Renew, change, and close subscriptions

Quick summary: Use a linked renewal or upsell quotation and close a subscription only after checking its billing obligations.

Choose the appropriate change

Renew creates a quotation for continuing the subscription into a new period; it is not a payment reminder.
Upsell creates a linked quotation for additional products or quantities in the current subscription. Review the current period’s billing first.
Close ends an active subscription. The back-office close action normally closes it now; a customer’s portal option to close at period end is a separate configured workflow.
For a reduction, downgrade, or future-dated cancellation, agree the effective date and billing treatment with the subscription owner before editing lines or closing. An upsell is not a general refund procedure.

Open the existing subscription and check the customer, Recurring Plan, current products, Next Invoice Date, and latest invoice/payment status. Resolve an outstanding billing issue before issuing an overlapping renewal.
Click Renew to create a linked renewal quotation. Review its start date, recurring period, products, prices, taxes, and terms.
Send the quotation for acceptance using the normal sales procedure. Creating a quotation alone does not renew the contract.
After acceptance and required approval, confirm the renewal. Open Sales History to verify the link between the original subscription and the renewed order.
Check the new next invoice date and any invoice created or awaiting processing. Renewal confirmation and payment remain separate events.

Open the existing subscription, ensure the current period has been invoiced as required, and click Upsell.
Add the extra products or quantities on the linked quotation. Check dates, taxes, and the proposed price for the remaining period.
Review proration carefully: standard subscription proration applies to services, not goods. Do not promise that every recurring product receives a prorated price.
Send the offer and confirm it only after acceptance. Check the original subscription to verify the updated products and quantities, then review the related invoice.

Check the agreed end date, notice period, outstanding invoices, and any delivered but unbilled work with the responsible owner.
When the subscription should actually end, click Close, select Reason, and submit the dialog.
Check the resulting subscription status and end date. Resolve final billing, any approved credit, and payment reconciliation with accounting separately.
Record the customer communication and check related service commitments. Closing the subscription alone is not evidence that an external service account has been disabled.

The sales history records an accepted renewal or addition; a closed subscription retains its invoicing history.

Upsell is blocked: inspect the original period’s invoice and the proposed start date; do not create a duplicate subscription to bypass the message.
A trial is involved: use the free-trial guide before changing trial dates or invoicing.
Invoice remains in draft: your configured workflow may require manual review. Check the invoice before assuming it was sent or paid.
Wrong subscription was closed: ask the subscription owner to review reopening and the next invoice date before resuming billing.