Acumens Subscription & Maintenance Fee Billing

Easy Subscription & Maintenance Contract Management.

You can create and manage all your subscription and maintenance contracts directly inside Business Central.

Acumens SMFee Billing supports contract quotes, contracts, contract terms, billing frequencies, renewal periods, and recurring invoice processing.

Contracts can be created manually or automatically when you post a sales order, making it easy to connect your sales process with ongoing subscription billing.

Sales Order Integration.

SMFee Sales Orders connect your sales process to your subscription billing.
When set up correctly, posting a sales order can automatically create the related subscription or maintenance contract.

You can also create linked purchase orders from the sales order if you need to buy something from a vendor as part of the subscription.

Automatic Recurring Billing.

Instead of creating invoices manually every month or year, Acumens SMFee Billing can be set to generate them automatically based on the contract’s billing schedule.

This makes subscription and maintenance billing predictable, accurate, and much faster.
You can also use coterminous billing to align different subscription items to the same billing date.

Prepayments & Revenue Recognition.

If your business collects payment upfront, Acumens SMFee Billing supports prepaid contracts.
Prepaid amounts can be stored in deferred accounts and then recognized as revenue over time — for example, month by month.

The system can automatically spread prepaid amounts across months and post revenue recognition entries for you.

Master Contracts.

Master Contracts lets you group several related contracts together. You can combine contracts based on Customer, Customer + Item or Customer + Vendor.

Each Master Contract has one Main Contract, but you can link many related contracts to it. This makes it easier to manage customers who have multiple subscriptions with similar billing dates.

Flexible Subscription Pricing.

Acumens SMFee Billing gives you several ways to set subscription prices.

You can use standard Business Central pricing or calculate prices based on purchase costs using a markup.

• Standard sales price
• Markup on purchase price
• Custom pricing factors
• Item specific subscription pricing

This lets you control how recurring prices are calculated for each item.

Vendor Cost Management.

If your subscription or maintenance service involves vendor costs, Acumens SMFee Billing can calculate and record those costs automatically.

Vendor costs can be handled through purchase invoices or added as part of recurring contract invoicing.

You can also set up vendor specific cost rules and link subscription items to their vendors.

• Purchase Invoice
• Accrued Cost
• Purchase Price Lookup
• Manual Cost Entry
• Factor based cost calculation

You can also create purchase orders directly from SMFee Sales Orders when vendor details are set up. Some vendors have special rules for how they calculate billing periods, dates, or coterminous amounts. Vendor Calculation Formulas let you apply these rules, so your customer billing matches your vendor billing. This is useful when vendor billing is not straightforward or does not follow a simple monthly or yearly pattern.

Credit Memos & Adjustments.

You can create credit memos for the contracts when adjustments are needed. The system keeps the link between the credit memo and the original contract, so your records stay accurate.

Document Reporting & Emailing.

Acumens SMFee Billing includes customizable reports and email templates for all documents.
You can configure for Contract documents and SMFee Sales documents.
Reports can be printed or emailed directly to customers.

History & Registers.

The system keeps a full history of posted documents and contract activity.

You can easily review past invoices, credit memos, and contract changes.

Role Center & Visibility.

The Acumens SMFee Billing Role Center gives users a dedicated workspace for subscription and maintenance billing.

Role Center cues and permissions help users quickly access the tools they need.