How to Modify a Subscription Contract

Upmind provides detailed control over subscription modifications through its admin interface without requiring client-side actions or support tickets. This guide shows admins and staff how to modify a client subscription. We show you how to:

1. Change subscription terms
2. Update subscription prices
3. Reactivate a subscription
4. Change to a new product

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Opening a client subscription page

1. Log in to Upmind.
2. Click Products & Services on the left menu.
3. Make sure the Subscriptions menu tab is selected

4. Go through the list and click the client subscription you want to review or modify.
5. Scroll down on the Overview tab, and you will find several Quick Action buttons.

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Changing the subscription term

You can change the payment period (term) of the subscription on the Modify page.

1. Click the edit icon next to Term, or click the Modify Product button under Quick Actions.

2. The Modify page will be displayed.

3. Choose the Billing Term (Monthly/Annually/Biennially) and set the effective date for the Next Renewal.

4. If an invoice for renewal has already been created, Upmind will automatically credit the old invoice and generate a new one with the updated billing cycle.

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Changing subscription prices

To manually set the price on the client’s next invoice, you can follow these steps:

1. Click on the Price amount.
2. Enter an amount.
3. Click Apply.

4. For the existing term, if a client renewed monthly but switches to an annual plan at a lower average monthly price, Upmind recalculates the price as if they had been on the annual plan since the last renewal.

5. If you want to change the next renewal price, you can set the charge to free.

6. Moreover, you can also schedule the price change from Quick Actions. For more on Schedule Price Changes, follow this guide.

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Reactivating a product

You can change the status of a Lapsed or Cancelled Subscription to Active.

1. Scroll down to Quick Actions.
2. Click the Reactivate product button.

3. In the new window, set the conditions, including Renewal Date and Price.
4. Click Submit.

5. If you want to offer a discount on an existing raised invoice, you can go to the invoice and add a ‘credit’ against that invoice.

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Change to a new product

You can upgrade or downgrade to a new product and configuration.

1. On the Modify page, select the Change to New Product tab and then choose a new product.

2. You can choose new billing terms and the charge options.

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Apply pro-rata modifications without impacting existing invoices

1. Go to Settings > Order Options.

2. Under the Misc section, click Enable control over pro rata/modify crediting invoices. This controls whether crediting or refunding of invoices is disabled during pro-rata adjustments. When enabled, an additional parameter can be passed when pro-rating a product to suppress the automatic credit or refund on affected invoices.

3. Then, when you modify a product and click Preview changes, you will see the option Only apply these changes to future invoices.

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How to reactivate a contract with a past date

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Reactivating with a past date

1. Go to the client’s profile and open Products & Services.
2. Scroll to Quick Actions and click Reactivate Product.

3. In the window that appears, locate the Renewal Date and set it to your desired past date.

4. Set the product price (if applicable) and click Submit.

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How far back can you backdate?

The backdated renewal date cannot be set earlier than one billing cycle before the current next due date. In practice, this means if a product Lapsed or was Cancelled in a given month, you can only backdate it to one month prior to that date. Example 1: Cancelled - 27 July 2026 to 27 June 2026 (one month back). Example 2: Lapsed - 27 July 2026 to 27 May 2026 (one billing cycle back).

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How billing works when backdating

When reactivating with a past date, the flow differs from a standard reactivation:

• A recurring invoice is issued from the calculated next invoice date at its full amount, not a pro-rata invoice.
• The Activate for Free and Issue Next Recurring options are not available in this flow.
• The reconciliation setting controls how billing is calculated when you backdate a reactivation.

This can be accessed from Settings > Subscription Options > Contract Settings. Option 1 (default) - Billing is evaluated based on paid invoices in historical order. When backdating, the system works through the invoice history chronologically to determine what is owed from the backdated renewal date. Option 2 - Billing is evaluated based on the calculated next due date at the invoice product level, starting from the last invoice. This means the system calculates forward from the most recent invoice rather than reviewing the full history. For detailed examples of how each option behaves during cancellation and reactivation, refer to the Subscription Cancellation Options guide.