Creating a subscription plan is a two-part process: first you set up the plan template (name, price, billing period), then you add allowances that define what's included.
💡 In short: Create a plan template with pricing and billing details, then add allowances for each product or service the plan covers.
Before You Begin
📍 Permissions required: You need the Manage Health Plans permission.
Decide before creating:
Whether this plan targets pets or clients — locked after creation
The billing frequency (monthly or annually) — also locked after creation
Your products and services are already set up in Lupa, since allowances reference them directly
Creating a New Plan
Step 1 — Navigate to Plans
Open Subscription Plans from the Apps Tab
Click the Plans tab
Click + New Plan (top-right)
Step 2 — Fill in Plan Details
Field | Description | Required |
Plan Name | A clear name clients will recognise | Yes |
Type | Pet (per-pet subscription) or Client (per-client, covers all their pets) | Yes |
Price (incl. VAT) | Amount charged per billing period, entered as a VAT-inclusive figure | Yes |
Billing Period | Monthly or Annually | Yes |
Analysis Code | Internal reporting code used to group health plan performance in analytics. Leave blank if you don't use plan-level reporting codes. | No |
Species | Pet plans only. Multi-select — choose one or more species, or leave blank to allow any. | No |
⚠️ Type and Billing Period are locked after creation. If you need to change either, create a new plan and use Change Subscription to move subscribers across.
Step 3 — Configure Optional Settings
Eligibility Criteria (pet plans only):
Age Above / Below — restrict by pet age
Weight Above / Below — restrict by pet weight Pets that don't meet the criteria show as "Ineligible" in the enrolment dialog. Staff can still override and enrol them, but they'll see a warning. Allow Signups (on by default): Turn off to stop new enrolments while keeping existing subscribers active.
Step 4 — Save
Click Create New Plan. The plan is immediately active and appears in the Plans tab.
Adding Allowances
From the plan's detail page, click + Add Allowances in the Allowances section. Type — what kind of item this allowance covers:
Type | What it matches |
Individual Product | A specific product or, if the product has selling variations, a specific variation of that product |
Individual Service | A specific service |
Product Category | All products in a category |
Service Category | All services in a category |
Product Tag | All products with a specific tag |
Service Tag | All services with a specific tag |
Type is locked once saved.
Selling variations: If a product has selling variations (for example, a medication sold in different pack sizes), the picker lists each variation separately. Selecting a variation ties the allowance to that specific variation — its name and unit appear in the allowance table so two variations of the same product are easy to tell apart.
Discount type — how the allowance value is applied:
Option | What it means |
Discount | A percentage off the item price |
Fixed Amount (incl. VAT) | A fixed amount deducted, entered VAT-inclusive |
Fixed Amount (excl. VAT) | A fixed amount deducted, entered as a net (pre-VAT) figure — Lupa applies VAT on top using the item's rate |
Allowance amount:
Unlimited — no cap on usage
Limited — subscriber gets a set number per period Allowance Applies To (Limited only):
Option | How it works |
Invoice Entries | Counts how many times the item appears across invoices, regardless of quantity. "Vaccine x3" on one invoice = 1 entry. |
Quantity of Service | Sums total quantity across invoices. "Flea Treatment x3" = 3 of the limit used. |
Use Invoice Entries for services. Use Quantity of Service for dispensed products. Allowance Period — how often a limited allowance resets:
Period | What it means |
Monthly | Resets every month |
Quarterly | Resets every 3 months |
Every 6 months | Resets every 6 months |
Annually | Resets once per year |
Per Lifetime | Never resets — one-time entitlement for the life of the subscription |
This is independent of the plan's billing period.
Include linked services (product allowances only): This toggle appears when the allowance type is Individual Product, Product Category, or Product Tag. When on (the default), the discount also applies to any services linked to the product, such as dispensing fees. Turn it off if you want those linked services charged in full — for example, if your plan covers the product cost but not the dispensing fee.
Click Create to save. Repeat for each item the plan covers.
💡 Estimates and allowance limits: When a pet's invoice is saved as an estimate, Lupa shows the potential allowance discount but does not count it against the allowance limit. The limit only reduces when the estimate is converted to a real invoice. This means staff can use estimates to try different combinations without affecting a subscriber's remaining allowance.
Editing a Plan
Open the plan detail page → click Edit in the Plan Details section. You can update the name, Price (incl. VAT), Analysis Code, eligibility criteria, and Allow Signups toggle. Type and Billing Period cannot be changed.
Editing and Archiving Allowances
Each allowance row has Edit and Archive options:
Edit — change the discount, limit, period, or Include linked services setting
Archive — removes the allowance from future use. Existing usage is preserved. Archived allowances show an "Archived" badge in the table.
Duplicating a Plan
Plans tab → ⋯ menu on any plan card → Duplicate. Creates a copy with all allowances, named "[Original Name] copy". Rename before enrolling subscribers.
Archiving a Plan
From the plan's detail page, click Archive Plan and type the plan name to confirm.
⚠️ You must cancel all active subscriptions before archiving. The dialog shows a warning with the active subscriber count if any remain.
Once archived, a plan:
Is hidden from the Plans tab by default — use the status filter to find it
Cannot accept new subscribers
Can be unarchived: open the plan card → Unarchive
Troubleshooting
Problem | Solution |
"Name already exists" error | Each plan needs a unique name. Rename or archive the existing plan with that name first. |
Can't change type or billing period | Both are locked at creation. Create a new plan with the correct settings and move subscribers across using Change Subscription. |
Allowance not showing at invoicing | Check: (1) subscription is Active, (2) allowance is not Archived, (3) invoice item matches the allowance type exactly, (4) allowance limit not reached for the current period, (5) for product allowances, check whether Include linked services is on if you expect linked services such as dispensing fees to be discounted. Note: estimates show the potential discount but do not consume the limit — only converted invoices count against it. |
Can't archive a plan | Cancel all active subscriptions first. |