Objective:
- This SOP outlines the process for managing subscriptions and billing for tools like Adobe, Canva, and social media boosts. It covers user data, payment cycles, invoice handling, and finance coordination.
Team Involved:
- All Team
User Details Collection
- Ensure the following user details are recorded at the time of subscription activation:
- Full Name
- Registered Email ID
- Platform Username (if applicable)
- Registration or Account Number
- Assigned Password (to be stored securely as per IT policy)
Payment Cycle & Breakdown
- Clearly note the billing cycle (e.g., monthly, annually).
- Document the full breakdown of charges including:
- Base Subscription Cost
- Applicable Taxes
- Add-ons or Additional Services (if any)
- Maintain a central log of all subscription start dates, renewal schedules, and pricing tiers.
Monthly Payment Handling
- For tools with monthly billing cycles (e.g., Adobe Creative Cloud):
- Download the invoice from the official platform dashboard at the beginning of each billing cycle.
- Verify subscription usage and plan status.
- Forward the invoice to the Finance Team along with:
- Payment Request Email
- Approval Trail (if not auto-approved)
- Reporting Manager in CC
- Request finance to initiate payment before the due date to avoid service disruption.
Boosting/Promotional Budgets (Social Media)
- Maintain a clear record of boosting schedules, campaign IDs, and platform billing (Meta Ads, LinkedIn, etc.).
- Capture campaign objectives, platform spend limits, and billing cycles.
- Ensure invoices are downloaded and submitted monthly to the finance team with campaign details and internal approvals attached.
Access & Compliance
- Subscription access must be limited to authorized team members only.
- Any changes in access, plan upgrades, or cancellations must be communicated in writing and recorded.
- Passwords must be updated as per IT security policies and shared only through approved internal channels.
Renewal Alerts & Documentation
- Set renewal reminders at least 5 working days in advance.
- Keep a digital archive of all invoices and payment confirmations.
- Escalate billing discrepancies to the vendor or platform support immediately.
- Srikanth Rayaprolu (10 July 2025)
- Srikanth Rayaprolu (10 July 2025)
- Neha Mehta (10 July 2025)
- Neha Mehta (10 July 2025)
Add Your Heading Text Here (10 July 2025)
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