How to Manage Subscription Orders

Subscription orders in ClickFunnels allow you to manage ongoing subscriptions for your customers. The Subscriptions section allows you to view subscription details, update payment methods, and manage invoices. This article provides clear steps to help you manage subscription orders efficiently.

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Requirements

• An active ClickFunnels account

• A subscription product created in the Products section

• A payment method integrated within the workspace

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Viewing Subscription Order Details

1. Navigate to Customers in the sidebar menu, then click Subscriptions.
   

2. In the Orders dashboard, find the order you want to view and click the Order Number to open the order details page.

   To learn about creating manual orders, check our How to Create and Manage Orders.

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Managing Subscription Orders

The subscription order detail page provides tools to manage both the subscription and the overall order. The actions available depend on the order’s status, fulfillment, and billing conditions.

Manage Subscription

The Manage Subscription menu includes options to modify the subscription settings. Only the options that apply to the subscription’s current status are shown:

Note

Pause Subscription, Edit Pause, Resume Subscription, and Update Renewal aren’t available for orders processed with Stripe.

• Pause Subscription: Temporarily stops billing and fulfillment. Access will remain paused until the subscription is resumed. This option is available for active or trialing subscriptions that aren’t already paused. When selected, you’ll be prompted to:

  • Enter a Description (optional).

  • Set the Effective Time (when the pause begins).

  • Set the End Time (when the pause ends and billing resumes).

  • Click Create pause to confirm the pause.

• Edit Pause: Appears in place of Pause Subscription while a subscription is paused. Update the pause Description or End Time, then click Update pause.

• Resume Subscription: Appears while a subscription is paused. Resumes the subscription right away after you confirm.

• Cancel Subscription: Ends the subscription and stops future payments and access. When selected, you can:

  • Choose Next Renewal to cancel at the end of the billing period.

  • Choose Now to cancel immediately.

    • Optionally select Prorate remaining subscription balance to refund the unused portion of the current cycle.

  • Select a Reason for cancelation. The list of reasons is different for orders processed with Stripe.

  • Add a Cancelation description (optional).

  • Click Save to confirm.

  After a subscription is canceled, this option is labeled Change Cancellation Date so you can change when the cancellation takes effect.

• Don’t Cancel: Available only for orders processed with Stripe that are scheduled to cancel at a future date. Removes the scheduled cancellation.

• Change trial end date: Available while the subscription is in its trial. Lets you set a new trial end date in the future.

• Reactivate Subscription: Available for canceled subscriptions. Opens a form to reactivate the subscription.

• Update Renewal: Adjusts the next renewal date for the subscription, allowing changes to the billing cycle. This does not prorate the amount. When selected, you can:

  • Select Change renewal date to today.

  • Select Change due time to and pick a future date to schedule the next billing date.

  • Click Update to confirm or Cancel to exit without changes.

Manage Order

The Manage Order menu includes options to make adjustments to the overall order:

• Send Invoice: Sends the invoice to the customer via email. You can customize the subject and message before sending.

• Discounts: Adds or adjusts discounts for the order. Select the desired discount option from the menu. Refer to the Creating and Managing Discounts in ClickFunnels article.

• Shipping Options: Edits or adds shipping charges to the order. You can choose predefined rates or set a custom shipping value. Learn more about How to Create and Manage Shipping Profiles.

• Delete Order: Deletes the order permanently. This option is available for orders with a Pending or Draft billing status that have no payment attempts (including failed ones). Test orders can always be deleted.

Pay Invoice

If the order is unpaid or has an outstanding invoice, the Pay Invoice button becomes available. It appears when the order’s billing status is Pending, Draft, Unpaid, Failed, Partially paid, or Past due.

Note

For orders processed with Stripe, the Pay Invoice button is only used for the order’s first payment. After an invoice has been paid, pay later invoices from the Invoices section instead.

1. Click Pay Invoice.

2. Confirm the invoice details, including the amount.

3. Select a payment method:

   • Saved Payment Methods: Use an existing card already saved to the contact.

   • Credit Card: Manually enter a new card (only visible if admin credit card entry is enabled).

   • Mark as Paid: Use this option if the customer already paid through an external method.

   • Send Invoice Email: Send the customer an email with a payment link so they can complete the transaction themselves.
     

     Caution

     If you don’t see the Credit Card option listed, your workspace may have disabled admin credit card entry. This is controlled by the “Allow User Credit Card Entry” setting in your workspace settings.

     To learn how to check or update this setting, see “Allow User Credit Card Entry” section in the How to Manage Workspace Settings article.

     Note

     For orders processed with Stripe, the payment method options are Credit card, Mark as paid, and Send Invoice Email. When Allow User Credit Card Entry is enabled, you can enter a new card under Credit card. When it’s disabled, Credit card lists the customer’s saved payment methods instead.

4. Enter the payment amount. For orders processed with Stripe, the payment amount is shown but can’t be changed.

5. Click Pay $[Amount] to complete the payment. For orders processed with Stripe, the button is labeled Pay. Once processed, the order status will update to Paid.

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Managing Subscription Plans

The Plan section on the subscription order page allows you to review and manage subscription details for future billing. You can also issue the invoice early if needed.

1. Review Plan Details

   • In the Plan section, you’ll see the current subscription product, including its name, pricing structure, and billing frequency.
     

2. Edit Plan Details
   Click the gear icon next to the plan to open the Edit Plan window. From here, you can:
   

   • Change the Variant (if multiple options exist).

   • Select a different price from the product’s existing prices, and edit the Quantity.

   • Set the Effective time:

     • Now: Apply changes immediately.

     • End of billing period: Schedule the change for the next cycle.

     • Custom: Select a specific time and date.

   • Choose whether to Prorate invoice (not shown for physical products).

   • Choose whether to Pay invoice now when applying the change. For orders processed with Stripe, this option is labeled Require successful payment to proceed?

   • Click Update to apply changes or Discard to cancel.

   For orders processed with Stripe, a scheduled change appears as an Upcoming Plan below the current plan. To keep the current plan, click Cancel next to the upcoming plan, then click Cancel Plan Change. You must cancel the upcoming plan before you can edit the subscription again.

3. Early pay for upcoming invoice (Optional)
   If the Early Pay button is available, you can generate and issue the invoice ahead of schedule. Early Pay isn’t available for orders processed with Stripe. Clicking Early Pay opens a window where you can:
   

   • Leave original time (keep the current due date).

   • Change due time to now.

   • Select a custom due date/time.

   • Click Issue to generate the invoice immediately.

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Managing Payment Transactions

The Payments section on the subscription order page provides a detailed record of all payments associated with the order. You can view payment information or process refunds when needed.

Steps to Manage Payments

1. View Payment Details:

   • Locate the payment in the Payments section.

   • The table displays the payment Result, Type, Amount, Payment Method, and the date it was created.

   • To view more details, click the three dots icon next to the payment and select View.

2. Refund a Payment (if applicable):

   For orders processed with Stripe, payments recorded with Mark as paid can’t be refunded here.

   1. Click the three dots icon next to the payment you want to refund.

   2. Select Refund from the dropdown menu.
      

   3. In the Refund Payment pop-up, enter the refund amount. You can issue a full or partial refund based on the available balance.

   4. Optionally, add a reason for the refund in the Reason for refund field. For orders processed with Stripe, choose a reason from the list instead (Duplicate, Fraudulent, or Requested by customer). If you choose Fraudulent, Stripe automatically blocks the card used for the payment.

   5. Review the details, then click Refund $[Amount] to process the refund.

   6. Once the refund is complete, it will appear in the Payments section with updated details.

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Managing Invoices

The Invoices section on the subscription order page provides a record of all invoices associated with the order. You can view details, manage payments, or take additional actions based on the invoice status.

To manage an invoice, click the Three dots icon next to it and select one of the available options:

• Pay: Process payment for an unpaid invoice.

• View: Open and review invoice details.

• Send: Email the invoice to the customer.

• Download: Save a PDF copy of the invoice.

• Reissue: Regenerate the invoice with updated details. Available for Unpaid, Past Due, and Abandoned invoices.

• Abandon: Cancel the invoice. Available for Unpaid, Draft, and Past Due invoices.

Note

For most orders processed with Stripe, Reissue and Abandon aren’t available. Instead, you can Void an Unpaid, Past Due, or Uncollectible invoice, or Mark Uncollectible an Unpaid or Past Due invoice.

For more detailed steps, refer to the How to Manage Invoices article.

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Assign affiliate commissions

• Click Assign Affiliate in the Commissions section to assign an affiliate to the order.
  

• For detailed instructions on managing affiliate commissions, refer to the How to View and Manage Affiliate Commissions article.

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Order Timeline

The Order Timeline section provides a chronological log of all activities related to the subscription order. This includes invoice generation, payment status updates, subscription renewals, and other key events.

How to Use the Order Timeline

1. Review Order Events:

   • Scroll through the timeline to view a detailed history of events, such as:

     • Invoice issuance and updates (e.g., marked as paid, past due).

     • Subscription renewals or cancellations.

     • Payment actions recorded by the system.

2. Add Internal Notes:

   • Use the text box at the top of the timeline to write a note.

   • Click Post to save the note.

   • Notes are internal and can help track additional information or communication regarding the order.

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Managing Customer and Subscription Details

The right-hand section of the subscription order page provides tools and information for managing customer details, subscription settings, and additional order actions.

Customer Information

• Name and Contact Information: Displays the customer’s name, email, and the total number of orders they’ve placed.
  

• Started: The date the subscription began.

• Current period: Shows the start and end dates of the current billing cycle.

• Renews: Indicates when the subscription will renew next.

• Total paid: The total amount the customer has paid for the subscription so far.

Autopay Method

• Payment Method: Displays the saved payment method (e.g., credit card or PayPal) and its expiration date.
  

• Change Payment Method:
  If the customer has added multiple payment methods in their Customer Center, you can select one of these existing methods for autopay. If your workspace has enabled the Allow User Credit Card Entry setting, admins can also add a new credit card during this process.

  1. Click Change next to the autopay method.

  2. Choose a payment method from the list of options, or click Add New Card to enter a new credit card. For orders processed with Stripe, this button is labeled Add Payment Method.
     

  3. Save the changes to update the autopay settings for future payments.

     Helpful Resources

     1. Customer Center - Understanding User View

     2. How to Manage Workspace Settings

Backup Method

For subscriptions processed with Payments AI, you can add a backup payment method. It’s used if the primary autopay method fails, which helps prevent subscription interruptions due to expired or declined cards.

• Click Add backup to choose a backup payment method, or click Change to replace the current one.

• If no backup is set, the section shows No backup payment method.

Shipping Address

• Displays the customer’s shipping address.

• Click Edit to update the address if necessary.
  

Billing Address

• Shows the current billing address. For orders processed with Stripe, this section is labeled Contact billing address.

• Click Edit to modify the information.
  

Order Tags

Use Order Tags to categorize and organize the order.

• Click Add to create new tags or assign existing tags to the order.

• Tags can help you track orders by category, priority, or any other custom labels you choose.

Notes

The Notes section allows you to add internal comments related to the order:

• Click Add to write a new note.

• Notes are visible only to team members and can be used to document special instructions, customer requests, or order history.

Upcoming Invoices

This section displays the next scheduled invoice for the subscription:

• Date: Shows when the next invoice will be processed.

• Amount: Displays the total charge for the upcoming invoice.