Subscription billing without the spreadsheet chaos.
Recurring revenue sounds simple until you have more than a handful of customers. After that, keeping track of who is on which plan, what they owe this period, whose payment is overdue and who just asked to cancel becomes a full-time job — if you are doing it in spreadsheets and email threads. Tenderely BPM turns each subscription into a structured record that moves through its own lifecycle: activation, invoicing, renewal and, when it comes to it, the conversation that keeps a customer from leaving.
What does a subscription business repeat every month?
01
Defining plans and pricing
Monthly, quarterly, annual; standard, discounted, promotional. Each combination needs to be defined once and applied consistently when a customer signs up.
02
Onboarding a subscriber
Linking a customer to a plan, recording the agreed price and start date, and opening their billing record. When this is done in a chat message, it unravels later.
03
Issuing period invoices
At the end of each billing cycle the right amount needs to go to the right customer. When plans vary and discounts are scattered across notes, one period's invoices take a whole day to prepare.
04
Tracking payment status
Paid, overdue, partially settled. Without a single view of who has and has not paid, chasing happens by memory and gaps are missed entirely.
05
Renewal reminders
Before a subscription lapses, the customer needs a heads-up and your team needs to know it is coming. When this depends on someone checking a spreadsheet, renewals slip.
06
Handling cancellation and pause requests
A customer who wants to cancel or pause is an opportunity to retain, not just a task to process. That conversation needs a structure so it actually happens.
Where does this break down today?
The subscriber list lives in a spreadsheet
Start dates, plan names, agreed discounts and payment notes collected in rows that only the person who built the file can navigate. When that person is away, billing stalls.
Invoicing is a manual monthly scramble
Someone cross-references the subscriber list, checks for mid-period changes, applies discounts case by case and then sends each invoice individually. It is the same effort every single month.
Overdue accounts are found late
There is no alert when payment does not arrive. The overdue balance is discovered at month-end, by which point two or three weeks of follow-up time have already been lost.
Cancellations get processed but not addressed
A cancellation request arrives, the subscription is stopped, and nobody has the structured conversation that might have changed the outcome. Retention is left to whoever happens to see the message first.
What changes with Tenderely BPM
01
Each subscription is a living record
Plan, start date, agreed price, billing cycle and payment history are all part of one record. Nothing lives in a private spreadsheet or a chat thread.
02
Approval steps enforce your pricing rules
Conditional branching means a discounted rate or an extended trial can require a manager's approval before it is activated. The exception is recorded, not just remembered.
03
Reminders send without being triggered by a person
Give a renewal or payment step an SLA and the system notifies the right people when the deadline approaches. Renewals stop slipping because nobody checked the list.
04
Cancellation becomes a retention flow
A cancellation request opens a structured conversation: reason, offer, outcome. The flow ensures that every departing customer is actually spoken to before the subscription closes.
05
Customers can submit requests from outside
A public form lets a subscriber request a plan change, a pause or a cancellation without calling in. The request lands on the right record and enters the right flow automatically.
06
Billing health is visible in a dashboard
Active subscriptions, upcoming renewals, overdue invoices and cancellations in progress are numbers on a screen rather than answers that require someone to compile a report.
FAQ
Can we set up different plans with different pricing rules?
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Yes. Plans are defined as structured records, so monthly, quarterly and annual cycles with different base prices, promotional discounts and trial periods can all coexist. Conditional steps in the flow ensure the right price is applied and, where needed, approved before activation.
How does this work for sectors that are not subscription businesses by default?
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Recurring billing applies wherever a customer pays on a schedule: gyms, software resellers, property managers collecting maintenance fees, clinics on retainer, training providers with term fees, and many others. The module is sector-independent and adapts to your existing customer records.
Can we give customers visibility into their own subscription?
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Yes. A customer can be connected as a linked external user who sees only their own record and any steps that await their input, such as a renewal confirmation or a plan-change request. They never see your internal data or other customers.
Who can see subscription and payment data?
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Role- and unit-level permissions decide who sees which records. A sales team can be limited to their own customer subscriptions, and sensitive fields such as agreed discount rates can be hidden from roles that do not need them.
Does the module replace our payment gateway or accounting system?
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It manages the subscription lifecycle — the plan, the billing record, the approval steps, the reminders and the cancellation flow. Payment collection happens through whatever method you already use, and the settled or overdue status is recorded on the same record so your team has a single source of truth.