Termed Subscriptions Import – SubscriptionFlow

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This guide shows you how to import termed Subscriptions, after first successfully importing Customers, Products & Plans.

Sample File:

Termed Subscriptions Sample File

Step 1: File Preparation

First, prepare your file for import.

Use Google Sheets, Microsoft Excel, Numbers, or any spreadsheet software to organize your data, but export it to CSV format in the final step. The following columns/fields are required for the successful import of termed subscriptions.

Mandatory Fields

Subscription
Customer id*	A unique identifier tying a subscription to a specific customer.
Term Initial Period*	A numeric value quantifying the span of the term in which the subscription will be active. e.g. 12, 6 etc.
Term Initial Period Type*	The unit of time that defines the initial term in which the subscription will be active. e.g. month, year etc.
Term Start Date*	A date corresponding to the day the subscription is activated and the initial term commences.
Line Items
Product id*	A unique identifier tying a subscription to a specific product being purchased.
Plan id*	A unique identifier tying a subscription to a specific plan that is attached to this product.

You may add additional fields in your file and map them to the following fields programmed into the system.

Optional Fields

System Fields	Description	Sample Data
Subscription
id	A unique 25+ character string that identifies a subscription (auto-generated by default)	ab4422af-890d-4fde-b2e1-192b25338bbd
billing_end_date	The date at which the initial term period, counted from the term start date, is complete. (term completion)	23/07/2026
status	The status of the subscription. Accepted values are ‘Active’ / ‘Pending’ / ‘Trial’ / ‘Suspended’ / ‘Canceled’ / ‘Expired’.	‘Pending’
Is_auto_renew	Indicates if the subscription automatically renews at the end of the term (1 for true, 0 for false)	1
gift_subscription	Indicates if the subscription is a gift or not (1 for true, 0 for false)	0
gift_recipient	Contact ID of the recipient of this gift subscription	88c99bff-ae02-4b20-8961-fa4c358828ee
Payment_status	Identifies if the invoices tied to this subscription are paid or pending. (Can be ‘Paid’ or ‘Pending’)	Paid
renewal_period	A numeric value quantifying the span of the renewal term in which the subscription will be reactivated. e.g. 12, 6, etc.	12
renewal_period_type	The unit of time that defines the renewal term in which the subscription will be reactivated. e.g. month, year, etc.	Month
renewal_type	This can either be ‘Renew with Specific Term’ (the subscription renews to the renewal period defined) or ‘Renew to Evergreen’ (the subscription renews to evergreen)	Renew with specific term
Charges
next_bill_date	The next date at which the customer will be charged i.e. the next billing date	23/04/2025
list_price	A numeric value stating the price of goods being sold.	100
quantity	A numeric value quantifying the units utilised during the billing period.	3

Step 2: File Upload

Enter the ‘Subscriptions’ module from your dashboard. Click on 'Import Subscriptions’ if you are onboarding, or the 'Import' button in the top right for subsequent imports.

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Next, select which subscription type you are importing. You may use the sample files provided on the right as reference guides to format your data. SubscriptionFlow classifies subscriptions into one of two types:

- Evergreen: Tied to a subscription start date & stays active indefinitely unless paused or canceled. Mandatory fields are subscription start date, customer ID, product ID & plan ID.

- Termed: Tied to a term start date, term period, period type, auto-renewal & other associated rules. It will stay active only within its defined initial term & may be set to auto-renew for another term. Mandatory fields are term start date, term initial period, term initial period type, customer ID, product ID & plan ID.

Under ‘Advanced Configurations’ you can also enable required fields for the import of gift, trial, or expired/paused subscriptions. Click on ‘Start Import’.

Browse CSV files for upload.

Here is some sample data for the import of termed subscriptions.

Once the sample file is uploaded, click ‘Next’.

Step 3: Field Mapping

Next, map the fields in your file to relevant fields inside SubscriptionFlow. Required fields are listed in the checkbox to the right. In this example, the system has automatically mapped some fields. Map the rest from the dropdown menu.

Once you’ve mapped the fields, you can proceed with the import.

You can also click 'Add Default Field' and apply it to all entries. If any dates are detected, the system asks you to select the date and time format used. This is an essential step that lets SubscriptionFlow read your data accurately.

Under ‘Advanced Settings’ you can check ‘Update Existing’ and select an associated criterion. In this case, if there are any subscription IDs in the file that are identical to existing subscriptions inside SubscriptionFlow, these records will be updated.

11. Check ‘Generate Orders’ if you wish to generate an order for the updated subscription automatically after import.

Alternatively, you can select 'Do not import existing’ to skip any records in the file with IDs matching existing ones inside the system.

Check ‘Run Workflows’ to automatically run any configured workflows for subscriptions after successful import.

Check ‘Send Emails’ if you want automated email cadences to initiate soon as the import is complete.

You may also save this field mapping and advanced configuration for future use with the ‘Save Mapping’ checkbox. This is useful when you are importing data in batches.

Step 4: Completion & Errors

Once the import is complete, navigate back to the ‘Subscriptions’ dashboard to see the new records created via the import listed.
If your records are not visible, go to ‘Administration Settings’ (gearbox top right) and then click on ‘Imports’.