· Reviewed by Nimra Khalid
What are subscription billing services?
Subscription billing services mean a remote team operates your recurring billing on your behalf: creating plans and price changes, applying upgrades, downgrades and proration, running each cycle, chasing failed card payments and posting the results to your accounting file. You keep ownership of the billing platform, the payment processor and the customer relationship.
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Subscription billing: what we do and how it runs
Subscription billing services mean a remote team operates your recurring billing on your behalf: creating plans and price changes, applying upgrades, downgrades and proration, running each cycle, chasing failed card payments and posting the results to your accounting file. You keep ownership of the billing platform, the payment processor and the customer relationship.
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What it is
Subscription billing services mean a remote team operates your recurring billing on your behalf: creating plans and price changes, applying upgrades, downgrades and proration, running each cycle, chasing failed card payments and posting the results to your accounting file. You keep ownership of the billing platform, the payment processor and the customer relationship.
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What you get
Plans, proration and renewals managed inside your billing platform
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How it runs
Failed payments recovered with retries and branded dunning emails
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Discovery call
A 20-minute call to map your plans, billing platform, payment processor, tax setup and how customers currently change or cancel. We note your refund and discount rules.
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A named accountant, a backup and a team lead
Inside your own software, on a fixed close calendar, with a reply from a person within 1 business day. Call +1-657-777-0006 or start a quote.
Get a custom quote 06 / 06
Who it is for
SaaS founders
You have a few hundred to a few thousand subscribers and the founder or a developer still edits plans and refunds by hand. You want billing run by someone who does it every day.
Membership and program businesses
Gyms, studios, tutoring centers and childcare programs bill monthly and lose members quietly when a card expires. You want failed payments chased before the member notices a lapse.
Agencies on retainer
You bill retainers and support plans monthly and add-ons irregularly. You want the recurring run to be reliable and the one-off changes to be captured, not forgotten.
What's included
- Plan, price and coupon setup in Stripe Billing, Chargebee, Recurly or Invoiced
- Customer subscription changes: upgrades, downgrades, pauses and cancellations
- Proration checked on every mid-cycle change before the invoice is finalized
- Trial-to-paid conversions and renewal notices on schedule
- Failed-payment recovery: smart retries plus branded reminder emails and SMS
- Card-expiry and updater checks before the billing date
- Usage and overage charges collected and added to the cycle
- Refunds and credits processed to your approval rules
- Sales tax, VAT and GST settings reviewed per customer location
- Subscription revenue and deferred revenue posted to the ledger
- Monthly reconciliation of billing platform, processor payouts and bank
- Involuntary churn and recovery report each month
Deliverables and KPIs
| Deliverable | KPI we report | Cadence |
|---|---|---|
| Billing cycle run | Every active subscription invoiced on its scheduled date | Monthly |
| Failed-payment recovery | Every failed charge in a retry and reminder sequence within 24 hours | Per invoice |
| Subscription change log | Every plan change recorded with date, requester and proration result | Weekly |
| Revenue posting | Subscription and deferred revenue posted and tied to the platform report | Monthly |
| Payout reconciliation | Processor payouts matched to invoices, fees and refunds | Monthly |
| Churn report | Involuntary churn, recoveries and open failures listed with next action | Monthly |
KPIs are what we measure and report, agreed per engagement. Service-level commitments are set in your agreement.
How it works
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Discovery call
A 20-minute call to map your plans, billing platform, payment processor, tax setup and how customers currently change or cancel. We note your refund and discount rules.
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Access and plan audit
You grant a restricted role in your billing platform and accountant access to your ledger. We audit every active plan, coupon and tax setting and list the mismatches within 48 to 72 hours.
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Dedicated billing specialist assigned
A named specialist, a backup and a team lead take over the daily queue: changes, refunds, failed payments and customer billing questions. The first cycle runs with your sign-off.
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Monthly cycle and reconciliation
Each cycle runs on schedule, failed payments enter the recovery sequence, and the month closes with the platform, payouts and ledger reconciled under our Two-Tier Review.
Software we work in
How much does subscription billing cost?
Subscription billing operations are priced as a share of a dedicated billing specialist's time, sized by the number of active subscriptions, the volume of monthly changes and how much failed-payment recovery you need. There is no setup fee and engagements run month-to-month. Pricing depends on volume and scope, so we send a custom quote within 1 business day.
What moves the quote
- Number of active subscriptions and billing cycles per month
- Monthly volume of plan changes, refunds and customer billing questions
- Failed-payment volume and whether recovery includes SMS or phone
- Whether revenue recognition and payout reconciliation are included
Market benchmarks
| Market | Typical range | Source |
|---|---|---|
| US | Dedicated offshore billing staff $8 to $35 per hour all-inclusive versus $40 to $75 per hour US-based; an in-house bookkeeper costs $6,000 or more per month loaded | Madras, Acculink, Rose Talent; RadCity, UseCalcPro (2026) |
| UK | Bookkeeping and billing support £20 to £55 per hour; in-house £24.7k to £32.1k salary plus 15% employer NI | UK provider pricing surveys (2026) |
| Canada | Freelance bookkeeping and billing support C$30 to C$90 per hour | Outsource Bookkeeping CA, TheAccTaxCo (2026) |
Third-party ranges for orientation, not our prices.
Get a custom quote No setup fee. Month-to-month.
Subscription billing for your industry
Case study
14 months of payouts reconciled
Case studyReconciling 14 months of Shopify and Amazon payouts
An online retailer in the northeastern US sold through its own Shopify store and on Amazon. Deposits landed in the bank as lump sums net of fees, refunds, chargebacks and reserves, and the owner had been booking each deposit as sales. Fourteen months in, the books showed revenue that matched neither platform report, and the retailer's tax preparer would not work from them. The owner engaged LedgerBPO for payment-processor reconciliation, e-commerce accounting and catch-up bookkeeping. A named accountant, a backup and a team lead reconciled every payout for the 14 months back to the settlement reports and the bank, then put a monthly routine in place so the gap did not reopen. This ecommerce bookkeeping case study covers the first three months of payout reconciliation.
- Months of unreconciled payouts140
- Sales channelsShopify and Amazon, unreconciledShopify and Amazon, reconciled monthly
Security and compliance
- Restricted billing-platform roles; card data stays in your processor's vault, never with us
- MFA on every login, least-privilege access and a per-client access log
- Refunds and credits follow your written approval limits; we never move funds
Full control list on the security page and country rules on the compliance page. Certifications are listed only when held.
Frequently asked questions
How much do subscription billing services cost?
Pricing depends on volume and scope, and we send a custom quote within 1 business day. As a market reference, dedicated offshore billing staff run $8 to $35 per hour all-inclusive, compared with $40 to $75 per hour for US-based staff and $6,000 or more per month for a loaded in-house hire (Madras, Acculink, Rose Talent; RadCity, 2026). Most subscription clients need a part-time share of a specialist.
Which billing platforms do you work in?
Stripe Billing is the most common, followed by Chargebee, Recurly, Invoiced, Zoho Subscriptions and Square or PayPal recurring payments. We work inside your account with a restricted role and post results to QuickBooks Online, Xero or Zoho Books. We do not move you to a platform of ours.
How do you recover failed payments?
Through our DunningDesk process. Each failed charge enters a retry schedule tuned to your processor, followed by branded email and SMS reminders with a secure update-card link. The specialist watches for expired cards before the billing date and uses card-updater services where your processor offers them. Recoveries and remaining failures are reported monthly.
Do you handle proration and mid-cycle changes?
Yes. Upgrades, downgrades, seat changes and pauses are applied in the platform and the proration is checked against the plan terms before the invoice is finalized. Every change is logged with the date, who requested it and the resulting amount, so a customer query can be answered from the log.
Can you answer customer billing questions?
Yes. Billing questions, invoice copies, receipt requests and plan queries can be handled by the same specialist by email, or through our billing support desk under your brand for phone and chat. Agents use your payment portal for card updates and never store card numbers.
Will subscription revenue be recognized correctly in my books?
Yes. Each month we post subscription invoices, refunds, processor fees and deferred revenue to your ledger and tie the totals back to the billing platform's report. Annual plans are spread over the service period. Our payment processor reconciliation service handles the payout-to-bank matching if you sell through several processors.
What happens when a customer cancels?
The cancellation is applied per your policy: end of term, immediate with proration, or paused. The specialist confirms any refund against your approval rules, records the reason if the customer gives one, and updates the churn report. Save offers or pause options are only used where you have written them into the policy.
Do you handle sales tax and VAT on subscriptions?
We keep the tax settings in the billing platform aligned with your customer locations and product tax codes, and reconcile the tax collected each month. Nexus decisions and filings stay with your accountant or our sales tax support service. We do not give tax advice.
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