Subscriptions | Settings
Via Settings > Subscriptions you determine how the subscriptions module works: how often a subscription can recur, which templates you start from, which statuses you use and what appears on the PDF. This page is only visible to administrators. Your changes are saved as soon as you leave the page. Do you want to apply them straight away? Then click Activate settings at the bottom right: Robaws saves them and reloads the page. How to work with subscriptions is explained in Subscriptions | General.
Master data
Click Recurring periods to manage the periods you choose from at the Recurrence rule of a subscription, for example 'Monthly', 'Every 3 months' or 'Yearly'. You create them once and then use them in every subscription. These periods only apply to subscriptions: the recurring periods of the dayplanning are separate.
Field | Explanation |
|---|---|
Name | The name you see at Recurrence rule on the subscription. |
Repeat each | Every how many days, weeks, months or years the subscription recurs. |
On specific days | With a weekly recurrence: on which days of the week. |
Ends on, or after … times | When the recurrence stops: on a date or after a number of times. If you leave this empty, it keeps running. |
If you set an end on a period, it applies to every subscription that uses it. If one subscription has to stop, choose Custom at the recurrence rule there.
Overview
Here you determine what the views of the overview screen of your subscriptions look like. What you change here applies to every user. In addition, every user can still create and set up their own overviews.
Setting | Explanation |
|---|---|
Quick filters | Choose which filters are ready by default in your overview. |
System view | Choose which columns you want in the table view, and in which order. |
Card info | Set the title, the subtitle and the fields of the card in the kanban view. A maximum of 8 fields in total. |
Tags | Set up labels that appear on a card as soon as a subscription meets your condition. At most 10 per module. |
Card info and tags apply to the whole environment. You set the columns separately per overview.
Settings
At the top of this card you change the number of the next subscription via Change next number.
Setting | Explanation |
|---|---|
Show post nr., Show line nrs. | Show the Post column and the Nr column with the lines of your subscriptions. |
Extra fields
Do you want to keep track of something on a subscription for which there is no standard field? Then create extra fields. If you create the same extra field for quotations, subscriptions, invoices and orders, Robaws takes over the content from the quotation to the subscription, and from the subscription to the invoice or the order.
Set up one or more PDF templates to show a subscription as a PDF. You determine yourself the heading, the title, which columns are visible with the lines and the translations, for when you send the subscription in another language.
Statuses
Setting | Explanation |
|---|---|
Invoice status | The status a subscription gets as soon as an invoice has been created from it, automatically or by you. |
Status after making order | The status a subscription gets as soon as an order has been created from it, automatically or by you. |
You type in the name of the status. Write it exactly as in your list of statuses, with the same capital letters.
Below that you create the list of statuses for your subscriptions. How statuses work is explained in Working with statuses.
The status does not determine whether a subscription creates invoices or orders: only the Active tick on the subscription does that.
Templates
Every new subscription starts from a template. So without a template you cannot add a subscription. You set up a subscription properly once, and then use it as the basis for every customer. Also read Creating a template.
- Click Add.
- Give your template a Name.
- Click Create blank template to start with an empty subscription, or Choose existing to start from an existing subscription.
- Click Edit template and complete the template, for example the type, the recurrence rule and the lines.
If you adjust a template afterwards, nothing changes in your existing subscriptions.
Robaws only uses the Default drop-down list at the top when an integration via the API converts a quotation into a subscription. In Robaws itself you choose the template yourself every time.
Default documents
Create default documents here that you draw up from a subscription, for example a maintenance contract. They appear on the subscription under the Default documents action button. You can still edit them there before you send them to your customer.
Email templates
Here you create the email templates with which you send your subscriptions, with their text and the attachments that are sent along by default, for example the subscription and your general terms and conditions.
Updated on: 06/11/2026
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