Subscription Alerts in Odoo 18
By Braincuber Team
Published on December 26, 2025
Subscription managers watching renewal dates in calendars create churn crisis: customer's annual subscription expires tomorrow but nobody sent renewal reminder so they forget and churn, payment fails Thursday but finance doesn't know until Monday when customer complains about service cutoff, and downgrades happen silently because success team never alerted when MRR drops 20%—all because communication happens reactively after problems occur not proactively preventing them.
Odoo 18 Subscription Alerts automate lifecycle communication with configurable automation rules triggered by subscription events: send renewal reminder 30 days before expiration, email customer immediately when payment fails, alert sales when MRR drops, SMS notification for cancellations, assign activity to success manager when satisfaction rating falls—ensuring proactive engagement preventing churn before it happens.
Alert Features: Automated email/SMS notifications, Activity creation for teams, MRR change triggers, Rating-based alerts, Stage transition triggers, Timed conditions, Customer-specific rules
Creating Subscription Alerts
- Go to Subscriptions → Configuration → Automation Rules
- Click New or select existing rule
- Set Trigger On to Timed Condition
- Configure alert criteria and actions
Alert Criteria
Trigger Conditions:
- MRR Between: Trigger when monthly recurring revenue in range
- MRR Change More: Alert when MRR increases/decreases by amount or %
- Over: Period for KPI calculation
- Rating Satisfaction: Less than/greater than threshold
- Status: Quotation/Quotation Sent/Sales Order/Cancellations
- Stage goes from: Start stage → End stage transition
- Subscription Plans: Specific plan filter
- Products: Specific product filter
- Customers: Customer-specific alerts
Alert Actions
Under Action tab, select Action To Do:
Create Next Activity
Assign task to team member (e.g., "Call customer about renewal" assigned to sales rep)
Send Email to Customer
Automated email notification (e.g., renewal reminder 30 days before expiration)
Send SMS Text Message
Urgent notifications via SMS (e.g., payment failure alert)
Set Contract Health Value
Update subscription health score based on engagement/payment status
Timing Configuration
Under Trigger On section:
- Trigger Date: When to evaluate condition (e.g., Renewal Date -30 days)
- Delay After Trigger: Wait X days after trigger before action
Example: Trigger Date = Renewal Date -30 days, Delay = 0. Alert fires exactly 30 days before renewal. Or Delay = 7 sends reminder 23 days before (wait 7 days after 30-day trigger).
Activity Configuration
When creating activity, configure:
| Field | Options |
|---|---|
| Activity Type | Call, Email, To Do, Meeting |
| Title | Task description |
| Due Date In | Days to complete |
| Assign To | Subscription Salesperson, Sales Team Leader, Specific Users |
Best Practices
Renewal Alerts at 30/15/7 Days: Create 3 rules sending reminders 30, 15, 7 days before renewal. Gradual escalation prevents surprise expirations.
Payment Failure = Immediate Alert: When payment fails, send customer email AND create urgent activity for AR team. Dual notification ensures quick resolution.
MRR Drop Alerts for Success Team: When MRR decreases >10%, assign activity to customer success manager. Proactive intervention prevents complete churn.
Conclusion
Odoo 18 Subscription Alerts automate lifecycle communication with configurable rules triggering emails, SMS, activities based on renewal dates, payment status, MRR changes, satisfaction ratings. Prevent churn through proactive engagement not reactive firefighting.