Individually adjusting a billing contract subscription contribution
Last updated: May 27, 2026
Overview
The adjust contribution feature allows you to update the contribution amount on an individual billing contract subscription.
This is used when a funder's agreed rate changes — for example, following a fee review, a funding increase, or a correction — and you need to update the amount on a specific subscription without affecting other subscriptions.
When you adjust a contribution with an effective date that falls within a billing period that has already been invoiced, the system automatically calculates a backdating adjustment to account for the difference between what was charged and what should have been charged.
Step-by-step guide
1. Navigate to the subscription
Go to Operations in the main navigation.
Select bookings and find the relevant residents booking
Navigate to the funding tab and select Subscriptions.
Find the relevant subscription
Open the subscription actions menu and select Adjust contribution.
The Adjust contribution side panel opens on the right.
2. Set the effective date
In the Effective date field, select the date from which the new contribution amount should apply.
The date must fall within the subscription's start and end dates.
If you select a date that falls within an already-invoiced period, the system will show a backdating preview (see step 4).
To review the full history of contribution changes for this subscription before making an adjustment, click View history at the top of the panel.
3. Enter the new contribution amount
Use the adjustment controls to set the new contribution amount. There are three modes:
Mode | Description |
New amount | Enter the exact new contribution value (e.g. £175.00) |
Increase | Increase the current contribution by a percentage (%) or fixed amount (£) |
Decrease | Decrease the current contribution by a percentage (%) or fixed amount (£) |
As you enter the value, a preview displays below the controls showing the resulting new [unit] contribution (e.g. "New weekly contribution: £175.00"), where the unit (daily, weekly, or annual) is determined by the billing contract configuration.
4. Review the backdating preview (if applicable)
If the effective date falls within a billing period that has already been invoiced, a backdating alert will appear. This shows:
The billing period affected (period start to period end)
The adjustment amount that will be generated
A billing adjustment of type Backdating will be created automatically when you confirm. This adjustment represents the difference between what was invoiced and what should have been charged under the new contribution amount.
If the subscription is linked to a parent subscription, the panel will also show a linked adjustment preview, displaying the adjustment that will be applied to the parent billing contract for the same period.
5. Choose a follow-up action (if backdating applies)
If a backdating adjustment will be generated, you must select how you want to handle it:
For the main adjustment:
Option | Description |
Add to next draft invoice | The backdating adjustment is included as a separate line item in the next draft invoice during the next billing run |
Create invoice now | A separate invoice is generated immediately — you must provide an issue date and due date |
If you select Create invoice now, enter:
Issue date — the date the invoice should be issued
Due date — the date payment is due (must be on or after the issue date)
For a linked subscription adjustment (if applicable): the same options are presented separately for the linked subscription adjustment.
6. Add notes (optional)
In the Notes field, you can add any supporting context for the adjustment — for example, the reason for the rate change or a reference to an agreement. Notes are stored against the contribution record.
7. Confirm the adjustment
Click Confirm to apply the adjustment.
On success, you will see a confirmation message: "Contribution adjusted successfully."
The subscription's contribution amount is updated from the effective date, and any backdating adjustments are created as scheduled billing adjustments, visible under the Adjustments section.
What happens after an adjustment
The previous contribution at the same effective date (if one existed) is cancelled and replaced by the new contribution.
A new contribution record is created with the new amount and effective date.
If backdating applies, a Backdating adjustment is created and scheduled for inclusion in the next invoice or a new invoice, depending on your selection.
The contribution history for the subscription is updated — accessible via View history.
The workspace-wide Contribution changes log (Operations > Contribution changes) is also updated, providing a full audit trail.
Frequently asked questions
Q: Who can adjust a contribution? A: Only users with an Admin or Manager role can adjust contributions. Staff users do not have access to this action. The workspace must also have the Pro Billing module enabled.
Q: Can I adjust a contribution on a locked booking? A: No. If the booking is locked, the adjust contribution action is not available. You must unlock the booking first.
Q: What is the backdating preview and why does it appear? A: The backdating preview appears when your chosen effective date falls within a billing period that has already been invoiced. It shows the billing period affected and the financial adjustment amount that will be generated — this adjustment corrects the difference between what was originally invoiced and what should have been charged under the new contribution.
Q: What is the difference between "Add to next draft invoice" and "Create invoice now"? A: "Add to next draft invoice" includes the backdating adjustment as a line item in the next regular billing run. "Create invoice now" generates a separate invoice immediately for the adjustment amount, which requires you to specify an issue date and due date.
Q: Can I adjust a contribution if the subscription has no end date? A: Yes. The effective date must be on or after the subscription start date. If there is no end date, any future date is valid.
Q: What does "New amount", "Increase", and "Decrease" mean in the adjustment controls? A: These are three ways to enter the new contribution value. "New amount" lets you type the exact new figure directly. "Increase" and "Decrease" let you enter a relative change — either as a percentage (%) or a fixed pound amount (£) — which is calculated against the current contribution at the selected effective date.
Q: How do I view all historical contributions for a subscription? A: Click View history at the top of the adjust contribution panel. This opens the contribution history page for that subscription, showing all past, current, and cancelled contributions along with who made each change.
Q: What happens to the previous contribution when I adjust? A: If there is already a contribution with the same effective date, it is cancelled and replaced by the new one. If the effective date is new, a new contribution record is added to the subscription's history.
Q: Can I adjust contributions in bulk? A: Yes. Separate from the individual adjust contribution action described here, there is a bulk contribution adjustment feature that allows you to adjust multiple subscriptions at once. This article covers individual adjustments only.
Q: Where can I see all contribution adjustments across my workspace? A: Go to Operations > Contribution changes to view a filterable log of all contribution changes across your workspace. You can filter by location, funder, funding source, contract type, and contribution status.
Q: What happens if the subscription is linked to a parent subscription? A: If the subscription is linked, any backdating adjustment also generates a corresponding linked deduction adjustment on the parent billing contract. The adjust contribution panel will show both the main adjustment preview and the linked adjustment preview. You can choose a follow-up action for each independently.