Subscription Automation Rules in Odoo 18
By Braincuber Team
Published on December 26, 2025
Subscription businesses relying on manual processes create revenue leakage: renewal reminders sit in someone's queue until subscriptions lapse, churned customers receive marketing emails for services they canceled, high-value accounts nearing expiration get no proactive outreach, and payment failures go unnoticed until angry customers complain about service interruptions. Sales teams manually track MRR changes in spreadsheets instead of focusing on growth.
Odoo 18's Subscription Automation Rules eliminate manual subscription management by triggering actions based on subscription lifecycle events. Automatically send renewal reminders 30 days before expiration, create follow-up tasks when MRR drops more than 10%, email customers when subscriptions move from trial to paid, send SMS payment failure alerts, and assign account manager activities when high-value subscriptions need attention—all without manual intervention.
Subscription Automation Features:
- Trigger-based automation (stage changes, MRR thresholds, dates)
- Automated activities (tasks, calls, meetings)
- Email and SMS notifications
- Contract health monitoring
- Customer segmentation (plans, products, teams)
- MRR change tracking and alerts
- Renewal management
- Multi-company support
Understanding Subscription Automation
Automation rules define conditions that trigger specific actions—ensuring timely responses to subscription events.
Automation Logic
When condition met
System executes automatically
Example: MRR drops 15% → Create urgent task for account manager
Accessing Automation Rules
Navigation
- Go to
Subscriptionsmodule - Navigate to
Configuration→Automation Rules - View existing rules or click
Newto create
Trigger Conditions
Define criteria that must be met before automation executes.
Available Triggers
| Trigger Type | Configuration | Example Use Case |
|---|---|---|
| MRR Between | Set min/max revenue range | Target enterprise accounts ($10K-$50K MRR) |
| MRR Change More | Percentage or amount threshold over period | Alert when MRR drops >15% in 30 days |
| Rating Satisfaction | Above/below satisfaction percentage | Follow up when rating drops below 80% |
| Status | Quotation, Sales Order, Cancelled | Send welcome email when status = Sales Order |
| Stage Goes From | Stage A → Stage B transition | Task when Trial → Paid transition |
| Subscription Plans | Select specific plan(s) | Premium plan-specific reminders |
| Products | Select product(s) | Automation for specific service tiers |
| Customers | Target specific customer(s) | VIP customer special handling |
| Sales Team | Filter by team | Team-specific workflows |
| Company | Multi-company targeting | Company-specific automation |
Automated Actions
When trigger conditions are met, system executes configured actions automatically.
Action Types
Create Next Activity
Purpose: Schedule tasks for sales team
Configuration:
- Activity Type (Call, Meeting, To-Do)
- Title & Notes
- Due Date (days from trigger)
- Assign To (Salesperson, Team Leader, Specific User)
Send Email to Customer
Purpose: Automated customer communication
Configuration:
- Select/create email template
- Dynamic fields (customer name, plan, MRR)
- Subject line and body customization
Send SMS to Customer
Purpose: Urgent text notifications
Configuration:
- Select/create SMS template
- Character limit optimization
- Dynamic placeholders
Set Contract Health Value
Purpose: Track subscription risk
Options:
- Good (healthy, stable)
- Neutral (watch carefully)
- Bad (at-risk, intervention needed)
Creating Automation Rules
Step-by-Step Configuration
Example: Renewal Reminder Automation
Step 1: Basic Info
- Action Name: "30-Day Renewal Reminder"
- Description: Send email reminder 30 days before subscription expires
Step 2: Set Triggers
- Status: Sales Order (active subscriptions only)
- Subscription Plans: All (or select specific plans)
- MRR Between: $100 - $10,000 (exclude very low/high value)
Step 3: Configure Action
- Action Type: Send Email to Customer
- Email Template: "Subscription Renewal Reminder"
- Timing: Trigger 30 days before renewal date
Real-World Automation Examples
Use Case 1: Churn Prevention
Trigger:
- MRR drops >20% in 30 days
- OR Rating Satisfaction <70%
Action:
- Create urgent call activity for account manager
- Set contract health to "Bad"
- Due: Within 2 days
Use Case 2: Upsell Opportunities
Trigger:
- MRR increases >50% in 60 days
- Plan = Basic or Standard
Action:
- Create activity: "Propose Premium Plan Upgrade"
- Assign To: Subscription Salesperson
- Note: "Customer usage trending up—good upsell candidate"
Use Case 3: Payment Failure Recovery
Trigger:
- Stage: Payment Failed
- All subscription plans
Action:
- Send SMS: "Payment failed—update card to continue service"
- Send Email: Detailed payment update instructions
- Create follow-up task for support team (due in 3 days)
Use Case 4: Trial Conversion
Trigger:
- Stage goes from: Trial → Closed (not converted)
Action:
- Send Email: "We'd love your feedback on trial"
- Create activity: "Follow up on trial experience"
- Assign To: Sales Team Leader
Best Practices
Test Before Deploying
Create rules with narrow filters first (specific customer or plan) to verify behavior before applying broadly.
Set Realistic Timeframes
Don't trigger activities same-day for non-urgent issues. Give teams 3-7 days to prioritize alongside other work.
Personalize Templates
Use dynamic fields (customer name, plan tier, renewal date) in email/SMS templates to avoid generic robotic messages.
Monitor Rule Performance
Check "Matching Subscriptions" count on rules. If zero matches for weeks, either criteria too narrow or trigger condition never met.
Frequently Asked Questions
Conclusion
Odoo 18's Subscription Automation Rules transform subscription management from reactive firefighting to proactive relationship management. By automatically triggering timely communications, creating follow-up tasks, and monitoring contract health based on MRR changes, satisfaction ratings, and lifecycle stages, you ensure no renewal opportunity is missed, no at-risk account goes unnoticed, and no payment failure slips through the cracks.
Whether you're managing thousands of small subscriptions or hundreds of enterprise accounts, automation rules scale your subscription operations without proportionally scaling headcount. Sales teams focus on consultative selling instead of manual churn prevention, support teams receive alerts before customers complain, and executives gain confidence that subscription revenue is actively managed through systematic processes rather than individual heroics.
Need Help with Subscription Management?
Our recurring revenue experts can help you design subscription automation workflows, configure renewal campaigns, implement churn prevention strategies, set up customer success playbooks, integrate payment gateways, and build complete subscription management systems that maximize lifetime value and minimize churn.