This release of OnboardMe introduces Client Subscriptions in beta, quantities on proposal services, and a new Clients submenu. The changes are outlined below.
Client Subscriptions (beta)
Client Subscriptions is in beta. To get access, email [email protected]. Until it is enabled for your practice, Clients → Subscriptions shows as Coming Soon.
Once enabled, Owners and Admins can recoup the software subscriptions you buy on behalf of clients, with cost, markup, import, and scheduled billing in one place. This keeps recoup in OnboardMe instead of a spreadsheet plus a separate repeating invoice.
The page lists each client subscription with product, vendor, cost, amount charged, margin, next run date, and status.
What you can do
Assign a catalogue product to a client with cost, partner discount, markup, and price charged
Create a linked OnboardMe Recurring Billing schedule at the same time, so bills generate on each next run date
Import a vendor spreadsheet (Excel or CSV) to create new subscriptions or update cost when the vendor bill changed
Set per-vendor defaults (partner discount and markup) and apply them in bulk
See a full Subscription history of how pricing was set, plus Billing history for generated bills
Cancel a subscription and terminate its recurring schedule so no further bills are created
Print Client subscriptions and Billing vs cost reports as PDF or CSV
Pricing
Catalogue list prices still live under Templates → Subscriptions. On each client subscription:
Partner discount % comes off the catalogue price to calculate your cost
Markup % is the target margin on that cost (not a simple add-on to cost)
You can lock a custom cost or charge so later catalogue changes do not overwrite it
Settings stores those defaults per vendor (Xero, MYOB, QuickBooks, or a vendor you add). Options on the list lets you bulk-update selected rows or apply practice defaults.
Import a vendor file
Drop in a partner or reseller spreadsheet. OnboardMe matches clients and products, then shows what is new, what already matches, and where cost has changed.
Choose the month the vendor bill is for (you can import the same month more than once)
Map unmatched clients or products, exclude rows, and choose how new subscriptions are charged (cost price, catalogue price, or a discount off catalogue)
A billing template applies only to new subscriptions. Existing ones keep their current schedule. Cost-changed rows update cost only, not the amount you already charge the client
The original file is stored with the run. Open Import history to download it later
Large files run in the background and email you when they finish
Import sets up recoup going forward. It does not turn the vendor's historical invoice into an OnboardMe bill. Dates in the file do not need to match your subscription dates.
Billing and placeholders
Each client subscription owns its recurring schedule. On Bills & Payments → Recurring Billing, those schedules show a Subscription badge and are view only. Edit pricing and dates from Client Subscriptions.
Bill details and line narrations can use [SubscriptionName] to insert the product name when a bill is generated. That placeholder only works on Client Subscriptions, not on other bills or recurring schedules. Date and client placeholders such as [Month] and [ClientName] still work as usual.
If you sync to Xero, pick a branding theme and a revenue account or sale item on new subscriptions so invoices can be created in Xero.
Reports
Owners and Admins can open Reports on Client Subscriptions to print or export two views:
Client subscriptions shows who has which products, your cost versus what you charge, and margin. Amounts can be shown per billing cycle or as a monthly equivalent. You can group by subscription, client, or vendor, and filter overdue next run, never billed, or no schedule.
Billing vs cost lists successful recoup bills in a date range against the current vendor cost on each subscription, with a by-month summary of billed, cost, and margin.
[Screenshot: Reports menu on Client Subscriptions]
How this fits with existing billing
Generated invoices appear on Bills & Payments → Bills like any other OnboardMe bill
This does not replace Xero Repeating Invoices. Use Client Subscriptions when you want cost, markup, and recoup managed in OnboardMe
This is not your practice's OnboardMe subscription (Settings / Account)
After support has enabled access, see How to use Client Subscriptions for setup, import, bulk pricing, and reports.
Quantities on proposal services
Proposal Services & Packages now has a Qty column, so a service can be more than one unit (or more than one hour) without duplicating the row.
How it works
Fixed services: Qty is the number of units (defaults to 1). The line amount is unit price × quantity (after any discount).
Hourly services: Qty is hours. The line shows rate × hours. You can enter decimal hours.
Included and Range services do not use quantity.
Quantity is included in proposal totals, client review, and the signed proposal. When bills are auto-generated from services, one-off invoices use quantity on the line. Recurring schedules still bill one period at a time at the unit (period) price; quantity on a fixed recurring service is the number of periods in the term, not a multiplier on each generated bill.
Where to set it
Open a proposal and go to Services & Packages.
Enter Qty on the service row (or in the full service editor: Qty for fixed, Qty (hrs) for hourly).
Clients submenu
Clients in the main menu is now a submenu, so client-related areas sit together instead of as separate top-level items.
Open Clients to choose:
Clients - your existing client list (same page as before)
Leads & Deals - pipeline leads and deals
Subscriptions - Client Subscriptions (recoup vendor software you buy for clients)
Leads & Deals and Subscriptions show as Coming Soon until they are enabled for your practice. Client Subscriptions is in beta (see above).
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