POS Subscription
Sell and manage recurring subscription services directly at point of sale. Create subscriptions, auto-renew, track recurring revenue, and manage customers effectively.
Overview
POS Sale Subscription module integrates recurring subscription functionality into Odoo point of sale system, allowing sale of service packages, memberships, and subscriptions at the counter.
From creating new subscriptions, managing renewals, tracking recurring revenue to processing cancellations and pauses - everything is done quickly and automatically.
Key Features
Key points
• Sell subscription packages at POS - Select service package, billing cycle and create subscription at counter
• Auto-renewal - System automatically renews and charges according to configured cycle
• Flexible billing cycles - Support monthly, quarterly, annual or custom payments
• Manual renewal processing - Early renewal, package change or service upgrade at POS
• Track subscription status - Active, expiring soon, cancelled, paused
• Calculate recurring revenue - MRR (Monthly Recurring Revenue), ARR (Annual Recurring Revenue) reports
• Manage subscription customers - Subscription history, time remaining, lifetime value
• Payment integration - Support one-time payment or save card info for auto-renewal
Target Users
Key points
• Gyms and fitness centers - Monthly, quarterly, annual packages, VIP memberships
• Spas and salons - Skincare, massage, hair care recurring packages
• Coffee shops - Daily, weekly coffee subscription packages
• Laundry services - Monthly recurring laundry packages
• Learning centers - Monthly tuition, semester, academic year packages
• Maintenance services - Equipment, car maintenance recurring packages
• Pet stores - Monthly pet care packages
How to Use
Steps
1. Open POS application and login to session
2. Select subscription product/service from catalog (must be configured as "Subscription Product")
3. Choose billing cycle: monthly, quarterly, annual (if multiple options)
4. System displays price for selected cycle
5. Select or create customer (required for subscription)
6. Enter subscription start date (default is today)
7. Select payment method and process payment
8. Print subscription contract and membership card (if applicable)
9. System automatically creates renewal orders per cycle
10. When customer comes to renew: find subscription, confirm renewal and payment
Scenario 1: Sell 3-month gym membership
New customer wants to buy 3-month gym membership. Staff selects "Premium Membership - 3 months" package, price $300.
Customer pays, receives membership card and contract. System automatically creates renewal schedule after 3 months.
Scenario 2: Renew monthly spa package
Customer has monthly spa package expiring soon. Staff finds subscription in system, selects "Renew".
System automatically calculates next month fee $150. Customer pays and continues using service.
Scenario 3: Upgrade from basic to VIP package
Customer using basic package $100/month wants to upgrade to VIP $200/month.
Staff finds current subscription, selects "Upgrade package", chooses VIP. System calculates prorated difference for remaining time.
Scenario 4: Pause subscription
Customer going on business trip for 2 months, wants to pause gym package. Staff selects "Pause subscription", enters reason and duration.
System stops charging, extends subscription time by 2 months. When customer returns, reactivate subscription.
Scenario 5: Cancel subscription and refund
Customer bought 6-month package but wants to cancel after 2 months. Per policy, refund 50% for unused time.
Staff selects "Cancel subscription", enters reason, system calculates refund amount. Process refund and complete.
Important Terminology
Key points
• Subscription - Service package customer subscribes to use periodically
• Subscription Product - Product/service sold under subscription model
• Billing Cycle - Time interval between charges (monthly, quarterly, annual)
• Auto-Renewal - System automatically renews and charges at end of cycle
• MRR (Monthly Recurring Revenue) - Monthly recurring revenue
• ARR (Annual Recurring Revenue) - Annual recurring revenue
• Churn Rate - Rate of customers cancelling subscriptions
• Subscription Status - Active, Expired, Cancelled, Paused
• Upgrade/Downgrade - Change service package to higher or lower tier
• Proration - Calculate charges based on actual usage time when changing packages
Tips for Effective Use
Key points
• Configure packages clearly - Package name, price, cycle, benefits easy for customers to understand
• Encourage long-term payment - Discount for 6-month, 1-year packages to increase commitment
• Set up renewal reminders - Send notifications 7-14 days before expiration
• Flexible cancellation policy - Easy to cancel or pause to retain customers
• Monitor MRR and churn rate - Know business health and customer trends
• Create referral program - Current customers refer new ones, receive benefits
• Analyze popular packages - Invest in preferred packages, improve less chosen ones
• Train sales staff - Understand benefits of each package for effective consulting
System Requirements
Key points
• POS module installed and configured
• Sale Subscription module installed
• Products configured as "Subscription Product" with cycles and prices
• POS hardware (computer, membership card printer if needed)
• Stable internet connection for data sync
• Email configuration for renewal reminders (optional)
Troubleshooting: Cannot create subscription
Key points
• Check product is marked "Subscription" in configuration
• Ensure billing cycle is set for the product
• Confirm customer is selected (required for subscription)
• Verify Sale Subscription module is installed and activated
Troubleshooting: Auto-renewal not working
Key points
• Check "Auto-Renewal" configuration is enabled for subscription
• Confirm customer payment information is still valid
• Verify auto-renewal cron job is configured correctly
• Check system logs for specific renewal errors
Troubleshooting: Price calculated incorrectly on upgrade/downgrade
Key points
• Check proration configuration is enabled
• Confirm new package price is updated correctly
• Verify start and end dates of current cycle
• Review package change pricing policy in Settings
Troubleshooting: Cannot find customer subscription
Key points
• Search by customer name, phone number or email
• Check subscription status (may be expired or cancelled)
• Ensure POS is synced with server (check connection)
• Confirm subscription was created from this POS or another POS/backend
Frequently Asked Questions
Key points
• Can customers have multiple subscriptions at once? - Yes, customers can subscribe to multiple different packages
• How to know which subscriptions are expiring? - View "Expiring Subscriptions" report or set up automatic reminders
• Can billing cycle be changed mid-term? - Yes, but need to cancel old subscription and create new one with different cycle
• Can customers self-renew online? - Yes, if customer portal and online payment are configured
• How to handle customers who forget to renew? - Allow late renewal within grace period (typically 7-14 days)
• Can free trial packages be offered? - Yes, create subscription with $0 price for first cycle
Business Benefits
Key points
• Stable and predictable revenue - MRR/ARR helps accurate financial planning
• Increase customer lifetime value - Customers stay longer, spend more
• Reduce customer acquisition costs - Focus on retaining existing customers
• Improve cash flow - Collect payment upfront for services used later
• Increase customer retention rate - Subscription model creates usage habits
• Easy to scale - Increase revenue without proportional cost increase
• Rich customer data - Understand behavior, preferences for service personalization