Recurring Billing

Depending on the type of products and services you offer, you may have a need to charge recurring fees for things like software licenses, subscription services, etc. This article explains how to access and use Recurring Billing in your Admin Area.

Contents

Getting Started

To set up and manage your recurring billing features, go to Orders > Recurring Billing in your Admin Areaarticle/recurring billing-camera show image-getting started-orders recurring billing

The Filter dropdown allows you to display All, Due, and Declined recurring payments. From here, you can view information on all orders which have products set up for recurring payments, view the balances of recurring payments, and collect payments.

For more information on creating subscription products with recurring pricing, see Products.

[back to contents]

Recurring: Due

The Recurring: Due table lists all payments currently due or overdue. From here, you can view a list of payments and process payments for products that have a recurring billing value. You can also view monthly and yearly recurring billing totals based on current and future recurring billing payments.  article/recurring billing-camera show image-recurring due-recurring due table

Each entry in the Recurring: Due table contains the following information:

Recurring: Due

ID

A unique ID number automatically generated and assigned to each record in the Recurring Billing page. Note that this ID does not correspond to the order or product – it is simply a tracking number assigned to the Recurring Billing item.

Original Order ID

The ID of the order the product set for recurring billing was placed on. Clicking on this ID will take you to the order's details page.

Original Order Detail ID

An ID number associated with the order details page related to the order that generated the recurring payment record.

Billing First Name *

The first name of the customer who placed the order associated with the recurring payment.

Billing Last Name *

The last name of the customer who placed the order associated with the recurring payment.

Billing Phone *

The phone number of the customer who placed the order associated with the recurring payment.

Email Address *

The email address of the customer who placed the order associated with the recurring payment.

Customer *

The customer ID of the customer who placed the order associated with the recurring payment.

Payment Method *

The payment type that was applied to the initial payment and will be applied to each additional payment.

Due Date *

The due date of the next recurring payment.

Recurring Price

The order detail ID for the order the product set to use recurring billing options was placed on.

Recurring Notes

If you have any notes for a recurring billing record, enter them here.

Start Date

The initial start date of the recurring payment (mm/dd/yyyy).

End Date

The date the recurring billing option will end (if applicable). If the product was configured to bill customers indefinitely, this field will be empty.

How Often

A value can be set in this field to configure the frequency at which the payment will reoccur. This value will represent the number of months that will lapse before the next billing due date. For example, entering 6 into this field will configure the recurring billing record to require payment every six months after the initial stating date.

Last Paid

This field shows the date (mm/dd/yyyy) on which the most recent recurring billing cycle began and payment was due. It does not necessarily correspond to the date when payment was actually made.

Delay Charge Until

This field can be used to delay the recurring billing charge to a later date. For example, to offer the first 12 months of a service for free, enter a date 12 months after the date in the Start Date field.

Note that this field is automatically populated if a recurring payment is declined. The auto-populated date will be one increment of the recurring payment period (e.g. if the recurring period is set to 1, this field will be incremented 30 days).

Active

This option will allow merchants to set a recurring billing record to be active or inactive. By default, newly generated orders for recurring billing products will be set as active.

*These fields are only available in the main table view, not the individual record settings.

Note that the settings available for each recurring billing record can be edited within each record's settings page. However, these fields will typically be set when a recurring billing product is ordered through your store.

Enabling Recurring Donations

If your store is set up to accept donations through an open-priced item, you can enable an additional setting to offer recurring donations.

Recurring donations perform the same way as recurring billing, except that the price for the donation product can generally be edited by customers so they can specify their donation amount.

To activate recurring billing for a donation-style product:

  1. Go to Orders > Recurring Billing in your Admin Area. article/recurring billing-camera show image-recurring due-orders recurring billing
  2. Select Recurring: Due from the Filter dropdown and select View Recurring Payments Due Settings from the Settings dropdown menu. article/recurring billing-camera show image-recurring due-view recurring payments due settings
  3. Select Enable Recurring Donations. article/recurring billing-camera show image-recurring due-enable recurring donations
  4. Click Save.

Viewing Future Recurring Payments

There is a Search Dates button above the Recurring: Due table that allows you to display recurring orders due on a specific future date. article/recurring billing-camera show image-recurring due-search dates

It is important to note you cannot use this feature to collect recurring payments due on future dates. You can only collect recurring payments on orders with due dates on or before the current day of business.

Processing Recurring Payments

To collect recurring payments:

  1. Go to Orders > Recurring Billingarticle/recurring billing-camera show image-recurring due-process recurirng payments
  2. In the Recurring: Due filter, click Charge. article/recurring billing-camera show image-recurring due-click charge
  • Here, you can define the number of payments you wish to collect. article/recurring billing-camera show image-recurring due-define number of payments
  • Payments are collected in the order of the date their related order was opened within your store. For example, collecting 5 of 10 due payments will collect payments for the first 5 payments based on their starting dates.
  • Once this is done, all outstanding active payments due on or before the current day of business will be collected.
  1. The page will reload with the list of all collected payment totals at the top of the page.

After collecting payments, all recurring billing records in the Recurring: Due table will be removed. These payment records can be reviewed within the Recurring: All filter.

[back to contents]

Recurring: All

Select Recurring: All from the Filter dropdown to list every instance of recurring billing.  article/recurring billing-camera show image-recurring all-select recurring all

This table provides a way of viewing (and, if necessary, adjusting) all recurring payment records (both active and inactive) in your store.

A field containing recurring payment totals will be located at the top of this page showing the total amount collected in recurring payments for the current month as well as the total over the course of the current year.  article/recurring billing-camera show image-recurring all-monthy year total

To view a record's details, click on its ID. Above the Details section, there is an additional area showing all Active recurring billing records associated with a customer.

This table and details pages show the same fields as shown above for Recurring Due.

[back to contents]

Recurring: Declined

Recurring payments that you’ve attempted to collect and were declined will be listed in the Recurring: Declined view.  article/recurring billing-camera show image-recurring declined-recurring declined

This table contains information identical to the Recurring: All or Recurring: Due page, but with no additional controls.  

Recurring payments may have been declined due to a lack of funds on the credit account, the account being expired, etc. If there are declined payments that you need to collect, it is recommended that you contact the customer to inform them of the declined payment and, if possible, resolve the unpaid order.

[back to contents]

Tips and Special Settings

Dealing With a Declined Recurring Payment

Occasionally, you may encounter a recurring payment that is declined when you attempt to collect funds for that payment. When a recurring payment record is declined, it will automatically be entered into the Recurring: Declined table.

Resolving a declined recurring payment is similar to addressing any declined payment from a customer.

  1. Review the declined payment in the Recurring: Declined page.
  2. Click on the OrderID for the related order to view the order's details page.
  3. Note the payment applied to the order and contact the customer via phone or email.
  4. Inform the customer about the declined payment and secure a new or updated form of credit payment to apply to the order.
  5. Within the Payments section, select Credit Card from the Choose Payment dropdown, then click Apply New Payment.
  6. Once the credit card information on file for the customer's order has been updated, go to Orders> Recurring Billing.
  7. Click on the ID of the recurring payment record.
  8. Set the Delay Charge Until field in the payment record to the following business day and click Save.

This will cause the recurring payment to appear in the Recurring: Due view on the following business day. You can then attempt to collect payment for this record again. Provided the updated payment information is correct, the overdue payment should be collected and the recurring billing will continue to be collected as normal.

Recurring Payments with PayPal and other Payment Services

Some payment services such as Paypal (Express, Standard and Pro), Skrill, Realex, SagePay, and BeanStream have their own built-in recurring billing functionality that supersedes Volusion's. Since the payment process takes place completely within the third-party payment service and therefore cannot be tracked by Volusion, recurring billing is not compatible with these services.

Note on Configuring Recurring Payments

Keep in mind that when configuring a product to use recurring billing, customers will automatically be billed for the period specified plus the initial billing period.

For example, to bill customers once a month for the course of a year, you should enter "11" into the Recurring Duration field and "1" into the Recurring How Often field. Customers will be charged the recurring price once a month for 11 months in addition to the initial charge.

Note on Recurring Payments and Credit Card Policies

If you offer products configured for recurring payments (e.g. magazine subscriptions), you should set the credit card storage policy option to "Never" (as in "never remove data from the system") and redefine the default value of days to keep credit card data to a value that will cover the length of time needed to bill their customers on a recurring basis (e.g. 9,999 days).

Go to Settings > Config Variables, click the Search button, enter "payment info" in the Name field and click Search. This will display the Payment Info Delete Event and Payment Info Max Days to Keep variables. Enter "Never" and "9999" in the Value fields and click Save.

By default, your store's credit storage database is purged of credit card data (usually on Authorize), preventing you from being able to collect recurring payments from customers.

Note that the recurring billing system does not require a CVV2 number for any payments made after the initial purchase. If you plan to use recurring billing, be sure that your payment gateway isn't set to require the CVV2 number for all transactions.

See the Payment user guide for more information.

[back to contents]