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SIGNED CONTRACTAcme Manufacturing.pdfEffective Sep 1, 2026 · 12 months
Subscription billing for Xero
Keep subscription changes from turning into repeated Xero invoice edits.
Xero repeating invoices are a useful starting point for stable billing. BillCadence is designed for the point when customer quantities, plans, pricing, renewals, and cancellations change often enough to require a second process outside Xero.
Private beta participation is free.
Illustrative workflow
- Subscription
- Usage
- Invoice review
- Human approval
- Posting to Xero
Private-beta production invoices require human approval.
The breaking point
Repeating invoices assume tomorrow will look like today.
- Upcoming customer changes are tracked outside the repeating invoice.
- Finance must compare current customer terms with Xero before billing.
- Special terms and effective dates depend on manual intervention.
- Credits and corrections become the fallback when a change is missed.
A controlled workflow
Give every subscription change a visible path to the next Xero invoice.
BillCadence is designed to keep subscription changes visible and reviewable before they become accounting transactions.
- 01
Prepare subscription schedules
Use existing Xero billing context to prepare the customer relationships your team will manage going forward.
- 02
Schedule customer changes
Apply new quantities, products, prices, renewal terms, pauses, and cancellations on approved effective dates.
- 03
Review upcoming invoices
See what will be billed and what changed before a production invoice is created.
- 04
Post approved invoices
Create the approved invoice in Xero, where your posted financial records remain.
- 05
Surface exceptions
Keep incomplete terms and posting differences visible instead of treating them as successful billing.
A practical example
A plan change should become a schedule—not another date someone must remember.
- Track the agreed change in email or a spreadsheet
- Set a reminder for the effective date
- Edit the Xero repeating invoice
- Check whether the right amount was created
- Record the approved plan and effective date
- Preview the resulting charge or credit
- Approve the upcoming invoice
- Post and reconcile the invoice in Xero
Keep your accounting system
BillCadence manages future billing. Xero remains the ledger.
Review subscription schedules and invoice intent in BillCadence, then create approved invoices in the accounting system your team already uses. Posted invoices, payments, credits, and the books stay there.
Are changing subscriptions creating work outside Xero?
Walk us through the process you use today and see whether BillCadence can give it a controlled home.