Subscriptions and Wellness Plans are essential to many veterinary clinics' offerings. They provide clinics with a steady, predictable revenue stream while helping pet parents manage the costs of routine care. These plans encourage consistent, proactive pet care, making it easier for pet parents to keep up with vaccinations, check-ups, and treatments. Offering wellness plans deepens the relationship between clinics and their clients and ensures pets receive the care they need, helping prevent larger health issues down the road.

With Digitail’s Plans & Subscriptions feature, you can easily create and manage custom Plans for your clients, including automatic billing and detailed reports to track usage.

Go to Admin→ Wellness Plans to start creating your Plans. Here you can see a list of all your existing Plans, with their descriptions, prices, recurrence, as well as status and the number of Subscriptions associated (meaning how many patients are on the specific Plan).

The status of a Plan can be Active, which mean it's available to be used with new patients, or Disabled, which will hide it from the 'available Plans' options when associating a new Subscription.

To add a new Plan, simply click on the teal button from the top right. Fill in all the required information, such as the name of the Plan (use something unique and easy to identify), the price and the recurrence.

The price is set per recurrence, for example if you add $60 monthly, this sum will be charged from the client every month.

The description is an optional field, but useful to record information, such as what it's included in the Plan, and other rules or details.

All this information will be visible when you associate a Subscription to a patient.

From Admin→ Plans you can easily manage all your Plans.

You can edit a Plan by clicking on the 'edit' icon on the main table. You'll be able to edit only the name and description if the Plan has associated Subscriptions.

If the Plan has no associated Subscriptions, you can edit all fields.

To disable Plans, click on the 'edit' icon and mark the Plan as Disabled. You can disable Plans that have an active Subscription associated with them.

Disabled Plans won't be available to be added as new Subscriptions anymore, but the pets with this Plan still active won't be affected.

By clicking on the red icon, you can easily delete Plans with no Subscriptions (activate or inactive) associated.

You can't delete Plans that are still ongoing (some pets still have this Plan associated and active) or that were used in the past.

A Subscription means associating a Plan with a patient. You can do that from any patient's Health Card, by going to the 'Subscription' tab of the Client card and clicking on 'Add Subscription'.

From here, you can select the Plan you want to use for this Subscription and the patient (the default will be the patient on Health Card, but you can also quickly add a subscription to another pet of the same owner).

The start date of the Subscription is defaulted to today's date, but it can be updated with a date in the future, in case you want this subscription to not start immediately.

By default there is no end date of the subscription, meaning that the Plan will be renewed automatically until it's manually stopped. For example, a monthly Plan will renew every month, generating a new invoice and payment. A yearly Plan will renew every year, generating the invoice and the payment.

You need to select a card to start the Subscription, as all payments will be automatically charged. You can choose one of the existing cards on file, or add a new one.

After clicking on the "Save subscription" button, you will receive a subscription successfully activated message.
At the same time, the pet parent will automatically receive a subscription activation email and the first invoice for the subscription.

Navigate to the Client's card, and click on the 'Subscriptions' tab.

Here you can see all Subscriptions associated to this client's pets, in one place.

The information displayed here includes the Plan name and the associated Pet (you can hover on their avatar to see the pet's name), the status of the Subscription, as well as the duration, the price & recurrence, the next payment and the card set for the payment.

If the Subscription is canceled, then instead of the 'next payment' you will see the canceled date.

You can easily see if a patient is on a Subscription on the Patients page. You can also filter all patients using the 'Subscription' filter, so you can see them at a glance.

All patients that have a Subscription are also marked with a special icon. You can see this next to their name, on all pet/client info cards, across the platform. By clicking on the icon, you'll be able to see all Subscriptions associated to that patient, with all their details.

Subscriptions have different statuses, influenced by the start date or payment status.

Click on the Plan name to manage the Subscription. You can change the Patient (you can only choose another pet from the same client), or change the card used for the payment (either by selecting another card on file or adding a new one).

You can also cancel the Subscription for this patient, by clicking on the red button.

While Digitail is capturing payments automatically and re-trying new payments in case they fail, the clinic needs to review and track all Subscriptions.

Digitail automatically tries to take the payment 3 times. Let's take the following example:

Payment due date: 2024-11-1 2:00pm (based on when the Subscription was created)
👉 First payment try: ~2024-10-23 2:00pm (Fail)
👉 Second payment try: ~2024-11-1 11:59 pm (Fail)
👉 Third payment try: ~2024-11-2 11:59 am(Fail) → The subscription status is changed from Active to Past Due (payment failed), and an Unpaid Sale/Invoice is created (which also means that the client will have a new outstanding balance) and an automatic notification is sent to the Client, letting them know that the payment has failed.

A notification that the payment has failed will be visible in the Notification Center

Use case: the subscription renewal has failed and the subscription switches to a past due status. Either the clinic or the client reaches out pay the overdue subscription invoice and reactivate the subscription.

The clinic needs to locate the invoice or invoices that are unpaid. To do that, the staff can navigate either to the Healthcard or to Sales invoices.

The advantage of the sales invoices view is that the clinic can use a combination for Payment status, Client and Sales Type filters to locate the invoices.

Once the invoice(s) is/are paid the subscription automatically switches to active.

This also happens if the staff sends the payment link to the pet parent they pay it themselves.

A new sale and invoice is created automatically when the next payment is due, which you can easily find in the Sales Report.

There is also a filter, so you can see at a glance all sales that are generated from Subscriptions, or to filter them out if needed.

If the charge is successful, a payment will also be visible on the Payments Report. Similarly, you can filter all payments associated with Subscriptions using the filter below.

Keep track of all your Subscriptions, usage and statuses in one place.

Go to Reports → Subscriptions Report to see a full list of all patients that are on a Subscription, as well as other details.