Manual subscriptions

You’ll need to be a Staff, Admin, or Owner to add manual customers and subscriptions. Read more about user roles and permissions.

Manual subscriptions are a non-technical method for adding subscription data to ChartMogul.

Use manual subscriptions when:

  • Adding a small dataset of customers who are invoiced outside of your billing system or billed using a system not supported by ChartMogul.
  • You need to correct data from your billing system. For example, you accidentally issue a one-time invoice instead of a recurring invoice. Add a manual subscription to report a subscription for the customer.
  • You want to import historical subscription data without uploading invoices.

Manual subscriptions use subscription data instead of invoice data. Learn more in Getting started with importing data.

Here's what we cover in this article:

Before you begin

Key considerations

Before adding a manual subscription, please review the following information:

  • Manual subscriptions generate subscriptions and metrics differently than other import methods. Learn more about the differences.
  • Manual subscriptions generate MRR movements and contribute to all subscription metrics.
  • Manual subscriptions are reported as paid and contribute to cash flow reports when the Contribute to cash flow reports option is selected.
  • To contribute to cash flow reports, the Contribute to cash flow reports option must be selected.
  • Manual subscriptions are active until explicitly canceled. Modifying the Contribute to cash flow reports option may auto-churn the subscription. Learn more.
  • Manual subscriptions must be added to a custom source. When adding a manual subscription to a customer who has been imported using a different source, ChartMogul creates the manual subscription in a duplicate customer record and merges it automatically with the existing record. This process takes place in the background — the manual subscription simply appears in the existing customer record.
  • It is not possible to track refunds, prorated invoices, void invoices, or subscriptions with multiple components using manual subscriptions. To track this in ChartMogul, use a different import method.

Adding a manual subscription

You can also add manual subscriptions using data tables or import them in bulk using CSV.

Follow the steps below to track subscriptions in ChartMogul without uploading invoice data. Learn more about other import methods in Getting started with importing data.

To add a manual subscription from a customer record:

  1. From Customers, select the customer record.
  2. Navigate to the Subscriptions tab and click Add Subscription.
    Screenshot of the Subscription table with the Add Subscription link highlighted.
  3. Complete the following information:
    • Source — Select a custom source from the drop-down.
    • Plan — Select a plan from the drop-down.
    • Amount paid — The billing currency and final amount billed.
    • Quantity — Amount of subscriptions.
    • Subscription start date — The date the subscription will begin.
    • Contribute to cash flow reports — Select this option to have ChartMogul generate transactions and have the subscription contribute to cash flow reports. This does not impact your billing system. Screenshot of the Add Subscription dialog with fields as described here.

Click Add Subscription. ChartMogul creates the subscription and classifies it as active until it is explicitly canceled. Modifying the Contribute to cash flow reports option may auto-churn the subscription. Learn more.

Access your subscription under Data & Config > Sources. Select the source that contains the customer and click the Manual Subscriptions tab.

Screenshot highlighting the location of the Manual Subscriptions tab.

The Subscriptions tab lists all subscriptions, including manual subscriptions.

Importing manual subscriptions in bulk

Follow the steps below to import manual subscriptions in bulk using CSV files. Learn more about importing data using CSV.

Adding manual subscriptions to existing customers

  1. Download a sample CSV file with manual subscription data.
  2. Replace the sample data with your subscription data. Learn more.
  3. Navigate to Data & Config > Sources and select a custom source.
  4. Select the Manual Subscriptions tab and click Import CSV to upload the modified CSV file.

Screenshot highlighting the location of the Manual Subscriptions tab and the Import CSV button.

Importing customer and subscription data at the same time

  1. Download a zip package of sample CSV files with manual subscription data.
  2. Replace the sample data in each file with your data. Learn more.
  3. Navigate to Data & Config > Sources and select a custom source. Or, create a new source by clicking Add Source and selecting Custom Source.
  4. Import each modified CSV file by selecting the respective tab and clicking Import CSV. Keep this order:
    1. Plans
    2. Customers
    3. Contacts (optional)
    4. Manual Subscriptions

Screenshot highlighting the location of the Customers, Contacts, Manual Subscriptions, and Plans tabs and the Import CSV button.

Modifying a manual subscription

Modify manual subscriptions in bulk using data tables or CSV.

To modify a manual subscription from a customer record:

  1. Navigate to the Subscriptions section of the customer’s record and click Edit.
    Screenshot of the Subscriptions table showing one row representing a subscription. The Edit link in this row is highlighted.
  2. Within Modify Subscription, add the following MRR movements:
      • Contraction — Decreasing the Amount paid or Quantity for the subscription.
      • Expansion — Increasing the Amount paid or Quantity for the subscription.
        Screenshot of the Modify Subscription dialog with the Amount paid and Quantity fields highlighted.
  3. Change the Contribute to cash flow reports option to update how ChartMogul reports transactions for the subscription.
  4. For accurate reporting, include the Date of subscription modification.
  5. Click Modify to save your changes.

Auto-churn of manual subscriptions

ChartMogul reports the subscription as paid when the Contribute to cash flow reports checkbox is selected. The subscription is reported as unpaid when the checkbox is not selected. 

When you deselect this option for a subscription which was previously reported as paid (and contributing to cash flow reports), ChartMogul classifies the subscription as Past due. ChartMogul may automatically churn the subscription, depending on how you’ve configured your Handling Past-due Subscriptions setting.

Canceling a manual subscription

Cancel manual subscriptions in bulk using data tables or CSV.

When a manual subscription is canceled, it cannot be re-activated. A new subscription must be added.

To cancel a manual subscription from a customer record:

  1. Navigate to the Subscriptions section of the customer's record and click Edit.
  2. Within the Churn Subscription section, add the cancellation date and click Churn.

Or, click Erase All Record of This Subscription to remove the subscription and erase its historical data.

How ChartMogul calculates MRR for manual subscriptions

ChartMogul calculates MRR for manual subscriptions using:

  • The plan interval (‘day’, ‘month’, or ‘year’) defined when you created the plan.
  • The interval count defined when you created the plan.
  • The amount paid when the subscription was added.

For example, a customer billed every three (interval count) months (plan interval) who pays $300 (amount paid), would have $100 MRR ($300 / 3 months = $100 MRR).

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