Link a subscription to a project

 

Managing project-related recurring revenue is seamless. You can link your subscriptions directly to a project, allowing you to track subscription invoices alongside your project and deduct them from your project invoice.
 

Benefits

  • Two-way visibility: See linked projects on the subscription page and linked subscriptions on the project page.
  • Generated invoices: View subscription invoices within the project’s ‘Invoices’ tab.
  • Automated deductions: Deduct subscription invoices from project totals, similar to how you handle advance invoices.
     

Linking a subscription to a project

There are three ways to establish a link between a subscription and a project:


From a new or existing subscription

To link a project to a (existing) subscription, follow these steps:

  1. Go to the subscription detail page and click on the pencil icon next to ‘Subscription Info’, or create a new subscription. 
  2. Here, you’ll find a Project field. 
  3. Search for your project by title (results are sorted by the most recently created and open projects).


    Note: Only subscription invoices created after the link is established will appear in the project. If a subscription already has invoices and you change the project, you will see a warning: Subscription invoices created before linking the subscription to a project will not appear in that project.
  4. Once linked, you can click through to the project directly from your subscription page.
     

From the project page

To link a subscription to a project from the project page, follow these steps:

  1. Navigate to the Project Info tab in a project. 
  2. Go to the Subscriptions widget and click the + button to create a new subscription. 
    The Project field will be pre-filled automatically.
     
  3. Find all linked subscriptions in the subscription widget afterwards. Clicking on a subscription leads you to the detail page of that subscription.
  4. In the Invoices tab of a project, invoices that are generated from a subscription are clearly tagged with the label ‘Subscription invoice’:

     

Via quotation conversion

The third way to link a subscription to a project is to link it from a quotation that already has a linked subscription. Follow these steps:

  1. Create a quotation. 
  2. Make sure it has recurring line items, meaning with a recurring cost type like ‘Recurring monthly’.

     
  3. Convert the quotation to a subscription. Find more information about that here.
  4. If you convert the quotation to a project now, you’ll find the linked subscription in the project as well.

 

Deducting subscriptions from project invoices

If you create an invoice from a project based on project lines (time and material) but have already created a subscription for this customer linked to the same project, you can deduct the subscription amount from the final project invoice.

  1. Create an invoice from project lines.
  2. In the Deduct Invoices section, you can find the subscription that was already linked. Check the box next to it to deduct it.

     
  3. Once the invoice is generated, the line item on the invoice will be labeled: Advance: <invoice number>.
     

Notes

  • If there is a subscription invoice scheduled within the next 7 days for the project, you will see a warning banner for each subscription:
    The upcoming subscription invoice (€X,XXX.XX) for this project will be sent in X days, on October 1, 2025. 
  • If a subscription is already linked to another project, that existing link is not overwritten.
     

If you have access to the linked project, the project name on the subscription page acts as a hyperlink. If you do not have access to projects, you will see the name of the project but won't be able to click through.

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