Keep a dated copy of the offer details
Subscription details can sit across checkout, billing and email tools. Start with the offer version your team has on file, not just the plan name currently shown in your system.
Record the price and currency, billing interval, trial or discount, renewal terms and cancellation instructions. If you cannot confirm which version a customer saw, leave that link unknown and review it.
Separate the payment from the agreement
A payment record shows a charge or payment result. It does not, by itself, show what terms appeared at checkout or how the customer agreed. Keep the agreement event, its source and time as a separate record. Link it to an offer version only when the source supports that connection.
Keep a copy of each notice and result
Record the notice purpose, message, date, channel, source and the customer or group it was meant for. If another tool sent it, save that source reference or copy.
Keep results distinct. A message marked sent, accepted by an email service, delivered or opened represents a different status. Record only the result your source can support.
Keep the request time separate from the end date
A customer may ask to cancel before a billing system marks the subscription ended. Record when and how the request arrived separately from the provider’s end date. Keep the source for both details.
Label older and imported information
A spreadsheet is useful history, but it does not become a record captured at signup. Keep the import date, the person or business that supplied it, and any checks made later. Preserve the original information when corrections are added.
A quick checklist
For each subscription, gather the records that are available and mark gaps clearly.
- Customer and subscription reference
- Dated offer version and terms
- Agreement event, source and time
- Notice copy, channel, date and reported result
- Cancellation request time and route
- Subscription end date and its source
- Import date and who supplied older information