Renewals

Renewals extend a subscription for a new term when the current term expires. BillHive supports automatic renewals, manual renewals, and reactivation of expired subscriptions.

Auto-Renewal

When Auto Renew is enabled on a subscription, BillHive automatically renews the subscription at the end of its term:

• A renewal order is placed automatically.
• A new term begins with the same plan, addons, and pricing.
• An invoice is generated for the new term.
• The subscription remains Active without interruption.

Auto-renewal can be toggled on or off at any time from the subscription details page.

Fixed and Forever prices

The price’s billing cycle decides whether renewals continue:

• Forever prices renew until the subscription is cancelled. Term length on a Forever price does not change billing or renewals.
• Fixed prices stop after their term length. A subscription created on a Fixed price with term length 12 and monthly billing gets 12 monthly invoices, then becomes Non Renewing and expires at the end of its last term. No further renewal invoice is raised. Trial periods do not count.
• A plan or frequency change to another price restarts the count on the new price for a subscription that has one. Changing from a used-up Fixed price to a price that renews turns renewal back on and creates the next renewal order; a subscription that was Non Renewing with no scheduled cancellation goes back to Active.
• Subscriptions created before this change keep renewing as they did, including after a plan or frequency change.

When an order does not set Auto Renew, the default comes from the price. See Billing Frequency, Billing Cycle and Term Length.

Manual Renewal

When auto-renew is disabled, the subscription transitions to Non Renewing status as it approaches the term end. Admins can manually trigger a renewal.

Available when: Status = Non Renewing and within the renewal window

Renewal Window

BillHive shows a renewal prompt based on proximity to the expiration date:

What Happens

1. An order is created with event type Subscription Renewal.
2. The order includes the subscription’s current plan, currency, and configuration.
3. A new term begins from the renewal date.
4. An invoice is generated for the new term.
5. Status returns to Active.

Automatic Renewal Schedule

Once a renewal order exists, BillHive runs the renewal on a fixed schedule with no manual step:

1. Renewal Offset Days before the renewal date (5 by default, so 4 days before the term ends) — the invoice and payment request for the renewal are created and sent to the customer. If that day has already passed when the renewal is scheduled, this step runs straight away.
2. Renewal date (term end + 1 day) — the renewal workflow starts automatically, finalizes the renewal, and begins the new term.

When a renewal completes, the next renewal is scheduled from the end of the new term.

Renewal Reminder

At the expiring-soon step, which runs Renewal Offset Days before the renewal date, the customer receives one of these emails:

If the Auto-Debit Reminder or payment request can’t be sent, the generic Subscription Expiring Soon email goes out instead.

Accounts on Net Terms

When Auto Collect is off on a subscription, the renewal depends on the account’s net terms. The net term days are the account’s own value, or the tenant’s default Net Term Days when the account has none. An account value of 0 counts as set, so it overrides the tenant default.

Accounts with net terms (more than 0 days):

• The renewal activates when the renewal date arrives, without waiting for payment. The new term starts and the next renewal is scheduled.
• The renewal invoice is posted and the order moves to Processed Payment Pending. The invoice is due the net term days after the renewal date (the day the new term starts), not after the date the renewal order was created.
• The customer gets the invoice PDF and a payment link, any account credit is applied to the invoice first, and a payment request is created so an offline payment can be matched to the invoice.
• When the invoice is paid, including by an offline payment recorded as a transaction, the order moves to Completed. The subscription stays Active.
• If the invoice is still unpaid on the day after the due date, the subscription goes into dunning, provided it is still Active or Non Renewing. A subscription cancelled or expired in the meantime is left as it is. A payment before then cancels the wait. Paying the invoice after dunning has started moves the subscription back to Active.

Accounts without net terms (0 days): the renewal is not activated. The renewal order is cancelled and the subscription expires, as before.

Usage-billed subscriptions with Access Continuity on renew the same way as accounts with net terms, even without net terms, so the subscription stays Active and usage keeps being recorded while the invoice is unpaid.

Renewal Price

A renewal charges the price of the subscription’s current term, never the current list price of the plan:

• Editing the list price of a rate plan does not change what existing subscriptions are renewed at.
• A price override set on the subscription is kept.
• After a plan or frequency change, the term holds the full price of the new plan or frequency (the custom price, if one was set), so the next renewal uses that price.
• Add-ons are renewed at the prices on the subscription.

Which add-ons renew with the plan

The Add-on Alignment setting (shown as Billing Frequency before) in Subscription Settings decides which add-ons are put on the renewal order:

On a plan-based tenant, recommended add-ons now renew together with the plan. Before, a renewal order could leave them out.

If a plan or frequency change replaces a renewal that was already paid, the paid amount is not lost. It is posted as a credit memo and applied to the new renewal invoice. See What happens to the next renewal.

Discounts on renewal

A renewal order carries over the discounts and coupons the subscription already uses, according to the offer’s duration:

• The amount is calculated again on the renewal’s own lines, with the same percentage or fixed-amount rule as on the first order. It is not copied from the earlier term, so after a plan change a percentage discount follows the new price.
• After a plan change, an offer on the plan is carried over only if it applies to the new plan. An offer on an add-on is carried over only while that add-on is on the renewal order.
• Offers on the whole invoice (invoice-amount offers) carry over as well, priced on the renewal’s plan and add-on lines (metered usage is not part of that amount). Offers on charges do not carry over.
• A carried-over offer stops once the offer is deactivated (its status is no longer Active).
• A carried-over offer keeps applying after the offer’s own expiry date. The expiry date only limits new redemptions, and the offer’s duration decides how long it lasts for a subscriber who already has it.
• Carried-over discounts are not new redemptions. The per-customer limit and the single-use check are skipped, and a coupon from a coupon set is not marked redeemed again.
• The renewal total is the plan and add-on lines, minus the discounts, plus GST.

Reactivation

Expired subscriptions (status = Expired) can be reactivated. This effectively creates a renewal order for a subscription whose term has already ended. The same renewal workflow applies — a new term starts and billing resumes.

Renewal Configuration

Renewal behavior is controlled by settings in Subscription Settings:

Renewal Analytics

Track renewal performance on the Subscription Renewal Rate dashboard, which shows:

• Monthly renewal rate trends vs. target
• Plan-wise renewal rates
• Failure reason breakdown (payment failed, customer cancelled, etc.)