Assign Customer Billing

What This Is

Assigning customer billing connects a customer workspace to a published customer plan. You can assign billing in two ways:

• When you invite a new customer and choose Billed.
• When you add billing to an existing workspace from Customer Billing > Sub Accounts.

Assignment records the plan, an optional coupon, and the access mode. It does not charge the customer and does not complete checkout. The customer still needs to complete checkout, unless you give dated free access.

When To Use It

Use this guide when you want to:

• Invite a new customer that must pay for its own workspace.
• Add billing to an existing customer workspace.
• Assign a specific published plan to a customer.
• Attach a coupon to the customer's future checkout.
• Give a customer 100% free access until a chosen date without starting a charge.
• Invite a customer that should not be billed independently.

Before You Start

• You must be an agency administrator, or have a role with the customer billing sales permission.
• The SaaS Rebilling module must be enabled for the agency.
• The agency Stripe account must be connected.
• At least one customer plan must be Published. A draft plan cannot be assigned.
• The customer workspace must be active. A disabled workspace cannot receive billing.
• For an existing workspace, confirm that it does not already have an active subscription. An active subscription must be managed instead of reassigned.
• Decide whether the customer pays now, gets dated free access, or is not billed independently.

Choose the Right Route

Situation	Route
The customer is new and should pay for its workspace.	Invite the customer with Billed selected.
The customer is new and should not pay independently.	Invite the customer with Not billed selected.
The customer workspace already exists and has no active subscription.	Use Customer Billing > Sub Accounts > Add billing.
The customer should use the CRM free until a date.	Use Add billing and choose 100% free access until a date.
The workspace was cancelled or its subscription expired.	Use Add billing after the previous subscription has ended.

Steps

Option A: Invite a Billed Customer

1. Open Sub Accounts.
2. Select Add.
3. In the Sub-Account Invitation window, enter Recipient Name and Email.
4. Under Customer billing choice, select Billed.
5. In Customer plan (optional), choose a published plan when the customer must use that plan.
6. Leave the plan blank when the customer should choose from the published plans after sign-in.
7. In Coupon (optional), choose an eligible active coupon when the discount should be attached automatically.
8. Select Send Invite.
9. The customer completes onboarding and signs in.
10. The customer completes checkout before normal CRM access starts, unless a valid free period applies.

Selecting a plan in the invitation locks checkout to that plan. Leaving the plan blank lets the customer choose an available published plan at checkout.

If you leave the coupon blank, the customer can enter an eligible coupon code at checkout. If you attach a coupon, the customer cannot replace it with another code.

The Customer plan and Coupon selectors include a clear action. Use Clear customer plan or Clear coupon to remove a selection before you send the invitation.

Not billed means the invitation does not force a customer subscription checkout. The customer's access still depends on the agency's normal access rules.

Option B: Add Billing to an Existing Workspace

1. Open Settings > Customer Billing.
2. Select the Sub Accounts tab.
3. Find the customer workspace.
4. Select Add billing or Edit billing.
5. In Customer plan, choose a Published plan.
6. In Customer access, choose one:
   • Require checkout now
   • 100% free access until a date
7. If you chose checkout, select an eligible Coupon (optional) or leave it as No coupon.
8. If you chose free access, enter Free access until using a future date and time.
9. Select Assign billing.
10. Refresh the page and reopen the customer row to confirm the saved values.

The Add billing action is unavailable when:

• The workspace is disabled.
• No published plan exists.
• The workspace already has a subscription that must be managed.
• Another billing operation is still pending.

Add billing only selects the terms. The customer still needs to complete checkout when checkout is required.

Option C: Give 100% Free Access Until a Date

Free access lets a customer use the CRM without checkout until the chosen date and time.

1. Open Settings > Customer Billing > Sub Accounts.
2. Find the customer workspace and select Add billing.
3. Choose a published Customer plan.
4. Set Customer access to 100% free access until a date.
5. Enter Free access until as a future date and time in your local time.
6. Select Assign billing.
7. Refresh and reopen the row to confirm the saved date.
8. Sign in as the customer and open Settings > Billing to confirm the Free access badge and end date.

Free access has important limits:

• No automatic charge is made when the date passes.
• The customer must complete checkout after the end date to start billing.
• The free access assignment replaces any assigned checkout coupon.
• The plan's own trial is not added again after the free access ends.
• The end date must be in the future and must include a time and timezone.

The free access form asks for an end date directly. It does not calculate one year automatically. When the free access represents an anniversary grant, the form's guidance suggests entering the account's original joining date plus one year.

What Each Choice Means

Choice	Customer experience	When to use it
Billed in an invitation	The customer is asked to complete checkout before normal CRM access.	The customer should pay for its own workspace.
Not billed in an invitation	The invitation does not force customer checkout. Access follows the agency's normal rules.	The workspace is covered by the agency and should not be billed independently.
Require checkout now	The customer sees checkout after sign-in.	Billing should start immediately.
100% free access until a date	The customer uses the workspace free until the date. Checkout is required afterward.	A promised free period applies.
Coupon (optional)	The discount is attached and applied at checkout.	The customer has an agreed discount.
No coupon	The customer pays the plan price, or enters an eligible code at checkout.	No discount applies.

Result

The customer workspace shows the assigned plan and access mode in Sub Accounts.

• With Require checkout now, the status shows that checkout is pending and the customer is asked to complete it.
• With 100% free access, the status shows free access and the Access until date.
• With Not billed, the workspace is not forced into a customer subscription checkout by the invitation alone.

The assignment is saved even if the customer has not completed checkout yet. You can reopen the row and confirm the plan and coupon.

Verification needed: Add current screenshots of the Sub-Account Invitation window and the Add billing window after the final labels are confirmed.

Notes and Troubleshooting

• Add billing is disabled: Hover the action or check the row. A disabled workspace, a missing published plan, an existing subscription, or a pending billing operation can block the action.
• Customer billing choice is missing from the invitation: The agency does not have the SaaS Rebilling module. The invitation then asks only for the name and email and does not assign customer billing.
• The workspace is disabled: Activate it first. Billing cannot be assigned to a disabled workspace.
• The master sub-account is missing: The agency's special master sub-account is not a customer billing row and cannot receive customer billing.
• The plan list is empty: Publish a customer plan first.
• The coupon is not in the list: The coupon is inactive, expired, fully redeemed, or restricted to another plan or customer.
• Free access and a coupon cannot be combined: Choose one. Free access replaces an assigned checkout coupon.
• The free access date is rejected: Choose a future date and time. Past dates and dates without a timezone are not accepted.
• The customer completed checkout but status has not changed: Select Reconcile on the customer row, then refresh. The payment provider may still be confirming the subscription.
• The customer already has a subscription: Manage the existing subscription from the same row. Do not create a second billing assignment.

Related Guides

• Customer Billing overview
• Create a customer plan
• Manage customer coupons
• Complete customer checkout
• Manage a customer subscription
• Invite a new user