Subscriptions & Payments
These two pages are your day-to-day billing desk. Subscriptions shows who has which plan. Payments shows every payment that came in, with its invoice.
The problem they solve
"Is this customer paying?", "Why did their access stop?", "Can I get a copy of that invoice?", "I gave them a month free, how do I set that up?" These pages answer all of it without looking in your payment gateway's dashboard.
Subscriptions
Open Clients & Billing → Subscriptions. Each row shows the client, plan, status, Paid through (the gateway), and when it renews or ends.
- Filter by status and search by client name.
- Export CSV downloads the list that matches your filters.
Statuses
| Status | Meaning |
|---|---|
| Trialing | In the free trial. No payment yet. |
| Active | Paid and working. |
| Past due | A payment failed or was not made on time. The client can still sign in and look, but cannot create anything new. |
| Canceled | Will not renew. It keeps working until the end of the period already paid for. |
| Expired | Ended. The client is asked to choose a plan. |
Actions on a subscription
| Action | What it does |
|---|---|
| Cancel at period end | Stops it renewing. The client keeps access until the date they already paid for. |
| Cancel now | Ends it immediately. A subscription on a gateway like Stripe is cancelled there too, so they are not charged again. |
| Resume | Undoes a cancel-at-period-end before it takes effect. |
Grant a plan
Use Grant a plan for a comped client, a partner, or someone who paid you offline.
- Click Grant a plan.
- Choose the client, the plan and the billing cycle (or none for a free plan).
- Optionally set Ends on.
- Click Grant plan.
"This ends the subscription currently giving them access." Only one subscription is active at a time. The gateway is recorded as Manual, and the client gets an email. You can also do this from the client's page (Assign plan).
Payments
Open Clients & Billing → Payments. Each row is one payment: the client, plan, gateway, amount, tax, discount, status and date.
- Filter by status, gateway and date, and search by client.
- The totals shown match your filters.
- Export CSV is ready for your accountant.
Invoices
Every successful payment gets an invoice. Click View invoice to open it.
- The invoice number is sequential with no gaps, for example
INV-2026-000123. This is what most tax offices want. - It shows your business name, the client, the plan and billing cycle, the subtotal, discount, tax, amount refunded (if any) and the total.
- To make a PDF, use your browser's Print and choose Save as PDF.
- Your clients can open their own invoices from Settings → Billing in their workspace. A client can never open another client's invoice.
Refunds
Record a refund notes a refund in Threadline so your reports and the invoice agree. You can record the full amount or part of it, and the status becomes Refunded or Partially refunded.
It does not move any money. First refund the customer in your gateway's own dashboard, then record it here. Threadline says this on the dialog too.
Permissions
| Permission | Lets the person |
|---|---|
| View subscriptions | Open the list and export it. |
| Grant, cancel and resume subscriptions | Use the actions above. |
| View payments and invoices | Open payments, invoices and export. |
| Record refunds | Record a refund. |
Common questions
A customer paid but there is no payment here. The gateway's webhook did not reach Threadline. See Payment Gateways.
A subscription is stuck as past due. The customer must pay again. For one-payment gateways they got an email with a link. After 3 days past the end date it expires by itself.
I need to give someone a free month. Grant a plan with an Ends on date one month from now.