How to create a subscription

You create a subscription from the Subscriptions page - select New Subscription and work down the form. It takes a couple of minutes. If you have not invoiced this customer before, add them first: how to add and manage customers.

Before you start: check that your customer can pay by card. Subscriptions have no bank transfer option, so if their finance team only pays by transfer you will build something they cannot start. For those customers, use a scheduled invoice instead.

Step 1 · Customer details

Pick the Customer and the Contact who will receive the approval email. The contact matters - that is the person who has to approve the subscription and save the card, so choose someone who can authorise a payment.

Step 2 · Subscription details

Category and Sub Category describe the kind of work. Description is what you deliver - keep it accurate, because it is shown on every invoice this subscription creates, not just the first one.

Billing frequency - how often the card is charged:

• Monthly - charged on the same date each month
• Weekly - charged on the same weekday each week

When should the subscription end?

• After a specific period - a fixed number of billing periods. The minimum is 2, so the shortest possible subscription is two weeks or two months. When the last period is paid, the subscription ends on its own.
• Until canceled - open-ended. It keeps charging until you or your customer cancels it.

As you fill this in, a summary line tells you what you have built - for example “Your customer will be charged automatically every month, and the subscription will end after 6 months unless canceled earlier.” Read it before moving on; it is the clearest check that the subscription matches what you agreed.

Step 3 · Pricing and payout

Amount per period and the currency you invoice in. This is what your customer pays every single period, and it cannot be changed later.

You’ll collect payment in - where your money goes. If you have added a payout account, choose it here. If you have not added one yet, you choose the currency you want to be paid in instead, and add the account before your first payout arrives. See how to add and manage your payment method.

Who pays the commission? - Ruul’s commission applies to every period, and you decide who absorbs it:

• Me - it is deducted from your payout each period
• My Customer - it is added on top of the amount they pay each period

If you have a promo code that applies, the review step offers it here under Use a promo code?. See using promocodes and discounts.

Step 4 · Review and send

Before anything is sent, Ruul shows you exactly what your customer will get: the amount they pay per period, what you receive per period, and a preview of the invoice itself.

The preview has no invoice number and no issue date, and that is correct - those are assigned when a real period is actually charged, and there is nothing to number yet.

Click Continue to Review, check the summary once, then click Create & send.

What happens after you send

Your customer receives an email asking them to approve the subscription and save a card. Until they do:

• the subscription sits as Pending
• the payment schedule has no dates - they are set the moment your customer starts it
• nothing is charged, to them or to you

When they approve and save a card, the first period is charged straight away and the whole schedule is dated from that day.

The confirmation screen gives you Copy approval link to send it yourself, See subscription details, and Create another if you’re setting up more than one.

Good to know

• You cannot start it for them. Saving a card is something only your customer can do, by design - it is their authorisation for every future charge.
• The customer sees the full commitment before agreeing - amount per period, frequency, and how long it runs.
• Nothing about your payout changes. Each period becomes a normal invoice and pays out within one business day of the charge clearing, like any other Ruul invoice.
• Once it is running, everything you need is on the subscription page: managing and canceling a subscription.