Payments - What is listed on the Subscriptions page?

In this article, we will cover the subscription tab and how it works

Please head into Payments > Then click on Subscriptions.

Please Note:

Subscriptions listed here can be created through multiple sources, including order forms and manual subscription creation. The ability to cancel subscriptions/initiate refunds will be added soon to manage subscriptions without heading to Stripe.

Covered in this article:

What is listed on the Subscriptions page?

Subscriptions created manually (for example, from a contact’s Payments tab), when supported by the selected payment provider.

The list would contain all subscriptions created via 1-step or 2-step order forms in funnels version 2 mentioning:

What is listed in the subscription details?

Metadata (optional)

Some subscriptions may include additional metadata fields (for example, a company name captured during checkout).

What does the status of the subscription represent? Status | Stripe | Paypal

Trial | trialing |

Active | active | active

Canceled | canceled | canceled

Suspended | | suspended

Failed | incomplete_expired |

Incomplete | incomplete, past_due | approval pending, approved

Unpaid | unpaid |

Expired | | expired

We have bucketed the status of the subscription in Stripe and Paypal according to the above mapping. Refer here to know what these status subscriptions mean in Stripe and Paypal

Will these subscription statuses remain in sync with Stripe / Paypal?

Will the subscriptions page contain the list of subscriptions that did not get created because of payment failure on the order form? No, in case the payment failed while making the first payment for the subscription while submitting the order form, it would not get registered on the subscriptions page. You can still track the contact as the contact will get created in both 1-step and 2-step order forms.

What is not contained on the subscriptions page?

Before you begin

“Payments - What is listed on the Subscriptions page?” is part of the Payments → Subscriptions area in Adaptive AI. Create and manage recurring billing and subscription records. Payment settings can create real charges, invoices, subscriptions, tax records, and customer notifications. Use a controlled test and verify the complete financial record before relying on the setup. The objective is not merely to save a setting; it is to confirm the result works for the staff member or customer who will depend on it.

• Confirm the correct payment provider is connected to the correct business and determine whether you are working in test or live mode.
• Verify currency, price, billing frequency, tax behavior, product or variant details, and customer-facing description.
• Use a clearly labeled internal test customer and avoid using a real customer record while validating a new configuration.
• Review the email, receipt, invoice, estimate, fulfillment, or subscription notifications that the transaction can trigger.
• Confirm your user role permits the intended change and that accounting or fulfillment owners know how the result should be handled.

Verify the result

After completing the instructions in this guide, use a controlled test before treating the setup as finished. A saved screen or success message confirms configuration, but only an end-to-end test confirms the business outcome.

1. 1Preview the customer-facing amount, schedule, terms, product details, and payment method before submitting a controlled test.
2. 2Complete the test and confirm the order, transaction, invoice, estimate, or subscription appears with the expected status.
3. 3Verify the customer record, payment timeline, receipt, internal notification, and connected workflow all contain matching information.
4. 4Check the payment provider or connected accounting system to confirm the same amount, currency, identifier, and status were recorded.
5. 5Validate the next billing date, cancellation behavior, inventory effect, or fulfillment action when the configuration is recurring or product-based.

Troubleshooting checklist

If the result differs from what you expected, preserve the current state and isolate one variable at a time. Start with the checks below before deleting the configuration or rebuilding it from scratch.

• Confirm test and live credentials are not mixed and that the selected product or price belongs to the connected provider account.
• Check required customer fields, currency support, payment-method availability, and any provider decline or validation message.
• Compare Adaptive AI and provider timestamps or identifiers when a payment exists in one system but not the other.
• Review connected workflows and notifications separately from the transaction when payment succeeded but follow-up did not run.
• Do not repeatedly submit a live charge while diagnosing; use logs and a controlled test to avoid duplicate billing.

Best practices

• Use consistent product, price, invoice, and subscription names that make reports and customer statements easy to understand.
• Document refund, cancellation, fulfillment, tax, and failed-payment responsibilities before accepting live transactions.
• Restrict payment-setting access to appropriate staff and review provider connections whenever administrators change.
• Test every new checkout or recurring schedule with the smallest safe test scenario before sharing it publicly.
• Reconcile platform and provider records regularly rather than relying on a single dashboard as the financial source of truth.