color:#AD5E99; font-size: 2rem ;margin: 20px 0"> <b>What is the right
way to go?</b> </div>
1. If you adopt such methods, you are among companies that actively and indirectly spread the
phobia of subscriptions, who do not think about how negatively dissatisfied customers could impact
their business and, who frustrate the customers in a way or another. However, at some point, it is
understandable that you do not want your customers to be involved in your subscription status.
2. If you do not adopt such methods, you are among companies that continue to evolve in a
long-term subscription business model, especially in an era of ultra-fast communications between
dissatisfied customers, and who retain their customers by making it easier for them to leave if
they want to. By giving them the opportunity to close their own subscriptions, your customers do
not feel trapped because they subscribed to your products/services.
In summary, the **Odoo Subscriptions** application gives you the
**possibility to choose what you want to apply**. Indeed, you can decide whether to give your customers the
option to close their subscriptions whenever they want to or to restrict this possibility. It depends
on you and we will show you how to do that in our amazing application.
Configuration
=============
Go to :menuselection:`Subscriptions --> Configuration --> Subscription templates`. From there, you can
create a new *Subscription template* or modify an existing one. When editing your template, underneath
the Invoicing tab, you have the possibility to activate the option *Closable by customer*.
Once enabled, this option gives your customers the right to close their own subscriptions.
.. image:: media/closing_1.png
:align: center
:alt: Configuration to close your subscription with Odoo Subscriptions
.. note::
Be sure to check out our documentation on
how to :doc:`Use subscription templates <../../subscriptions/configuration/subscription_templates>`
to fully understand the importance of this feature in a basic flow using the
**Odoo Subscriptions** application.
Close your first subscription
=============================
Administrator view
------------------
Once confirmed, a quotation becomes a sales order and a new subscription is automatically created.
Therefore, this subscription has the status *In progress*. From there, you have the possibility to
close the subscription.
.. image:: media/closing_2.png
:align: center
:alt: Close your subscription from an administration point of view with Odoo Subscriptions
By using the smart button *Close*, you have to enter a close reason. For example, "Subscription too
expensive", "Subscription does not meet my requirements", "Subscription reached its end date", etc.
Immediately after confirming your close reason, you can observe that the status of the subscription
is now *Closed* and that the close reason is mentioned on the subscription.
.. image:: media/closing_3.png
:align: center
:alt: What happens when you close your subscription with Odoo Subscriptions?
Customer view
-------------
As previously explained in the *Administrator view* part, from the subscription form, you also have the
possibility to visualize what your customers see when managing their subscriptions thanks to the
*Customer preview* button. In this example, the customer has the choice to close his/her subscription
whenever he/she wants to, due to the *Close Subscription* button.
.. image:: media/closing_4.png
:align: center
:alt: Close your subscription from a customer point of view with Odoo Subscriptions
By using this button, the customer can specify the reason for cancelling his/her subscription and
he/she can even leave a message.
.. image:: media/closing_5.png
:align: center
:alt: What happens when customers close their subscription with Odoo Subscriptions?
By confirming the cancellation, the customer is redirected to his/her portal. The administrator is
informed of this modification. Indeed, the status of the subscription becomes *Closed* and a note
appears in the chatter with the new stage, the end date, the close reason, and the closing text
added by the customer.
.. image:: media/closing_6.png
:align: center
:alt: What happens when customers close their subscription in Odoo Subscriptions?
.. note::
Before closing a subscription, check out our documentation on how to
:doc:`Create a quotation using subscription products <../../subscriptions/sales_flow/create_a_quotation>`
to understand how subscriptions are managed in the **Odoo Subscriptions** application.
.. seealso::
- :doc:`../../subscriptions/configuration/subscription_templates`
- :doc:`../../subscriptions/configuration/subscription_products`
- :doc:`../../subscriptions/sales_flow/create_a_quotation`

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==============================================
Create a quotation using subscription products
==============================================
Selling a digital product or service gives instant gratification. However, you have to work hard for
a new customer to make a purchase. It costs time and money. By convincing customers to sign up for a
subscription, you maximize your income and streamline your cash flow. You can sell any type of
product or service through a subscription business model.
.. raw:: html
<div align="center" style="color:#AD5E99; font-size: 2rem ;margin: 20px 0"> <b>The only limit is
your imagination.</b> </div>
Here is a scenario using **Odoo Subscriptions** to create a quotation including subscription
products.
Create your first quotation
===========================
Before creating your first quotation, be sure to check out our documentation on how to create and
manage your own
:doc:`Subscription templates <../../subscriptions/configuration/subscription_templates>`
and on how to add
:doc:`Subscription products <../../subscriptions/configuration/subscription_products>`
to your templates.
.. important::
These steps are **mandatory** to make a basic sales flow using **Odoo Subscriptions**.
Go to **Odoo Sales** and create a new quotation. Then, choose a customer and add a product.
Be careful to select a product that you previously configured as a *Subscription product*.
.. image:: media/quotations_1.png
:align: center
:alt: View of a quotation form in Odoo Sales
When your quotation is ready, you have the possibility to send it to your customers or to confirm
it. It is better to first *Send by email* the quotation to your customers to have their confirmation
and, then, *Confirm* it in **Odoo Sales**. By clicking on *Customer preview*, you have an idea of
what your customers will see when receiving your quotation.
.. image:: media/quotations_2.png
:align: center
:alt: Customer preview of a quotation form in Odoo Sales
From there, your customers have three choices: *Sign & Pay* the quotation, give you a *Feedback* or
*Reject* the quotation. It appears that they are very happy and accept the option *Sign & Pay*.
Then, they have to validate the order with a signature and by choosing a payment method. When it is
done, you can check out the quotation in **Odoo Sales** and *Confirm* it.
Manage your subscriptions from your SO
======================================
Once confirmed, the quotation becomes a sales order and a new button appears, *Subscriptions*.
Indeed, a subscription is automatically created.
.. image:: media/quotations_3.png
:align: center
:alt: Quotation form in Odoo Sales with a button "Subscriptions"
By clicking on the *Subscriptions* button, you can see that the status of the subscription is
*In progress*. From there, you will have three options:
:doc:`Renew <../../subscriptions/sales_flow/renewals>`,
:doc:`Close <../../subscriptions/sales_flow/closing>` or
:doc:`Upsell <../../subscriptions/sales_flow/upselling>` your subscription.
.. image:: media/quotations_4.png
:align: center
:alt: Use of the intelligent button "Subscriptions" in Odoo Sales
In the top-right corner, you can see the status of the subscription. When a subscription is new and
created from **Odoo Subscriptions**, the status is *Draft*. When a sales order has been validated,
the status is *In progress*. Finally, when a customer decides to close his subscription, the status
becomes *Closed*.
.. seealso::
- :doc:`../../subscriptions/configuration/subscription_templates`
- :doc:`../../subscriptions/configuration/subscription_products`
- :doc:`../../subscriptions/sales_flow/renewals`
- :doc:`../../subscriptions/sales_flow/closing`
- :doc:`../../subscriptions/sales_flow/upselling`

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====================
Renew a subscription
====================
The key feature of a subscription business model is the recurring nature of payments. In this model,
customers pay a recurring amount in exchange for access to a product or a service.
.. raw:: html
<div align="center" style="color:#AD5E99; font-size: 2rem ;margin: 20px 0"> <b>The renewal of a
subscription is the process followed by each customer when willing to pursue a
subscription.</b> </div>
Each subscriber experiences this renewal process monthly, annually, or sometimes more, depending on
the duration of the contract. Most subscription companies choose to automate their renewal processes
but, in some cases, manual subscription renewals are still the preferred option.
With **Odoo Subscriptions**, you can have all your subscriptions in one application, suggest an
automatic subscription renewal to your customers (as well as a manual one) and, finally, filter all
your subscriptions and easily find those to renew (with the help of the tag *To renew*).
Renew your first subscription
=============================
Before renewing a subscription, be sure to check out our documentation on how to
:doc:`Create a quotation <../../subscriptions/sales_flow/create_a_quotation>` using subscription
products. Indeed, once confirmed, a quotation becomes a sales order and a new subscription is
automatically created. Therefore, this subscription has the status *In progress*. From there, you
have the possibility to renew the subscription. In the Other Info tab, underneath the To Renew
section, you can activate the *To renew* option. When activated, a yellow tag automatically appears
in the upper right corner of the subscription.
.. image:: media/renewals_1.png
:align: center
:alt: Renew your subscription with Odoo Subscriptions
.. important::
The *To renew* tag is automatically ticked when a payment fails. This indicator also appears
on the customer portal. To visualize that, you just have to click on the *Customer preview*
button. The tag *To renew* appears on the top right corner.
.. image:: media/renewals_2.png
:align: center
:alt: Customer preview of a renewal with Odoo Subscriptions
When a subscription needs to be renewed, you have the possibility to use a new button called
*Renewal quotation*. By clicking on it, a new quotation is created. From there, start a basic sales
flow allowing you to send the quotation by email to your customers or to confirm it. It is better to
first *Send by email* the quotation to your customers in order to have their confirmation and, then,
*Confirm* it in **Odoo Sales**.
.. note::
In the Chatter of this new quotation, it is mentioned that "This renewal order has been created
from the previous subscription". Once confirmed by your customers, this quotation becomes a
sales order and a new sale is mentioned in the upper right corner of the subscription.
.. image:: media/renewals_3.png
:align: center
:alt: Renew a quotation with Odoo Subscriptions
By clicking on the *Sales* button, you have a summary of your sales orders in a list view.
The only difference between your two quotations is the description underneath the
*Subscription Management* category. There, you can easily visualize which one is your renewal.
.. image:: media/renewals_4.png
:align: center
:alt: Renewal as Subscription Management form in Odoo Subscriptions
Visualize your subscriptions to renew
=====================================
Finally, if you want to visualize all your subscriptions and easily find those to renew, you can go
to your *Subscriptions dashboard* and use the filter *To renew*.
.. image:: media/renewals_5.png
:align: center
:alt: List view of all subscriptions and use of the filter to renew in Odoo Subscriptions
.. seealso::
- :doc:`../../subscriptions/configuration/subscription_templates`
- :doc:`../../subscriptions/configuration/subscription_products`
- :doc:`../../subscriptions/sales_flow/create_a_quotation`

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=====================
Upsell a subscription
=====================
Subscriptions are recurrent and go on indefinitely. As time passes by, our customers may want to
modify them. We must then be able to adapt the prices or change the products quantities to
accommodate their needs. Two situations can happen:
1. **Loyal customers:** This kind of customers already trust you as a brand. Therefore, you are
confident regarding what you offer since they keep paying for your products and services.
Consequently, it is easier to sell them something additional than it would be to a
new customer.
2. **New customers:** For this kind of customers, you have to come with something new, something
attractive. What about discounts? Typically, every subscription ends after a certain given time.
Making these types of offers for new customers strengthens your relationships with them and also
increases their retention.
.. raw:: html
<div align="center" style="color:#AD5E99; font-size: 2rem ;margin: 20px 0"> <b>Upselling can make
a subscription last longer!</b> </div>
Configuration
=============
As previously explained, to upsell a subscription to new customers, it is recommended to offer
*Discounts*. To activate this option, go to :menuselection:`Sales --> Configuration --> Settings` and,
under the *Pricing* category, you have the possibility to grant discounts on sales order lines.
.. image:: media/upsell_1.png
:align: center
:alt: Activation of the discount option in Odoo Sales
Upsell your first subscription
==============================
Before upselling a subscription, be sure to check out our documentation on how to
:doc:`Create a quotation <../../subscriptions/sales_flow/create_a_quotation>` using subscription
products. Indeed, once confirmed, a quotation becomes a sales order and a new subscription is
automatically created. Therefore, this subscription has the status *In progress*. From there, you
have the possibility to upsell your subscription.
.. image:: media/upsell_2.png
:align: center
:alt: Upsell your subscription with Odoo Subscriptions
By using the smart button *Upsell*, you are able to create a new quotation with new subscription
products and send it to your customers for approval.
.. image:: media/upsell_3.png
:align: center
:alt: Add products to your subscription via the upsell option in Odoo Subscriptions
.. important::
When the quotation is confirmed by your customers, the products are added to the initial
subscription. Quotation prices are, then, prorated to the remaining time of the current invoicing
period.
Of course, before sending this new quotation to your customers, you can change the unit price, taxes,
and, even the discount you want to offer. The smart button *Customer preview* is useful for mimicking
the customer's reaction. In this case, we can confidently say that the customer will *Sign and pay*
this new quotation. When it is done, you have to go back in edit mode, confirm the quotation, and
click on the smart button *Subscriptions* to visualize all updates. From there, you can see that an
additional line has been added to the subscription with the new extra service the customer wanted to
purchase.
.. image:: media/upsell_4.png
:align: center
:alt: Visualize all your subscriptions updates with Odoo Subscriptions
In addition, by clicking on the *Sales* button, you have a summary of your sales orders in a list
view.
.. image:: media/upsell_5.png
:align: center
:alt: List view of all sales orders created for a subscription
The only difference between your two sales orders is the description underneath the
*Subscription Management* category. There, you can easily visualize which one is your upselling.
.. seealso::
- :doc:`../../subscriptions/configuration/subscription_templates`
- :doc:`../../subscriptions/configuration/subscription_products`
- :doc:`../../subscriptions/sales_flow/create_a_quotation`