Tip #2 - Cancellation of Offline Subscriptions based on the Expected Payment Date

Tip #2 - Cancellation of Offline Subscriptions based on the Expected Payment Date

Hello everyone,

As you all know, we are coming up with a custom function workflow every week to address specific business scenarios. In continuation of this previous blog, this week we will be seeing about Cancellation of Offline Subscriptions based on the Expected Payment Date.

Business Scenario:


In general, for any business, the customers make payments via online as well as offline. In case of subscription where the automatic collection of charge is enabled (aka online subscription), the customer's card on file will be automatically charged on the renewal date on a regular basis. If for some reason the collection of charge fails on renewal, the Retry Settings (Dunning Settings) will handle the payment collection and sending notification reminders on specified intervals. Upon failure of all the retry attempts, the system will automatically cancel that subscription.

Whereas in the subscription for which the payment is made via cash (or) check, the business (sales) person collects the payment and record it manually into the billing system. There can be situations where even after multiple reminders and personal follow-ups by the salesperson, the customer might not have still paid for the invoice. In such cases, to avoid churn and to keep the cash flow coming, there can be a negotiation between the salesperson and the customer to collect the payment before a final date. This final date can be marked as the Expected Payment Date in that particular invoice.

In most of these scenarios, the customers will usually pay within the expected payment date which was previously agreed upon. However, if the customer fails to do so, the salesperson might have to cancel their subscription manually as there is no business value associated with it. 

Now, let's see how we can automate this process without any manual work. By doing this, you could save a significant amount of time which can be put into developing your business.

Logic Explanation:

As you would have guessed by now, we would be using our Custom Function Workflow to achieve this. Since this scenario involves date based actions, we will be using Date based Workflow. The Date based workflow is something that can be configured to run after a particular date and at a particular time depending on our requirement.

Now, if you were wondering how to configure the custom function to automate our process, please find the answers to your questions below.

What type of Workflow is to be followed?
Date Based Workflow

When is the date of execution?
1 day(s) after the Expected Payment Date.


Are there any additional filters required?

Yes. Execute this workflow only for unpaid invoices.

So to summarize, this custom function should be set to run exactly one day after the expected payment date for the unpaid invoices. After configuring this custom function, you would have to code (the functionality) in such a way that the subscription associated with the invoice is cancelled immediately.

Please be informed that this custom function workflow will work only on the invoices which are created after configuring this custom function.


Code Explanation:

You can refer the code through this GitHub link. The code is written in Deluge script, which is easily understandable to non-programmers. 

1) This snippet of code will be executed only for invoices which are unpaid even after the expected payment date. Kindly replace the "authtoken variable" with your generated authtoken.

2) Initially, we will retrieve the Subscription that is associated with that particular invoice.

3) After retrieving the associated subscription, we will be cancelling it by using the Cancel Subscription API.


Getting started with the Custom Functions: 

1. Go to Settings -> Automation -> Custom Functions.


2. Create a new Custom function. Provide a name for the function. 


3. Choose the module as 'Invoice' and click on 'Create Custom Events'. 


4. Choose Date Based workflow type and Date of Execution as 1 day(s) after Expected Payment Date. You can also set a different Execution Time based on your requirement.

5. In order to run the function for unpaid invoices, Apply Advanced Filter as When Status isn't Paid. 

6. Copy the code which was given above.

7. Save the Custom function and you are good to go.


Further Enhancements:

1)  While using this custom function, there might be a scenario where you would like to exclude a few of your prime customers' subscription from being cancelled automatically without your consent. In order to do this, you can add a Custom Field of type CheckBox to the Subscription. 

While creating a subscription, you can leave this CheckBox marked (or) unmarked in order to differentiate your prime customers from others. Later, you can add this custom field in the Addition Criteria of your workflow, such that the workflow is executed only for your non-prime customers.

Please refer the below image for your reference, where the CheckBox custom field is named as "Cancel subscription automatically?".

2) When the subscription is cancelled, the last renewed invoice will still be in open status. If you would like to void that invoice before cancelling the subscription, you can modify the workflow to address that need. 

Found this useful? Try it out and let us know how it works! If you have questions, do not hesitate to ask!

Cheers,
Sasidaran K,
Zoho Subscriptions.

    • Sticky Posts

    • Tip #4 : Refer and Earn Workflow system for your Subscription Business

      Hello everyone, We've been coming up with a tip every week to address specific business scenarios which can be implemented for your business. In continuation to the previous post, this week we will be seeing about how you can implement the Refer and Earn Workflow system to acquire more customers. Why are Referrals important? Customer Acquisition is crucial for any business to sustain itself in a constantly evolving market. It involves persuading new consumers to purchase your products. Customers

    • Tip #2 - Cancellation of Offline Subscriptions based on the Expected Payment Date

      Hello everyone, As you all know, we are coming up with a custom function workflow every week to address specific business scenarios. In continuation of this previous blog, this week we will be seeing about Cancellation of Offline Subscriptions based on the Expected Payment Date. Business Scenario: In general, for any business, the customers make payments via online as well as offline. In case of subscription where the automatic collection of charge is enabled (aka online subscription), the customer's

    • Tip #3 : Send SMS Reminders for your Subscription Business

      Hello everyone, As you all know, we are coming up with a tip every week to address specific business scenarios. In continuation to the previous blog, this week we will be seeing how you can use SMS reminders for your Subscription Business. Using SMS messages for your Subscription Business: While managing your subscription business, more often than not, you need to keep your customers informed about upcoming renewals, payment reminders and cancellations. By keeping them informed in advance, you can

    • Tips And Tricks - Announcement

      Hello everyone, Every business is unique and each of them follows a specific workflow. While managing your customers' subscriptions with Zoho, you might have some needs unique to your business. Custom Functions helps you address such needs. This is a start to a series of posts, where we will be coming up with a custom function workflow every week that addresses specific business scenarios. Watch this space for further updates! Also, if you have any specific business scenario which needs to be addressed,

    • Tip #6 : Accessing external URLs from Zoho Subscriptions

      Hello everyone, We have been sharing a tip every week to address specific business scenarios which you can implement for your subscription business. Last week, we shared a tip about implementing the Approval Workflow system. This week, let's look at how you can access external URLs with the help of Custom Link. Business Scenario: Every business functions differently and has its unique requirements. At times, businesses might want to access other websites or applications by appending specific information

    Nederlandse Hulpbronnen


      • Recent Topics

      • WhatsApp Channels in Zoho Campaigns

        Now that Meta has opened WhatsApp Channels globally, will you add it to Zoho Campaigns? It's another top channel for marketing communications as email and SMS. Thanks.

      • error : Object code : 6500

        b3 = map(); b3.put("name", "Test Project Name"); updateprojects2 = invokeurl [ url :"https://projectsapi.zoho.eu/restapi/portal/era0130/projects/169495000000928007/" type :PUT parameters: b3 connection:"in2" ]; info b3 ; info updateprojects2; ------------

      • I got unknown charge from Zoho

        Good day, I need help disputing a charge I don't know from, zoho. I have ZohoMail and ZeptoMail. I purchase credits for ZeptoMail, and for ZohoMail I am not subcribed.

      • How can I see content of system generated mails from zBooks?

        System generated mails for offers or invices appear in the mail tab of the designated customer. How can I view the content? It also doesn't appear in zMail sent folder.

      • Zadarma + Zoho CRM Integration – Missed Calls Saved as Contacts Instead of Leads

        Hello everyone, I’m looking for input from anyone with experience using the Zadarma + Zoho CRM integration. Currently, I’m seeing that missed calls are automatically being created as Contacts instead of Leads. From a CRM perspective, this doesn’t make

      • Function 56: Automatically enable the option for customers to pay via bank account

        Hello everyone and welcome back to our series! One of the key features of Zoho Books is its integration with multiple payment gateways, allowing you to receive online payments for your invoices. This ensures faster payments, automates payment tracking

      • Attach Files to Your Notecards and share them on the go!

        Hey everyone! We’re excited to share a feature many of you have been asking for — you can now attach files directly to your text notecards and share with ease! 🙌 This update was built with your feedback in mind, especially for those who wanted a simple

      • Can i connect 2 instagram accounts to 1 brand?

        Can i connect 2 instagram accounts to 1 brand? Or Do i need to create 2 brands for that? also under what subscription package will this apply?

      • Workdrive on Android - Gallery Photo Backups

        Hello, Is there any way of backing up the photos on my android phone directly to a specific folder on Workdrive? Assuming i have the workdrive app installed on the phone in question. Emma

      • Integración Books para cumplir la ley Crea y Crece y Ley Antifraude (VeriFactu)

        Hola: En principio, en julio de 2025, entra en vigor la ley Crea y Crece y Ley Antifraude (VeriFactu). ¿Sabéis si Zoho va a cumplir con la ley para cumplir con la facturación electrónica conectada a Hacienda? Gracias

      • YouTube Live #1: AI-powered agreement management with Zia and Zoho Sign

        Hi there! We're excited to announce Zoho Sign’s first YouTube live series, where you can catch the latest updates and interact with our Zoho Sign experts, pose questions, and discover lesser-known features. We're starting off by riding the AI wave in

      • How to add a % Growth column for year-over-year comparison (2024 vs 2025)

        Hello, I am trying to build a monthly revenue comparison between 2024 and 2025 in Zoho CRM Analytics. My current setup is: Module: Deals (Affaires) Filter: Stage = Closed Won Date field: Closing Date Grouping: By Month Metrics: Sum of Amount for 2024,

      • How to searchByCriteria records that are under approval?

        I need to search for both approved and pending approval records Is that possible with this method? Or I need to a different method? var priceReqID = $Page.record_id; log(priceReqID); var records = ZDK.Apps.CRM.Price_List_Item.searchByCriteria("Price_Request:equals:"

      • Power of Automation::Streamline log hours to work hours upon task completion.

        Hello Everyone, A Custom Function is a user-written set of code to achieve a specific requirement. Set the required conditions needed as to when to trigger using the Workflow rules (be it Tasks / Project) and associate the custom function to it. Requirement:-

      • How to add Simple Analytics to Zoho Pages?

        I have a website with Zoho Pages, how do I add Simple Analytics on it? They seem to have code they need to be embedded https://docs.simpleanalytics.com/script

      • End Date in Zoho Bookings

        When I give my appointments a 30 minutes time I would expect the software not to even show the End Time.  But it actually makes the user pick an End Time.  Did I just miss a setting?  

      • Cant seem to delete an email account

        Hello, I have researching for 4 days how to delete an email account and I am absolutely without a clue. The email account I am trying to delete is support<AT>fyshoes<dot>com. It's the first email account I made and it (is???) was associated with the super user (me). I have since changed it to adming<AT>fychoes<dot>com and I see the support email in my list but I just cant seem to get rid of it. Ultimately I want to associate that email account with another user that I want to add. This is really

      • Commerce Order as Invoice instead of Sales Order?

        I need a purchase made on my Commerce Site to result in an Invoice for services instead of a Sales Order that will be pushed to Books. My customers don't pay until I after I add some details to their transaction. Can I change the settings to make this

      • Import data into Multi-Select lookup field from CSV/Excel

        How to import data into a multi-select lookup field from the CSV/Excel Sheet? Let's say I have an Accounts multi-select lookup field in the Deals module and I want to import the Deals with Accounts field. Steps:- 1. Create/edit a multi-select lookup field

      • Sync desktop folders instantly with WorkDrive TrueSync (Beta)

        Keeping your important files backed up and accessible has never been easier! With WorkDrive desktop app (TrueSync), you can now automatically sync specific desktop folders to WorkDrive Web, ensuring seamless, real-time updates across devices. Important:

      • Script that deletes a record?

        We're using WP Plugin "Integration for WooCommerce and Zoho Pro", and have created a couple of Feeds to send data to Zoho. We are trying to create Contact records, but only based upon condition. Tried to make it with small Deluge function and Workflow,

      • A formula that capitalises the first letter of each word

        Hi all, is there a zoho formula that can capitalise the first letter of each word in a string? INITCAP only capitalises the first letter of the first word.

      • Reverse payment on accidentally closed invoice.

        An invoice was closed accidentally with the full payment added. However, only partial payment was paid. How can I reopen the invoice and reverse this to update it to show partial payment?

      • Quotes in Commerce?

        In Zoho Ecommerce, I need to be able to generate quotes, negotiate with customers, and then generate invoices. Currently, I plan to integrate Zoho CRM to generate quotes. After negotiation and confirmation, I will push the details to Zoho Ecommerce to

      • Zoho Commerce - Mobile Application

        Does Zoho Commerce have a mobile application for customers to place an order?

      • Register user through Phone Number by Generating OTP

        In zoho commerce , I am developing website on online food store Inilialy the user get verification code to their email for registering there account for login. But I need to login using phone number by generating OTP automatically rather than verification

      • Custom Buttons for Mass Actions

        Hello everyone, We’ve just made Custom Buttons in Zoho Recruit even more powerful! You can now create Bulk Action Buttons that let you perform actions on multiple records at once, directly from the List View. What’s new? Until now, custom buttons were

      • Zoho Vault Passwords

        Is there a way to consume Zoho Vault Manager passwords using the API? Thanks in advance.

      • Is the ChatGPT Assistant integration capable of recognizing WhatsApp voice messages?

        I was wondering: if a visitor sends me a voice message on WhatsApp, would the assistant be able to transcribe it and reply to them?

      • Zoho Creator to Zoho CRM Images

        Right now, I am trying to setup a Notes form within Zoho Creator. This Notes will note the Note section under Accounts > Selected Account. Right now, I use Zoho Flow to push the notes and it works just fine, with text only. Images do not get sent (there

      • 【Zoho CRM】レポート機能のアップデート

        ユーザーの皆さま、こんにちは。コミュニティチームの藤澤です。 今回は「Zoho CRM アップデート情報」の中から、レポート機能のアップデートをご紹介します。 目次 1. レポートのエクスポート時のレコードIDの表示について 2. 通貨項目の表示について 3. レポートの削除の監査ログへの反映について 1. レポートのエクスポート時のレコードIDの表示について これまで、レポートをエクスポートするとファイルにレコードIDが必ず含まれていました。レコードIDが識別子として役立つ場合もありますが、実際には多くの企業で参照されることはありません。

      • Translation in zoho bookings

        We cant translate zoho booking emails. The general text we can change. But what about text like: ""Here a link to join the meeting online:"" and "Add to Zoho Calendar" and "Add to Google Calendar"? No professional business have mixed languages. Its looking

      • Is there any way to bill one client in different currencies on different invoices?

        I have some customers who have their currency set as USD and most of their billing is done in USD.   However, from time to time I have a need to bill them in my base currency GBP for some specific invoices, but there seems to be no way of doing this that I can see. The only workaround that I can see is to create two client records for the same client, one for USD billing and one for GBP billing, but this is not an ideal situation. Is it likely that the (hopefully!) soon to arrive multi-currency support

      • API name for all fields in Zoho Project (Standard or custom)

        Hi! I struggle to find easily all API name of all field in Zoho Project to build my API rest with other services. We can find them very fast in CRM but not in PRoject.   Could you share a function to get the list of all API Name of any field of an App

      • Elevate your CX delivery using CommandCenter 2.0: Simplified builder; seamless orchestration

        Most businesses want to create memorable customer experiences—but they often find it hard to keep them smooth, especially as they grow. To achieve a state of flow across their processes, teams often stitch together a series of automations using Workflow

      • Zoho Assist not rendering NinjaTrader chart properly

        Hi everyone. Just installed and testing Zoho Assist. I want to display my laptop' screen (Windows 11) on a monitor connected to my Mac mini. The laptop is running a stock trading program called NinjaTrader. Basically, when running, this program displays

      • Involved account types are not applicable when create journals

        { "journal_date": "2016-01-31", "reference_number": "20160131", "notes": "SimplePay Payroll", "line_items": [{ "account_id": "538624000000035003", "description": "Net Pay", "amount": 26690.09, "debit_or_credit": "credit" }, { "account_id": "538624000000000403", "description": "Gross", "amount": 32000, "debit_or_credit": "debit" }, { "account_id": "538624000000000427", "description": "CPP", "amount": 1295.64, "debit_or_credit": "debit" }, { "account_id": "538624000000000376", "description":

      • Adding Social Media Buttons to Basic Campaigns

        Hi, I'm quote new to using Zoho Campaigns and I can't work out how to add Social Media Buttons into my basic campaign? In MailChimp there's a button that brings the icons into your campaign for you. I've tried adding the social media icons as 'buttons' in Zoho but it's not looking great. Can anyone help? Thanks!

      • Dropshipping Address - Does Not Show on Invoice Correctly

        When a dropshipping address is used for a customer, the correct ship-to address does not seem to show on the Invoice. It shows correctly on the Sales Order, Shipment Order, and Package, just not the Invoice. This is a problem, because the company being

      • Best way to schedule bill payments to vendors

        I've integrated Forte so that I can convert POs to bills and make payments to my vendors all through Books. Is there a way to schedule the bill payments as some of my vendors are net 30, net 60 and even net 90 days. If I can't get this to work, I'll have

      • Next Page