Subscription Revenue & the Platform's Own Books
Who this is for
This page is for the platform owner (the SuperAdmin) who hosts StockOps for other businesses and charges them for plans.
The platform owner is a business too. Their own POS, online store, purchases and expenses are recorded in their books exactly like any tenant's, always on and with no plan needed. On top of that, they have one thing no tenant has: subscription income, what tenants pay for plans.
How plan payments become income
| Event | How it is booked |
|---|---|
| A monthly plan is paid | Earned at once: money in to Bank, Subscription Revenue up. |
| A yearly plan is paid | The first month is revenue; the other eleven sit in Deferred Subscription Revenue (a liability) and are released one month at a time on each monthly anniversary. |
| An invoice is pending or failed | Not income. It appears under Awaiting confirmation. |
| An invoice is refunded | The unearned part is cancelled, and the earned part is booked to Subscription Refunds. |
If Hold card payments in Gateway Clearing is on, Stripe and PayPal money waits in Gateway Clearing until a payout is recorded.
The SuperAdmin's Accounting menu
The SuperAdmin sees the same Accounting screens as a tenant (chart of accounts, journal, reports, expenses, payments, and so on), plus:
Subscription Revenue (/accounting/subscriptions)
- Recurring revenue: Monthly Recurring Revenue (MRR), Annual Recurring Revenue (ARR) and active subscriptions. A yearly plan counts as a twelfth a month.
- Cards: Earned so far, Deferred (not yet earned), Refunded and Awaiting confirmation.
- Earned each month: subscription revenue for the last six months, net of refunds.
- By plan: invoiced, refunded, earned and deferred for each plan.
- Every invoice: number, tenant, plan, gateway, amount, earned, deferred and, for yearly plans, the date the next month is released.
Tenant Billing (/accounting/tenant-billing)
One row per business: its plan and billing cycle, subscription status, renewal date, how much it has been invoiced, refunded, earned and deferred, and any amount still pending. Search by tenant name or email.
Refunding an invoice
On Payments > Invoices, open a paid invoice's row menu and choose Refund. The confirmation states what happens: the money goes back, the plan is cancelled, and the unearned income is cancelled in the books. The invoice then reads Refunded.
Keeping the figures honest
- The platform books are synced from the billing records every time the accounting pages are opened and after billing actions, and the sync can be repeated safely without double-counting.
- Reconciliation adds three platform checks: deferred revenue, subscription revenue, and income from invoices that were later deleted. Each is calculated from the invoices alone, so any difference is visible.
- Income from an invoice whose customer was later deleted stays in the books and is flagged, not erased.