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Subscription Cancellation

Subscriptions in BillaBear can be cancelled in multiple ways:

  • Programmatically via the API
  • Manually through the web dashboard
  • Automatically through system processes (e.g., failed payments)

Cancellation Methods​

API Cancellation​

To cancel a subscription via the API, you can use the cancellation endpoint documented in the API documentation.

The API allows you to specify cancellation options such as:

  • When the cancellation should take effect (immediately or at the end of the current billing period)
  • Whether a refund should be issued
  • Reason for cancellation (for reporting purposes)

Dashboard Cancellation​

Administrators can cancel subscriptions through the BillaBear web dashboard. The dashboard provides a user-friendly interface for:

  • Selecting the subscription to cancel
  • Choosing cancellation timing
  • Processing refunds if necessary
  • Recording cancellation reasons

Cancellation Flow​

When a subscription is cancelled, BillaBear follows a defined workflow process:

1. Initiate Cancellation​

The first step is creating a cancellation request. This request includes:

  • The subscription to be cancelled
  • Cancellation timing (immediate or end of period)
  • Refund instructions
  • Cancellation reason

2. Process Refund (If Required)​

If the cancellation settings specify that a refund should be issued, BillaBear will:

  • Calculate the appropriate refund amount
  • Process the refund through the payment provider
  • Generate a credit note or refund receipt
  • Update financial records

Refunds can be:

  • Full refunds of the most recent payment
  • Partial refunds based on unused time
  • No refund (when cancelling at the end of the billing period)

3. Send Customer Notification​

BillaBear sends a notification to the customer confirming that their subscription has been cancelled. This notification typically includes:

  • Confirmation of the cancellation
  • Details about when access will end
  • Information about any refunds processed
  • Instructions for reactivating the subscription (if applicable)

4. Send Internal Notification​

BillaBear also sends internal notifications about the cancellation. These notifications help your team track cancellations and may include:

  • Slack messages
  • Email notifications to specific team members
  • Webhook calls to internal systems

Cancellation Timing Options​

BillaBear supports two main cancellation timing options:

Immediate Cancellation​

When a subscription is cancelled immediately:

  • Access is revoked right away
  • A prorated refund may be issued for unused time
  • The subscription status changes to "cancelled" immediately

End of Period Cancellation​

When a subscription is cancelled at the end of the current billing period:

  • Access continues until the end of the paid period
  • No refund is issued as the service will be provided for the paid period
  • The subscription status changes to "pending cancellation"
  • At the end of the period, the status changes to "cancelled"

Cancellation Reporting​

BillaBear tracks cancellation data for reporting purposes, including:

  • Cancellation rates over time
  • Common cancellation reasons
  • Revenue impact of cancellations
  • Subscription retention metrics

This data can be accessed through the reporting section of the BillaBear dashboard.

Reactivating Cancelled Subscriptions​

In some cases, customers may wish to reactivate a cancelled subscription. BillaBear supports reactivation:

  • For subscriptions in "pending cancellation" status, cancellation can be undone
  • For fully cancelled subscriptions, a new subscription must be created
  • Customer data and history are preserved even after cancellation

Webhooks for Cancellation Events​

BillaBear can send webhook notifications for subscription cancellation events, allowing you to:

  • Update external systems when subscriptions are cancelled
  • Trigger automated workflows based on cancellations
  • Maintain data consistency across your technology stack

Configure webhooks in the BillaBear settings to receive these notifications.