Skip to Content
Odoo Menu
  • Sign in
  • Try it free
  • Apps
    Finance
    • Accounting
    • Invoicing
    • Expenses
    • Spreadsheet (BI)
    • Documents
    • Sign
    Sales
    • CRM
    • Sales
    • POS Shop
    • POS Restaurant
    • Subscriptions
    • Rental
    Websites
    • Website Builder
    • eCommerce
    • Blog
    • Forum
    • Live Chat
    • eLearning
    Supply Chain
    • Inventory
    • Manufacturing
    • PLM
    • Purchase
    • Maintenance
    • Quality
    Human Resources
    • Employees
    • Recruitment
    • Time Off
    • Appraisals
    • Referrals
    • Fleet
    Marketing
    • Social Marketing
    • Email Marketing
    • SMS Marketing
    • Events
    • Marketing Automation
    • Surveys
    Services
    • Project
    • Timesheets
    • Field Service
    • Helpdesk
    • Planning
    • Appointments
    Productivity
    • Discuss
    • Approvals
    • IoT
    • VoIP
    • Knowledge
    • WhatsApp
    Third party apps Odoo Studio Odoo Cloud Platform
  • Industries
    Retail
    • Book Store
    • Clothing Store
    • Furniture Store
    • Grocery Store
    • Hardware Store
    • Toy Store
    Food & Hospitality
    • Bar and Pub
    • Restaurant
    • Fast Food
    • Guest House
    • Beverage Distributor
    • Hotel
    Real Estate
    • Real Estate Agency
    • Architecture Firm
    • Construction
    • Estate Management
    • Gardening
    • Property Owner Association
    Consulting
    • Accounting Firm
    • Odoo Partner
    • Marketing Agency
    • Law firm
    • Talent Acquisition
    • Audit & Certification
    Manufacturing
    • Textile
    • Metal
    • Furnitures
    • Food
    • Brewery
    • Corporate Gifts
    Health & Fitness
    • Sports Club
    • Eyewear Store
    • Fitness Center
    • Wellness Practitioners
    • Pharmacy
    • Hair Salon
    Trades
    • Handyman
    • IT Hardware & Support
    • Solar Energy Systems
    • Shoe Maker
    • Cleaning Services
    • HVAC Services
    Others
    • Nonprofit Organization
    • Environmental Agency
    • Billboard Rental
    • Photography
    • Bike Leasing
    • Software Reseller
    Browse all Industries
  • Community
    Learn
    • Tutorials
    • Documentation
    • Certifications
    • Training
    • Blog
    • Podcast
    Empower Education
    • Education Program
    • Scale Up! Business Game
    • Visit Odoo
    Get the Software
    • Download
    • Compare Editions
    • Releases
    Collaborate
    • Github
    • Forum
    • Events
    • Translations
    • Become a Partner
    • Services for Partners
    • Register your Accounting Firm
    Get Services
    • Find a Partner
    • Find an Accountant
    • Meet an advisor
    • Implementation Services
    • Customer References
    • Support
    • Upgrades
    Github Youtube Twitter Linkedin Instagram Facebook Spotify
    +1 (650) 691-3277
    Get a demo
  • Pricing
  • Help

Odoo is the world's easiest all-in-one management software.
It includes hundreds of business apps:

  • CRM
  • e-Commerce
  • Accounting
  • Inventory
  • PoS
  • Project
  • MRP
All apps
You need to be registered to interact with the community.
All Posts People Badges
Tags (View all)
odoo accounting v14 pos v15
About this forum
You need to be registered to interact with the community.
All Posts People Badges
Tags (View all)
odoo accounting v14 pos v15
About this forum
Help

How to properly account memberships / subscriptions with Odoo?

Subscribe

Get notified when there's activity on this post

This question has been flagged
accountingv8invoicesubscriptionmembership
2 Replies
11509 Views
Avatar
Peter Nietz

In our company we want to manage membership and subscription contracts with Odoo. The customer makes a contract with us that has a certain contract start date, but typically no explicit contract end date (until he terminates the contract). During the whole contract period the customer pays a monthly fee and in turn he is eligible to some service provided by us.

In order reduce administrative and accounting work the customer shall receive only exactly one invoice stating the monthly fee at the begin of the contract. This invoice states that the invoice amount is due/payable every month until the contract ends. This works since the monthly fee does not change over time (otherwise a new contract is made). Also this is perfectly legal here in Germany to have such invoices, I believe it is called "Dauerrechnung" (I don't know the English word).

How can I implement that pattern in Odoo?

The naive solution to simply create one invoice at the beginning of the contract and to register the monthly payments against it does not work for two reasons. First I can even not register the payment for the second month, since Odoo considers this invoice as fully paid. And second I can not change/edit the invoice amount, neither techically nor legally.

I have already found the tool "Generate recurring invoices automatically" from the module "Contracts Management". But as stated above we do not want generate a new invoice every month, neither manually nor automatically, due to the massive overhead in terms of administrative and accounting work (outside Odoo).

What other options do I have?

Any pointers are greatly appreciated.

 

0
Avatar
Discard
Avatar
Ermin Trevisan
Best Answer

I see only the way of recurring invoices.

If you want to reconcile your payments, you need open entries to balance. These entries are created with the automatic invoices. You do not have to print and mail the invoices though, just use them to post the customer payments to.

0
Avatar
Discard
Peter Nietz
Author

Unfortunately recurring invoices always create a new invoice document with a fresh invoice number in the journal. And this is exactly the thing we are trying to avoid. We imagine a special invoice type that periodically increases the debit of the partner, but for obvious (legal) reasons without changing the invoice amount itself. And if the debit of the partner increases every month (without having to create new invoices) we would had something the reconcile the payments against. Probably we could summarize that as follows: Is there a clever way to increases the partner's debit periodically by a certain amount? However there should still be a connection to the original invoice.

Ermin Trevisan

I do not really understand why you try to avoid new invoice numbers. In the overall process view including dunning management it is the easiest thing to do and it's automatically. For convenience purposes you could consider to build a model to create customer/contract sequence number, see this discussion: https://www.odoo.com/forum/help-1/question/changing-invoice-sequence-numbering-to-include-customer-reference-17213

Peter Nietz
Author

Believe me, I personally would really prefer a simple out-of-the-box solution like the automatically created recurring invoices as well. But the management of my company strongly vetoes against that approach. They say it is problematic since we are talking about foreign trade business. For example we have to submit every single invoice to the bank in order to release the received payment (thank you, German law!). With some kind of "permanent, periodic invoice" we would have to do that only once for each contract, if we generate a new invoice every month we would have to do that every month for each contract. [Disclaimer: I don't know whether this factually correct, I'm not a legal expert, I'm just the poor software developer who shall implement it]

Ermin Trevisan

Ah, I see (but still do not really understand, but who understands banks anyway). Just as an idea, because the bank seems not to understand the term subscription contract, why don't you create a contract template which is titled something like "(Permanent) Invoice" instead of "Contract"? So your banks sees an "invoice" and you can use the standard recurring invoices facility in order to properly manage the sales and payment process.

Peter Nietz
Author

The customer only wants to get one invoice with one invoice number... so all monthly payments will show that one invoice number... and will not match the monthly generated invoice numbers in Odoo, Basically the customer gets a contract that explains that he has to pay a monhtly subscription fee. The customer does not want to get a monthly invoice, because depending on the company the accounting department will have to get a new permission every month to pay the invoice, because it is a new invoice number and new invoice every month. With the subscription approch there is only one contract and invoice that tells the customer to make monthly payments until the customer decides to cancel the subscription.

Ermin Trevisan

You do not send these monthly invoices to the customer nor to the bank. You just keep them for your internal reconciliation of the payments.

Peter Nietz
Author

Thanks for the hints. Now my problem is to convince our management of this approach. Surely this will be a tough job as they are really sceptical. But I'll try...

Ermin Trevisan

As far as I could see the "Dauerrechnung" can be questionable, see http://www.lexware-verbindet.de/index.php?action=printpage;topic=6118. And it is not more efficient from an administrative or software-technical point of view. It is a fact, the business case is the case of contract-based recurring invoice, and that's the way, most software is built for. Anything else might be something from the times, when invoices were written with a typewriter :-)

Avatar
Rohit Thakral
Best Answer

Interesting requirements Peter. In order to give you a proper answer can you explain if you don't want open invoices what would you log the payment against?

If this is done by another accounting system in Germany how do they achieve it?

0
Avatar
Discard
Peter Nietz
Author

This is indeed a very good question. I guess such invoices with periodic payments would remain always open, unless the according contract is finally terminated. Maybe these special invoices would need an additional state for "all fees paid, waiting for next monthly fee".

Enjoying the discussion? Don't just read, join in!

Create an account today to enjoy exclusive features and engage with our awesome community!

Sign up
Related Posts Replies Views Activity
Recurring task on a fixed day, billed monthly
accounting project invoice subscription task
Avatar
Avatar
Avatar
2
Nov 25
351
How do I Invoice time? I need to switch the pay period.
accounting invoice
Avatar
Avatar
1
Dec 25
254
Automating Invoice Sending to Accountant Email
accounting invoice
Avatar
Avatar
1
Sep 25
1061
Automatically invoicing one month in advance for subscriptions in Odoo
invoice subscription
Avatar
Avatar
Avatar
2
May 25
4023
Odoo v18: Prepaid subscriptions not added to invoice
invoice subscription
Avatar
0
Mar 25
1748
Community
  • Tutorials
  • Documentation
  • Forum
Open Source
  • Download
  • Github
  • Runbot
  • Translations
Services
  • Odoo.sh Hosting
  • Support
  • Upgrade
  • Custom Developments
  • Education
  • Find an Accountant
  • Find a Partner
  • Become a Partner
About us
  • Our company
  • Brand Assets
  • Contact us
  • Jobs
  • Events
  • Podcast
  • Blog
  • Customers
  • Legal • Privacy
  • Security
الْعَرَبيّة Català 简体中文 繁體中文 (台灣) Čeština Dansk Nederlands English Suomi Français Deutsch हिंदी Bahasa Indonesia Italiano 日本語 한국어 (KR) Lietuvių kalba Język polski Português (BR) română русский язык Slovenský jazyk slovenščina Español (América Latina) Español ภาษาไทย Türkçe українська Tiếng Việt

Odoo is a suite of open source business apps that cover all your company needs: CRM, eCommerce, accounting, inventory, point of sale, project management, etc.

Odoo's unique value proposition is to be at the same time very easy to use and fully integrated.

Website made with

Odoo Experience on YouTube

1. Use the live chat to ask your questions.
2. The operator answers within a few minutes.

Live support on Youtube
Watch now