SubTrack - PHP Client and Subscription Manager

SubTrack is a lightweight PHP / MySQL web application for anyone who bills clients on a monthly or yearly subscription: web agencies, hosting resellers, IT support, freelancers, coaches, gyms, schools and small SaaS businesses.

For each client you set an amount, a billing cycle and a covered until date. Every time a period passes without payment, the balance due grows automatically – no cron job, no scheduled task. Record a payment and the due date moves forward by itself (month ends handled correctly). The dashboard tells you at a glance who is overdue, who is due in the next 30 days, what you collected this month and your monthly recurring revenue.

SubTrack also handles one-off fees (setup, services), free months (goodwill gestures that can be cancelled), bulk payments for many clients at once, payment corrections with automatic due date recalculation, printable receipts and Excel-compatible CSV exports. The Analytics page draws its own SVG charts – no external library and no CDN.

The interface is fully translated into 9 languages (English, French, Arabic with a complete right-to-left layout, German, Spanish, Portuguese, Italian, Turkish, Hindi), supports 27 currencies and any time zone, and is mobile-first: tables turn into cards on phones.

Installation takes one minute with the included web installer, which can also load fictional demo data (16 clients and 12 months of payments) so you can explore every feature right away. Plain PHP code, no framework, no Composer: easy to read, customize and host on any cPanel shared hosting.

Multi-user with roles: Admin (full access, user management) and Staff (clients and new payments, without deletions, corrections, exports or analytics). A built-in live demo mode (one config switch) lets you host your own public demo with read-only accounts and an automatic hourly reset, no cron needed.

Live demo logins (sign-in page: https://subtrack.sevendaygames.com/login.php - one-click buttons on the page)

• Admin (full access): username admin / password admin1234
• Staff (limited role): username staff / password demo1234

Both roles use the same sign-in page. All demo data is fictional and is reset automatically every hour; changing passwords and managing users are disabled in the demo.

Features

• Dashboard: collected this month and this year, total unpaid, monthly recurring revenue, overdue clients, due dates of the next 30 days, latest payments
• Balances calculated automatically from the coverage date (no cron job)
• Monthly and yearly billing cycles with correct month-end handling
• Record payments covering one or several periods; amount and new due date suggested automatically
• Edit or delete a payment: the client's due date is recalculated
• One-off fees: already collected or still owed
• Gift a free month to one or many clients (cancellable)
• Bulk payment: many clients at once, own amount or common amount, N periods or common due date
• Client groups, search, status filters, sortable columns, notes and full history
• Analytics: payments per month, collected and unpaid per group, top clients (built-in SVG charts)
• Printable receipts (print or save as PDF)
• CSV exports for clients and payments (UTF-8, Excel-ready, locale separator)
• 9 languages including Arabic RTL, language picker remembered per user
• 27 currencies with proper symbol, decimals and number format; configurable time zone
• Multi-user: Admin and Staff roles checked on the server, Users page, My account page (change own password)
• Live demo mode: demo accounts with one-click sign-in, password changes refused, hourly automatic reset without cron
• Responsive mobile-first design
• Web installer with optional fictional demo data
• Security: bcrypt passwords, CSRF tokens, prepared statements, escaped output, locked installer
• No framework, no Composer, no external library, works offline

Requirements

• PHP 7.4, 8.0, 8.1, 8.2 or 8.3 with the pdo_mysql extension
• MySQL 5.7+ / 8.x or MariaDB 10.2+
• Apache, Nginx or LiteSpeed web server (any cPanel shared hosting)
• A modern web browser (desktop or mobile)

Instructions

1. Create a MySQL database and a user with all privileges (cPanel > MySQL Databases), or start MySQL in XAMPP.
2. Upload the content of the upload/ folder to your web space (e.g. public_html/subtrack/).
3. Open install.php in your browser.
4. Enter the database details, your admin username and password, the application name, currency and time zone. Optionally tick the fictional demo data.
5. Click Install, then delete install.php and sign in.
6. Add your team on the Users page (Admin or Staff role).
7. Read documentation/index.html for configuration, translations and customization.