## Zoho Billing - Product, solutions, integrations, support, and resources Index Access the complete documentation index at: https://www.zoho.com/bh/billing/llms.txt Use this file to discover all available documentation pages before proceeding. # Subscription Quotes A subscription quote lets you send customers a formal price proposal that includes subscription plans, addons, and coupons, or items before they commit to a subscription. Once the customer accepts the quote, you can convert it into an active subscription directly, without re-entering any details. **Scenario:** Patricia Boyle, a sales representative at Zylker Cloud, is in talks with a prospect who wants to try their Premium plan with additional storage addons before signing up. Patricia creates a subscription quote in Zoho Billing with the plan details and pricing, and shares it with the prospect for their team’s approval. Once the prospect accepts the quote, Patricia converts it into a subscription in just a few clicks, no duplicate data entry needed. ## Create a Subscription Quote To create a subscription quote: * Log in to your Zoho Billing organization. * Go to **Sales** on the left sidebar and select **Quotes**. * Click **\+ New** in the top right corner. * Switch to the **Subscription Quote** tab. * Fill in the required details: Field Description Customer Name Select the customer for whom you are creating the quote. Location Select the business location to set the source of supply. Quote# A unique quote number is auto-generated. Click the **Settings** icon to configure the prefix or switch the transaction number series. Reference# Enter an optional reference number for internal tracking. Quote Date Set the date on which the quote is created. Expiry Date Set the date after which the quote will no longer be valid. Subject Enter a short description to let your customer know what this quote is for. Salesperson Select the salesperson associated to the subscription quote from the dropdown. * Under **Create Subscription For**, choose one of the following: * **Product (Plan & Addons)** - to create the quote around a specific product and its associated plans and addons. * **Items** - to create the quote using individual line items instead of a product. * If you select **Product (Plan & Addons)**: * Select a **Product** from the dropdown. * Optionally, select a [**Price List**](/bh/billing/help/product-catalog/price-lists.html) to apply custom pricing. * In the Plan and Addon table, select the plan, specify the **Quantity**, and verify the **Rate**, **Tax**, and **Amount**. * Add any addons by clicking the next row in the table. * Configure the billing preferences: Field Description Expires After Enter the number of billing cycles after which the subscription expires. Check **Never Expires** if the subscription should continue until manually removed. Trial Days Enter the number of trial days you’d like to provide your customer for the plan selected. Setup Fee Check **Charge setup fee when the trial period starts** to apply a setup fee at the start of the trial. Profile Name Enter a reference name for the subscription that will be created from this quote. This field is available when creating a quote using Items. Bill Every Set the billing frequency for the subscription, for example, every 1 month or every 3 months. This field is available when creating a quote using Items. * In the **Coupon** table, select the coupon that will be associated from the dropdown. The respective coupon value will be deducted from the subscription based on its configuration. [Learn more about how coupons work](/bh/billing/help/product-catalog/coupons/). * In **Customer Notes**, enter any notes you want to display to the customer on the quote. * In **Terms & Conditions**, enter the terms applicable to this quote. * Under **Attach File(s) to Quote**, upload any supporting documents. You can upload up to 5 files, each up to 10 MB. * Under **Payment Mode**: * Check **Collect payment offline** to create an offline subscription. An invoice will be generated at each billing cycle, and the customer can review and complete the payment manually via cheque, cash, or bank transfer. You can still collect a one-time online payment by selecting an available gateway (e.g., Stripe, Zoho Payments). * Leave **Collect payment offline** unchecked to create an online subscription. The customer’s stored payment method will be automatically charged on each renewal without any manual action. * Click **Continue** to preview the subscription quote. * Review the details and click **Save as Draft** to save it for review, or **Save and Send** to send it to your customer immediately. The quote will be created and sent to your customer. They can view it through the shared link or in the [Customer Portal](/bh/billing/help/settings/customer-portal/customer-portal-functions.html#quotes), if enabled. **Note:** Additional custom fields, if configured for your organization, appear at the bottom of the form under **Additional Fields**. To add custom fields, go to **Settings > Sales > Quotes > Field Customization**. ## Create a Quote for an Existing Subscription If a customer wants to upgrade, downgrade, or modify their current subscription, you can create a subscription quote directly from the existing subscription. This gives the customer a clear view of the updated pricing, addons, or prorated adjustments before the change is applied. **Scenario:** Brandon Taylor is currently subscribed to the Basic plan ($30/month) of Zylker cloud storage application but wants to upgrade to their Premium plan ($70/month) with an additional storage addon ($15/month). Zylker now creates a new quote with the following details: New Plan: Premium = $70/month Addon: Additional Storage = $15/month Total Quote Amount: $85 The quote is then sent to Brandon for approval, who reviews the pricing details and approves the quote. Now, John can easily subscribe Brandon to their higher plan by updating the subscription based on the approved quote. To create a quote for an existing subscription: * Go to **Sales** and select **Subscriptions**. * Open the subscription for which you want to create a quote. * Click the **More** icon at the top and select **Create Quote**. * In the quote form, make the necessary changes, such as updating the plan, adjusting the quantity, or adding addons. * Click **Continue** to preview the changes and the corresponding charges. * Click **Save and Send** to send the quote to your customer. The quote will be sent to the customer. ## Create an End of Term Quote When a customer wants to upgrade their plan, adjust quantities, apply discounts, or change addons during the upcoming billing cycle, you can create an End of Term (EOT) Quote directly from their active subscription. The EOT Quote gives both you and the customer a clear, agreed-upon picture of exactly what the next invoice will look like before the change takes effect. **Scenario:** Daniel Evans, a sales representative at Zylker Cloud, has a customer currently on the Professional Plan (10 seats at $200/month) who wants to move to the Enterprise Plan (25 seats) at renewal. Daniel creates an EOT Quote from the existing subscription, showing the new plan, adjusted quantity, and an applicable coupon, all before the current term ends. The customer reviews and approves the quote, and when renewal day arrives, the invoice matches the quote exactly. **Note:** An EOT Quote does not modify the live subscription immediately. The change is applied only when the current billing term ends, and the next invoice is generated to match the approved quote exactly. **Pro Tip:** Once an end-of-term quote is accepted, you can view the changes in the subscription details page. To view this, navigate to the subscription. To create an End of Term Quote: * Go to **Sales** and select **Subscriptions**. * Open the active subscription for which you want to schedule a change. * Click the **More** icon at the top and select **Create Quote**. * In the quote form, make the necessary changes, such as updating the plan, adjusting the quantity, adding or removing addons, or applying coupons. * Under **When to Apply Changes**, select **End of Term**. * Click **Continue** to preview the amended subscription details and the corresponding charges. * Review the details and click **Save as Draft** to save for review, or **Save and Send** to share it with your customer. The quote will be sent to the customer for review. Once they accept it, the change is scheduled automatically. When the current billing term ends, the changes are applied and the next invoice is generated matching the approved quote exactly. ## Convert a Subscription Quote to a Subscription After your customer accepts a subscription quote, you can convert it into an active subscription. There are two ways this can happen: manually from Zoho Billing, or by your customer directly through the [Customer Portal](/bh/billing/help/settings/customer-portal/customer-portal.html). ### Convert to Subscription Manually in Zoho Billing If you prefer to review and confirm each subscription, you can choose to convert accepted quotes into subscriptions manually rather than enabling automatic conversion. **Scenario:** Sarah at Zylker Cloud handles enterprise customers whose subscriptions often require a final internal review before activation: checking seat counts, verifying billing cycles, or confirming addons. Rather than enabling automatic conversion, Sarah prefers to convert each accepted quote manually so she can validate the details one last time before the subscription goes live. To convert a subscription quote manually: * Go to **Sales** and select **Quotes**. * Open the accepted subscription quote. * Click **Convert to Subscription** at the top of the page. * Review the subscription details and click **Save**. The subscription will be created with the plan and addon details from the quote. If you’d like to skip this manual step and have subscriptions activated automatically upon quote acceptance, see [Automate Subscription Quote Conversion](/bh/billing/help/sales/quote/subscription-quotes.html#automate-subscription-quote-conversion). ### Convert to Subscription from the Customer Portal If the Customer Portal is enabled for your customer, they can accept the quote and create the subscription themselves from the portal. **Note:** To allow customers to create subscriptions directly from the Customer Portal after accepting a quote, configure the relevant preference in **Settings > Customer Portal**. [Learn more](/bh/billing/help/settings/customer-portal/customer-portal-functions.html#quotes). The payment flow your customers experience depends on whether auto-charge is enabled for their account: **If Auto-charge is enabled:** For online subscriptions, the customer can initiate the subscription creation, after which they are redirected to a Hosted Payment Page (HPP) for the quote. They can review the subscription details, enter their payment information, and complete the payment to finalize the subscription. **Pro Tip:** Enabling Auto-charge improves cash flow by ensuring subscriptions are activated only after a successful payment. Once the subscription is created, Zoho Billing will automatically charge the customer on the payment method they provided, on every renewal date, without requiring any manual action. **If Auto-charge is disabled:** For offline subscriptions, the customer can preview the subscription summary and create the subscription directly. Once the subscription is created, Zoho Billing will generate an invoice at each billing cycle. The customer can then review the invoice and complete the payment manually using their preferred payment method. ## Automate Subscription Quote Conversion You can configure Zoho Billing to convert an accepted subscription quote into a subscription automatically, without any manual steps. Once enabled, any subscription quote that is accepted, whether by your customer through the [Customer Portal](/bh/billing/help/settings/customer-portal/customer-portal.html) or marked as accepted by you, will be automatically converted into a subscription, and an invoice will be generated for the customer. To enable automatic conversion, go to **Settings > Module Settings > Sales > Quotes** and check **Automatically Convert Subscription Quotes to Subscriptions**. **Note:** Automatic conversion cannot occur if the customer is not associated with a payment method when creating an autocharge-enabled new subscription quote. In such cases, you will need to create the subscription manually by providing their payment details in Zoho Billing. ## Customize a Subscription Quote You can customize how a subscription quote looks when sent to your customers by editing its PDF template. The template controls the layout, fonts, colors, and the subscription-specific details displayed on the quote. Customizations made to a template apply to all quotes using that template, but you can also assign a different template to a specific quote if needed. **Note:** The Subscription details customization in PDF templates is available only for the Standard Template. ### Subscription Details The Subscription Details subsection controls whether and how the subscription summary block appears on the quote PDF. Check **Show Subscription Details** to display the subscription summary block on the quote. When enabled, the block appears as a table on the PDF, showing the subscription information before the line items. Uncheck it to hide this block entirely from the quote. When enabled, you can configure the following: #### Subscription Title Field Description Subscription Title Enter the heading that appears at the top of the subscription summary block on the PDF. Defaults to “Subscription Details.” Font Size Set the font size for the section title in points (pt). Font Color Set the color for the section title text. #### Subscription Information This controls the appearance of the field labels and values inside the subscription summary block. Field Description Label Color Sets the color for the column headers (Product Name, Billing Frequency, Billing Cycles, and Trial Days) as they appear in the subscription summary block. Font Color Sets the color for the values displayed below each column header, such as the product name, billing frequency, number of cycles, and trial days. Font Size Sets the font size for the values in the subscription summary block. You can also control which fields appear in the subscription summary block by toggling the checkboxes. Each field has an editable label next to it, letting you rename how it appears on the PDF. Default Label Description Product Name Displays the name of the product or the profile name of the items subscription associated with that quote. Billing Frequency Displays how often the customer is billed, such as monthly or annually. Billing Cycles Displays the total number of billing cycles for the subscription. Trial Days Displays the number of trial days provided to the customer.