Projects: one quote for your project and subscription

Use Projects when you sell initial work together with an ongoing service. Agree on a website build and monthly maintenance in one quote, then manage the deposit, final invoice and subscription from the same project overview.

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Example: a website with monthly maintenance

You quote a website for €3,000 excluding VAT and maintenance for €49 per month excluding VAT. With 21% VAT and a 50% deposit, the agreement contains: The website total is €3,630 including VAT. Maintenance is separate from that one-time total. The customer sees both prices and the recurring start conditions before accepting.

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Before you start

Have these details ready:

• A verified PayRequest account with a current paid Business subscription.
• An existing customer with the correct billing details.
• Invoice-based subscriptions enabled in your portal settings.
• The one-time work, deposit percentage, ongoing service and cancellation terms.

The first version supports one customer, one account currency, one deposit and final payment, and one recurring service per project. The recurring service can be billed monthly, quarterly or yearly.

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Create your project

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Customer approval and the deposit

Your customer opens the quote link and reviews the one-time work and ongoing service. They must explicitly accept the recurring service, price, frequency and start conditions before approving. After approval, PayRequest creates the deposit invoice through the existing invoice workflow. The customer pays using the available payment methods. The invoice’s normal payment verification determines whether it is paid. An unapproved, declined, expired or stopped project quote cannot start a new project subscription.

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Confirm delivery and invoice the balance

When the work is ready, open the project and choose Confirm delivery and create final invoice. This creates the remaining invoice once. Open Final invoice to review and send it through the normal invoice screen. Confirming delivery does not mark the deposit or final invoice paid. The customer can return to the original quote link to see project progress and open the final invoice when it is available.

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Start and manage recurring invoicing

Once the customer has accepted and the chosen start condition has been reached, PayRequest starts the service on the next scheduled project activation run. The normal subscription billing schedule creates and sends the recurring invoices. You can also choose Start recurring invoicing on an eligible project. Customers pay each recurring invoice themselves; no automatic debit mandate is created by this action. If the selected date has already passed when the customer approves, invoicing starts from the current day. Earlier periods are not backfilled. Use Manage subscription to open the connected subscription for its invoices, payment history and normal subscription controls. Customer self-service continues through the existing customer portal.

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Stop a project or cancel its service

Before the connected subscription starts, choose Stop project to prevent delivery actions and recurring activation. Existing invoices are not canceled or changed by this action. After the subscription starts, use Manage subscription and the normal cancellation controls. A canceled, paused or deleted subscription is never automatically replaced or reactivated by its project.

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