Custom client invoicing

Custom client invoicing (the Client pays directly option) is for agencies whose clients pay for their own Cruva licenses. You don't put every client's shops on your card. Each client gets their own subscription, paid with their own card, through a checkout link you send them. You still manage everything from your one Cruva account. You decide which shops each subscription covers, change quantities, send invoice and card-update links, and cancel when a client leaves.

Turn it on

1. Click your user in the top right and open Account Settings.
2. Scroll to Advanced Options and click the Advanced Options button.
3. Tick Client pays directly and click Save. The page refreshes to apply the change.

Only the account owner (or an admin sub-account) can set this up.

Once it's on, Dashboard → Billing looks different. The Single Brand / Agency plan cards are replaced by a list of your Active Subscriptions, one row per client subscription.

How it differs from standard agency billing

Add a subscription for a client

On the Billing page, click Add Subscription. This creates a checkout link for you to send to your client.

• Subscription Title (optional): name it after the client (e.g. "Acme Beauty"). This is how it shows up in your subscription list and search.
• Coupon Code (optional): if the client gets a discount, enter it here. Clients can't type promo codes on the checkout page, so this is the only place a coupon can be applied.
• Billing Period: Monthly, every 6 months (10% off), or yearly (20% off).
• Plan quantities: how many Basic and Scale licenses the client is buying, one license per shop. Click EU bundles to switch to EU 5 / EU All bundle licenses instead (EU bundles are monthly only).

Growth is no longer offered for new subscriptions, so checkout links only include Basic and Scale. Clients who already have Growth licenses keep them, and you can still change their Growth quantity from Manage.

Click Create Link, copy it, and send it to your client. When they open it they enter their card on a secure Stripe checkout page and subscribe. They can adjust the license quantity on that page before paying.

Good to know:

• Links expire after 24 hours. If the client doesn't use it in time, just create a new one.
• The client never sees your Cruva account or your other subscriptions. They only pay for the one subscription in that link.
• Once they've paid, the new subscription shows up in your Active Subscriptions list.

Your subscription list

Each row in the list shows:

• The subscription title (or "Subscription 1", "Subscription 2"… if you didn't name it)
• Its plans and quantities, e.g. "Scale 3x, Basic 1x"
• The shops linked to it
• The next billing date, or the date it ends if it's cancelling
• A status badge: Active, Trialing, Past due, Cancelling, Paused, and so on

Use the search box to find a subscription by name, then click Manage to work with it.

Manage a subscription

The Manage window has everything for that one client.

Rename it

Edit Subscription Title and click Save.

Send the client their invoice

Copy latest invoice link copies a link to the subscription's most recent Stripe invoice. Send it when a client needs a receipt, or when a payment has failed and they need to pay the open invoice.

Let the client update their card

Copy payment method update link creates a secure link where the client can add a new card. The new card is used for this subscription only. It doesn't affect your own card or any other client's subscription, and the client never sees your billing portal.

Link shops to the subscription

Under Linked Shops, each subscription gets one slot per license, grouped by tier (e.g. "Scale (3 slots)"). Pick a shop for each slot and click Save.

• A slot only lists shops on that same plan tier.
• A shop can be linked to only one subscription.
• If a subscription has no licenses yet, you'll need to add a plan quantity before you can link a shop.

You can also pick the subscription from My Shops. When you create a shop, or change a shop's plan, you choose a Subscription slot and see how many slots are still free on each subscription ("2 of 3 available"). If none are free, add licenses to that client's subscription first.

Linking matters because it's how Cruva knows which client pays for which shops. If a client's subscription lapses, only the shops linked to it are paused. Every other client's shops keep running.

Change license quantities

Use the plan cards (Basic, Scale, plus Growth only if the subscription already has Growth licenses, since Growth is no longer sold) to set new quantities. Then click Next to review.

The review step shows the change, the prorated charge, the card it will be charged to (the client's card on that subscription), and the next billing date. Nothing is charged until you click Confirm Changes. Adding licenses during a free trial ends the trial and charges right away. The review step will warn you about this.

Cancel or reactivate

Cancel Subscription sets the subscription to end at the end of its current billing period. The client keeps access until then, and the row shows "Cancelling" with the end date. If you change your mind before that date, open Manage and click Reactivate Subscription.

When a client's payment fails

If a client's card is declined, their subscription shows as Past due. Their linked shops keep running while Stripe retries the payment. Send the client a payment method update link or the latest invoice link so they can fix it.

If the payment never goes through and the subscription ends, the shops linked to it are paused. Pausing doesn't delete anything, and all the shop data is kept. To bring the shops back, create a new subscription for the client and link the shops to it.

FAQ

Can I mix client-paid subscriptions and ones I pay for myself? Yes. Every subscription in the list is separate, so you can keep one on your own card for in-house shops and give each client their own.

Can one client have several subscriptions? Yes. Create as many checkout links as you need. Using titles like "Acme – US" and "Acme – UK" makes them easy to tell apart.

What about shops I already had before turning this on? They aren't linked to a subscription until you assign them. Open Manage on the right subscription and add them under Linked Shops, so each shop is tied to the client who pays for it.

For plans, pricing, and general billing questions, see Billing & Payments.