How to create a subscription management form for existing customers

‍Give your customers full control of their subscriptions

In this guide, you’ll create a form that lets existing customers manage their active subscriptions, updating plans, changing billing info, or requesting cancellations.
You’ll connect it to your CRM or payment tool, prefill existing customer data, and automate confirmations and internal updates.

📘 Learn more: Create your first form, app, or portal in a flash

Step 1: Create your subscription management form

From your workspace, click + New → Form, or pick a Membership form template from the gallery.
Or use Magic Create, try this prompt:

“Subscription management form for existing customers with fields for plan type, payment preferences, and cancellation requests.”

Add key fields such as:

• Customer name and email (prefilled if possible)
  
  
• Current plan (Dropdown: Basic, Pro, Enterprise)
  
  
• Desired action (Upgrade, Downgrade, Cancel, Change billing info)
  
  
• New plan (shown only if Upgrade/Downgrade selected)
  
  
• Reason for change (optional)
  
  
• Comments or additional request
  
  

💡 Tip: Use clear labels like “Select your action” instead of generic field names to reduce confusion.

📘 Learn more: How to create a form

Step 2: Pre-fill customer information

To make the experience seamless for existing customers, prefill their details using Lookup from CRM data,
If your CRM data lives in another Formaloo form or table, use Lookup fields to pull customer details (plan, ID, billing cycle) automatically.
📘 Learn more: How to lookup the submitted data of another form

Step 3: Use logic to adapt to each customer’s action

Go to Settings → Logic to make your form dynamic:

Examples:

• If @action = “Upgrade” → show “Select new plan” and “Confirm billing update” fields
  
  
• If @action = “Cancel” → show “Reason for cancellation” and “Effective date” fields
  
  
• If @action = “Change billing info” → show payment details fields
  
  

💡 Logic helps make a single form feel personalized to any customer action.

📘 Learn more: How to add advanced logic to your form

Step 4: Calculate new plan costs automatically

Add a Variable field to calculate new subscription prices dynamically.

Example formula:

@new_plan_price - @current_plan_price

Show this as “Additional amount due” or “New monthly total.”

📘 Learn more: How to use a variable with a formula

Step 5: Send automated confirmation emails

Set up Conditional Email Notifications for both customers and your billing team.

Customer email example:

“Hi @customer_name, we’ve received your @action request for your @plan subscription. You’ll receive confirmation once it’s processed.”

Internal email example:

“New subscription update request from @customer_email: Action — @action | Plan — @plan.”

📘 Learn more: How to send and receive conditional email notifications

Step 6: Create an approval review

If you require a manual review for changes, add admin-only fields for:

• Reviewed by
  
  
• Decision (Approved / Rejected / Pending)
  
  
• Internal comments
  
  

Step 7: Automate updates in your CRM or payment system

Once a request is approved, use On update logic or Integrations to push the change to your CRM, Stripe, or billing system.
For example:

• AIf @action = “Upgrade” → update plan to @new_plan in CRM
  
  
• If @action = “Cancel” → change status to “Cancelled” in Sheets
  S
  

📘 Learn more: How to add integrations on Formaloo
📘 Learn more: What is on update logic and how it works

Step 8: Build a subscription management dashboard

From Results → Dashboard, create blocks to track active, upgraded, or cancelled subscriptions.

• Bar chart: Requests by action type
  S
  
• Pie chart: Plans by tier
  
  
• Table: Customer list with current plan and status
  
  
• Kanban board: Requests grouped by status (Pending → Approved → Completed)
  
  

📘 Learn more: How to showcase charts based on form responses

Step 9: Publish your customer portal

Create a Customer Portal App with pages for:

• Manage subscription — main form
  
  
• My plan & invoices — connected lookup view
  
  
• Support requests — secondary form for assistance
  
  

Enable Login/Sign-up so customers can view and edit only their own data.

📘 Learn more: How to create a portal and manage users access
📘 Learn more: How to let users view and edit their own data in your portal

Pro tips

• Add autosave: Let users pause while reviewing or changing plan info.
  📘 Learn more: How to auto save incomplete responses and let users resume later
  
  
• Offer payment updates: Embed your Stripe checkout or payment field directly in the form.
  📘 Learn more: How to create an order form with online payment
  
  
• Personalize confirmations: Use AI Smart Content to generate dynamic success messages based on the user’s action.
  📘 Learn more: Create dynamic ending pages with AI Smart Content
  
  

Example scenario

An existing customer opens their personalized link with prefilled details:
https://yourcompany.formaloo.me/manage-subscription?email=sara@client.com&plan=Pro
They choose “Upgrade to Enterprise” and confirm payment.
The system notifies finance, updates the CRM automatically, and sends Sara a confirmation email with her new plan details.
Your dashboard now shows one new “Upgraded” subscription for November.

📘 Learn more: Build personalized and time-saving flows with logic, automations, and AI

FAQ

1. Can I require approval for downgrades or cancellations?
Absolutely, use the connected approval form or logic-based notifications for manual validation.

3. Can I show customers their current billing cycle?
Yes, pull that data via lookup fields from your CRM or billing database.

Your self-service subscription portal is live

You’ve built a dynamic subscription management workflow where customers can make changes anytime, with automatic CRM updates and real-time dashboards.
Next, extend it into a Customer Account Portal that includes billing history, support requests, and loyalty rewards.

📘 Learn more: How to customize your portal with your brand identity

Last updated November 2025

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