How to Set Special Prices for Sub-Accounts: A Step-by-Step Guide to One-Off Discounts and Promotions

Charles Higgins

Charles Higgins

— 11 min read
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Featured

We created a short tutorial to walk agencies and service providers through a simple but powerful feature: the ability to set special prices for individual sub-accounts inside the platform. This feature is perfect for running Black Friday deals, holiday promotions, birthday discounts, enterprise negotiations, or any time you want to give one client a custom price without changing your master plans or creating duplicate accounts. In this article we expand on that tutorial, explain why this capability matters, and give a clear, practical walkthrough so your team can start using special prices confidently today.

Table of Contents

Why special prices matter for agencies and teams

Pricing is one of the most sensitive parts of selling a recurring service. A one-off discount can make or break a sale, but managing those special deals can be a headache if every discount means changing global plans, creating temporary products in your payment processor, or asking the client for card details again.

Special prices solve that problem by letting us attach a custom amount to a specific sub-account during the subscription activation process. This keeps the client in the same sub-account, keeps the billing flow inside the platform, and avoids manual work in external systems. In short, we get:

  • Faster checkout: No jumping between dashboards or creating throwaway products in the payment processor.
  • Cleaner billing: The system intelligently re-uses identical special prices to avoid clutter in the payment catalog.
  • Flexible offers: One-off promotional rates, negotiated enterprise pricing, or market-testing new price points—without editing master plans.
  • Better conversion: When we link an existing customer record in the payment processor, the client doesn't need to enter their card details again, which reduces friction.

When to use special prices (real-world scenarios)

Here are practical situations where we recommend using special prices:

  • Seasonal promotions: Black Friday, Christmas, or summer sale pricing where the discount applies to specific customers rather than every new signup.
  • Birthday or loyalty offers: Give long-time clients a customized discount as a retention tactic.
  • Enterprise or negotiated deals: When a business asks for a tailored contract amount for longer-term commitments.
  • Market testing: Try a lower price point with a small group of users to measure conversion without changing the master plan.
  • One-off upgrades or migrations: Move an existing client to SaaS-mode (or equivalent subscription mode) and set a negotiated rate during activation.

Overview: How the special prices flow works

At a high level, the process runs inside the platform’s subscription conversion or activation flow for an existing sub-account. We locate the sub-account, open the subscription panel, choose a payment provider, and then either link an existing customer record or create a new one. During plan selection we click to create a special price, enter the amount and interval (monthly or yearly), and save. The system will check whether a matching special price already exists; if it does, it re-uses it. If not, it creates a new hidden special price in the payment processor behind the scenes and attaches it to the sub-account.

This keeps everything tidy and avoids creating temporary products or duplicating accounts.

Step-by-step: Creating a special price (practical walkthrough)

Below is the detailed step-by-step workflow we recommend. Follow these steps when you need to convert an existing sub-account to subscription mode and apply a one-off or negotiated price.

Step 1 — Enter agency view and open sub-accounts

Start in the agency view of the platform. From there:

  • Open your list of sub-accounts or clients.
  • Select the sub-account you want to change.
  • Click the menu (often represented by three dots) and choose to manage the client.

This gets you to the client management screen where subscription and billing controls live.

Step 2 — Open the subscriptions or SaaS tab

Once in the client management area, switch to the subscriptions or SaaS tab. This is the area where we add or modify the client’s subscription settings. There will be an option to add a subscription or activate subscription mode for that sub-account. Choose that option to begin.

Step 3 — Choose the payment provider and customer record

You’ll be asked to pick a payment provider. The platform supports connecting to your preferred payment processor, but the key choice here is whether you want to:

  • Link an existing customer record: If the client already exists in your payment processor (for example, you previously sold an ebook or another service), linking that record prevents the need to collect card details again.
  • Create a new customer: If there’s no existing customer record, you can create one. The system usually provides a link you can send to the client so they can securely enter their payment details.

We strongly recommend linking an existing customer whenever possible. It reduces friction, increases conversion, and avoids asking the client to re-enter card details they’ve already provided.

Step 4 — Configure the plan and create a special price

After selecting the customer, you’ll see the plan selection modal. Choose the plan you want to apply to this sub-account. On that screen, you’ll find an option labeled something like “Create Special Price” or “Add special price.”

Click that option and enter the negotiated or promotional amount. Also confirm the currency and whether the billing interval is monthly or yearly. For example, you might enter 249 (for $249) or whatever amount you agreed with the client. Then hit save.

The platform will automatically check whether an identical special price (same product/plan, currency, interval, and amount) already exists in your payment processor. If it does, the system will re-use that existing special price. If not, it will create a new hidden special price behind the scenes and attach it to the plan for this client.

Step 5 — Confirm and activate

Once the special price is saved and selected, review the subscription summary carefully. Make sure the plan, billing interval, and amount are correct. Confirm the currency. Then proceed to activate the subscription.

When the subscription is active, the client remains in the same sub-account and will be billed at the special rate you entered. No separate account is created, and the special price is effectively attached to that subscription.

Important details and limitations to keep in mind

Understanding the boundaries of this feature helps us avoid surprises:

  • Special prices apply only to the selected plan: When you create a special price, it is tied to a specific plan. If you later change the plan, you’ll need to create a new special price for the new plan.
  • Re-using identical prices: The platform checks for identical special prices and re-uses them to keep the payment catalog clean. The criteria usually include product/plan, currency, amount, and billing interval.
  • Billing intervals: You can typically choose monthly or yearly intervals when creating the special price. Make sure you select the correct interval before saving.
  • Visibility: Special prices created this way are usually hidden in the payment processor—meaning they aren’t visible as a public product that customers can select on their own.
  • Changes later: If you need to change the amount after activation, you’ll either create a new special price and swap the subscription or modify the subscription through the payment processor’s subscription tools. Plan how you’ll handle future changes before activating.

Best practices for using special prices effectively

To use this feature consistently and avoid confusion, we recommend the following best practices:

1. Document every special price

Create an internal log that records:

  • Client name and sub-account ID
  • Original plan and the special price amount
  • Currency and billing interval
  • Activation date and any agreed duration for the special pricing
  • Reason for the discount (promotion, enterprise deal, retention, etc.)

Having a record makes renewals, audits, and support conversations much easier.

2. Communicate clearly with the client

Before activating the special price, confirm the details with the client in writing. Include:

  • What the special price is and how long it lasts
  • Whether it will auto-renew at the standard rate or remain at the special rate
  • Any cancellation or refund terms

Clear communication prevents billing disputes and builds trust.

3. Use naming conventions in your internal notes

When you create special prices, use short codes or naming conventions in the notes field—something like “BF2025-CLIENTNAME-MONTHLY-249” for Black Friday 2025. This makes it fast to identify deals and to see if a matching special price already exists.

4. Limit the duration if it’s a promotion

If it’s a short-term promotion, set expectations and configure the subscription so that after the promo period it either reverts to the standard plan or is reviewed manually. Decide whether the special price is permanent for that client or temporary.

5. Make linking customers standard practice

When we sell other products or services separately, we make a habit of creating or linking the customer record in the payment processor. That way, when a client later becomes a subscription customer, we can link the record and avoid re-collecting card details.

Practical examples

Example 1 — Black Friday one-off

  • Client: Small retailer
  • Plan: Standard plan (monthly)
  • Negotiated special price: 249 per month for the first 6 months
  • Process: We link the existing customer record, create the special price for 249 monthly, and note in the client log “BF-PROMO — 6 months.” After 6 months we switch the subscription to the standard plan or manually update the price per the contract.

Example 2 — Enterprise negotiation

  • Client: Regional agency
  • Plan: Enterprise plan with added features
  • Negotiated special price: 1,499 per year
  • Process: Because the client already had a customer record for previous purchases, we linked it to avoid re-entering payment info, created the special price at 1,499 yearly, and recorded the terms in the contract. Renewal terms were set to be reviewed 60 days before renewal.

Example 3 — Market testing

  • Client segment: Early adopters
  • Plan: Premium
  • Test price: 199 monthly for a select group
  • Process: We created a special price and applied it to a handful of sub-accounts. As responses came in, we compared conversion rates and retention to decide whether to roll out a wider price change.

How special prices improve conversion and customer experience

There are a few psychological and practical reasons this approach helps close more deals:

  • Lower friction: When the client doesn’t need to re-enter card details, the path to payment is shorter and smoother.
  • Perceived fairness: A customized price feels tailored to the client’s needs, building goodwill.
  • Consistency: Because the sub-account remains intact, all historical data, automations, and configurations stay in place—no re-onboarding is required.
  • Speed: We can switch a client to subscription mode and have them billed at the agreed price within minutes, which helps close time-sensitive promotions.

Troubleshooting and common questions

If something goes wrong or you’re unsure how a step behaves, here are common issues and how we handle them:

  • Special price not showing up: Double-check that you created the special price for the correct plan and billing interval. If it still doesn’t appear, confirm you’re working on the correct sub-account and that the payment provider connection is active.
  • Client charged at the regular rate: Review the subscription summary before activation to ensure the special price was selected. If activation was completed with the regular rate, create a new special price and update the subscription in the payment processor or via the client management screen.
  • Need to change the price later: Create a new special price for the new amount and swap the subscription. Document the change and notify the client.
  • Duplicate special prices showing in payment processor: The system should re-use identical special prices. If duplicates appear, check the exact values (currency, interval, decimals) and whether metadata matched. Clean-up may be needed for stray entries.

Security and compliance considerations

We need to be mindful of payment security and privacy when dealing with customer records. Best practices we follow include:

  • Never storing raw card details in our system—use tokenized customer records from the payment processor.
  • Linking existing customer records rather than collecting card details again to minimize exposure and friction.
  • Confirming refund and cancellation terms in writing before activating a special price to avoid disputes.

These common-sense practices keep billing clean and protect both us and the client.

How to present special-price offers to clients

When we negotiate or present a special price, we find that transparency and simplicity work best. Use short, clear language like this in the proposal:

  • Offer summary: “We can apply a special monthly rate of 249 for the first 6 months.”
  • What’s included: List the exact features or services included under the special price.
  • Duration and renewal: “This rate applies for 6 months, after which the subscription will renew at the standard 399 monthly unless we agree otherwise.”
  • Billing process: “We will link your existing payment record to avoid re-entering card details.”

Simple, clear terms reduce the chance of surprise charges and build trust.

Sample internal checklist before activating a special price

Use this quick checklist to make sure nothing is missed:

  1. Confirm client identity and select the correct sub-account.
  2. Verify the payment provider connection is active.
  3. Link existing customer record or prepare the secure link for new customer setup.
  4. Select the correct plan.
  5. Create the special price with the correct amount, currency, and interval.
  6. Save and re-check whether the system re-used an existing special price.
  7. Review subscription summary and confirm activation details with the client.
  8. Activate subscription and log the deal in the internal tracking document.
  9. Send confirmation email to the client with billing and renewal terms.

Testimonials from teams who use special prices

"This feature saved us hours every month. We close enterprise deals faster because we can apply negotiated rates without rebuilding plans or asking for card details again." — Operations Lead, Agency Team
"During our holiday campaign we applied special prices to a targeted list of clients. Conversions were up and the billing process was seamless—no chasing for payment details." — Head of Client Success
"We use special prices for trial customers who we want to convert at a slightly reduced rate. It’s been a clean way to test pricing without touching our master plans." — Product Manager

FAQ

Q: What exactly is a special price?

A: A special price is a custom billing amount applied to a specific sub-account when converting it to subscription mode. It overrides the standard plan amount for that subscription and is attached to the existing sub-account so all data and configuration remain intact.

Q: Does a special price affect other customers on the same plan?

A: No. A special price is tied to the individual subscription attached to the selected sub-account. It does not change the master plan or affect other customers who are on the same plan.

Q: Can we reuse the same special price for multiple clients?

A: Yes. The system checks for identical special prices and will re-use them when the product/plan, currency, billing interval, and amount match. This keeps the payment catalog tidy and avoids duplicate entries.

Q: What if the client needs to change the special price later?

A: If a change is needed, create a new special price for the new amount and update the subscription either via the platform’s client management tools or directly in the payment processor. Be sure to document the change and notify the client before making modifications.

A: Yes. Linking an existing customer record reduces friction for the client because they don’t need to provide card details again. It also reduces the handling of sensitive payment information on our side since the payment processor has the tokenized record.

Q: What happens at renewal?

A: Renewal behavior depends on how you configured the special price and what was agreed upon with the client. If the special price is intended to be temporary, document when it expires and whether the subscription will auto-renew at the standard rate or require manual review. If it’s permanent for that client, make sure the terms are clearly recorded in the client log and contract.

Q: Can I create special prices without selecting a plan?

A: Currently the workflow ties special prices to a selected plan during subscription activation. The platform may add more options in the future to create special prices independently of plan selection, but for now create the special price during the plan selection step.

Final thoughts

Special prices are a practical tool that helps agencies and small teams offer tailored pricing without complicating billing or client onboarding. By keeping the client in the same sub-account, using existing customer records in your payment provider, and leveraging the platform’s ability to re-use identical special prices, we can run promotions and negotiate deals more efficiently.

Remember to document every special deal, communicate terms clearly, and use internal naming conventions so your finance and support teams always know what’s active. With these simple habits, special-price workflows become a competitive advantage that saves time, reduces friction, and helps us focus on serving clients instead of wrestling with billing systems.

If you want to start applying special prices today, follow the step-by-step checklist earlier in this guide and make linking existing customer records part of your standard operating procedure. That one habit alone will make the activation process smoother and increase your conversions.

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