Services · Ecommerce development · Customer loyalty subscription sites

Subscription billing for loyalty software sold to New York hospitality and retail groups.

Q: Is our loyalty software subject to New York sales tax?

Usually yes, since New York taxes remotely accessed prewritten software. New York's tax department treats prewritten software as taxable whether it is delivered on a disk or accessed remotely, and New York City adds its own local rate. Separately stated training or setup services may be treated differently. Your tax adviser confirms the position for your product; we configure the tax engine, product codes and invoice lines so that position is applied to every charge. Vendors selling into Westchester, Long Island or upstate New York pick up different local rates again, which the engine handles from each address.

Q: Do New York auto-renewal rules apply to business contracts?

Some can, so we build renewal notices either way. New York has consumer auto-renewal rules in its General Business Law, and its General Obligations Law requires advance written notice for certain automatically renewing service contracts with businesses. How far that reaches into software is a question for your counsel. We make it easy to comply whatever they decide: renewal notices sent to named contacts at a set time before each renewal, stored with proof of delivery.

Q: How do you handle restaurant groups with separate LLCs?

One contract, one invoice stream per entity. The contract sits at group level and sets prices and term. Each LLC is a billing entity with its own address, tax settings, payment method and contacts, and receives invoices only for its own venues. Head office sees a combined view. When a venue is sold or closed, its entity can be moved or ended without touching the rest of the group's contract. New venues opening under the group are added to the contract by an admin and start billing from the date they go live.

Q: What does the SHIELD Act mean for our billing platform?

Reasonable safeguards and a plan for breach notification. The SHIELD Act applies to businesses holding private information of New York residents and expects administrative, technical and physical safeguards. On the billing side we hold as little personal data as possible, never store raw card numbers, encrypt data at rest and in transit, restrict admin access by role with multi-factor sign-in, and log changes. Your incident response plan then has accurate facts to work from.

Q: Can buyers pay by purchase order and invoice?

Yes, alongside card payment for smaller customers. Purchase order numbers are captured at quote acceptance and printed on every invoice. Invoices carry payment terms, remittance details for ACH and wire, and are sent to the billing contacts each entity names. Incoming payments are matched to open invoices automatically where the remittance data allows, and overdue invoices follow a reminder schedule your finance team sets. Customers can see every open and paid invoice for their entities in the account area and download copies themselves.

Q: What drives cost and timeline?

Contract complexity, entities, migration and integrations. The more your deals vary, the more there is to model. Multi-entity billing, co-terming, renewal price rules, invoice payment, single sign-on and a migration from an existing billing tool each add work, as does each system billing must update. A vendor with standard plans and card payment is a much smaller project than one moving several hundred contracts across.

Q: Who owns the platform and the data?

Your company owns all of it. Billing, payment, tax and hosting accounts are opened in your name; code lives in your repository; domains are yours. Contracts, subscriptions, invoices and payment records stay in systems you control, which also simplifies due diligence if you raise money or sell the company. You can continue with us, hire your own team or move to another partner at any time. Admin credentials and documentation are handed over as the work proceeds, not only at the end.

Codeeo delivers customer loyalty subscription website development in New York for software vendors selling rewards and retention platforms on recurring contracts. We build the pricing and plan pages, quote-to-subscription flows, invoicing, sales tax handling and the customer account where a restaurant group or retailer manages locations, seats and billing contacts. New York buyers are often groups that run each venue as its own company and send every vendor through procurement, so the platform has to cope with several billing entities, purchase orders and security reviews as easily as it handles a single cafe paying by card.

We work with New York clients remotely, by video call, from our teams in Dubai, Riyadh and Karachi. Our customer loyalty SaaS website development for New York vendors covers the revenue side of your product, from the first pricing page view to the renewal invoice, and the connections that keep your platform, CRM and books in step.

Talk through your billing Web development and eCommerce

Built for: Loyalty and retention software companies selling annual and monthly plans to New York restaurant groups, retail chains, fitness operators and consumer brands, from single sites to multi-entity groups.
Typical timeline: Fixed after discovery by video call, when entities, contract terms, payment methods, tax treatment and integrations are documented, then reported at every sprint review.
What you own: Code, billing and payment processor accounts, tax configuration, contracts, subscription and invoice records and domains, all registered to your company.
Rated: 4.7 / 5 from 23 Google reviews

200+ companies across the US and the UAEFrom a first store to a listed developer

What the subscription platform includes

Built for groups that run every venue as its own company.

A common New York setup is a hospitality group with an office in Midtown or the Flatiron District and restaurants in Manhattan, Brooklyn and Queens, each held by a separate LLC with its own bank account. The group negotiates one loyalty contract, but each venue's accountant wants an invoice addressed to the right entity. Retail groups often work the same way, and both usually route new vendors through a procurement and security review before anything is signed.

So the platform we build separates the commercial agreement from the paying entities. One contract sets the price and term; each entity is billed for its own locations, with its own tax treatment, payment method and billing contacts. Annual contracts can carry agreed price changes at renewal, and locations added mid-term are co-termed so everything renews on one date. Because New York State taxes remotely accessed prewritten software, sales tax is calculated by service address, with the New York City local rate added where it applies. Every event feeds your product, CRM and accounting system.

Explain your project

Quote-to-contract workflow
Sales builds a quote with locations, modules, term length and any negotiated terms. The buyer reviews online, signs electronically and enters purchase order details. The signed quote becomes a live subscription with the same prices, dates and entities, so nothing is retyped between sales and finance.
Signed deals become accurate subscriptions the same day.
Pricing pages for two kinds of buyer
A neighborhood bakery in Astoria and a group with twenty venues read the same pricing page differently. We show clear per-location plans with a card checkout for the first, and a separate path for the second that explains contract terms, entity billing and onboarding support before inviting a call with sales. Both paths state the recurring charge and term plainly.
Single venues buy alone while groups arrive at sales ready to talk terms.
Multi-entity billing under one contract
One commercial agreement, many legal entities. Each restaurant or store company gets its own invoices, payment method and tax settings, while the group's head office sees a consolidated view of spend, renewal dates and open balances across all of them.
Each venue's accountant receives the invoice they can actually book.
New York sales tax handling
A tax engine applies New York's treatment of prewritten software and adds the correct local rate for each service address, including New York City. Training or setup fees can sit on separate lines so your adviser's treatment of them is applied consistently. Exemption certificates are stored against the entity.
Tax on each invoice matches the address it serves.
Invoice, ACH and wire payment
Larger groups pay invoices on agreed terms by ACH or wire, with remittance details on every invoice and payments matched automatically when they arrive. Smaller venues pay by card or wallet at signup. Card entry uses your processor's hosted fields to keep PCI DSS scope small.
Accounts receivable spends less time matching payments by hand.
Vendor onboarding documents
New York procurement teams ask for tax forms, insurance certificates, security questionnaires and data processing terms before a first order. We build a document area where buyers download what they need after a short request, with each download logged against the opportunity in your CRM.
Procurement stops being the slowest step of the sale.
Renewal notices and co-terming
Locations added mid-term are prorated to the main renewal date. Notices go to named contacts well ahead of each renewal, with the term, price and how to give notice, which supports New York's rules on automatic renewal notices and avoids the dispute of a renewal nobody remembered agreeing to.
One renewal date per group and no surprised finance teams.
Seats, roles and sign-in
Group accounts carry roles for owners, finance, marketing and venue managers. Finance sees invoices and payment methods; marketing manages the loyalty program; venue managers see their own location. Single sign-on through the buyer's identity provider is available for groups whose IT team requires it.
Customers manage their own access without support tickets.
Security built for the SHIELD Act
New York's SHIELD Act expects reasonable safeguards for private information of state residents. On the billing platform that means minimal data held, tokenized payment details, encrypted storage, role-based admin access with multi-factor sign-in, audit logs and a written plan for breach notification.
Your security answers in procurement reviews describe real controls.
Revenue and renewal dashboards
Annual and monthly recurring revenue, renewals due by quarter, expansion from new locations, overdue invoices by entity and churn by segment, fed into your CRM and accounting tools. Leadership and investors see the same numbers finance closes the month with.
Board reporting comes from billing data, not a spreadsheet rebuilt monthly.

Who this is for

Four New York loyalty software teams we work well with.

Loyalty vendors based in Manhattan and Brooklyn tend to sell up market faster than vendors elsewhere, because so many hospitality and retail groups keep their head offices in the city. That changes what the subscription platform must do: contracts, entities and procurement matter as much as a fast checkout. Buyers in the city also compare vendors quickly and expect answers about billing, tax and data handling in the first meeting, so the platform has to make those answers easy to give. These are the teams we fit best.

A vendor whose deals have outgrown card checkout

Self-serve signups got you started, but your best customers now want annual contracts, invoices to several entities and payment by ACH. We add quotes, contracts, multi-entity billing and invoice payment beside your existing card checkout, so small venues still buy online and groups are handled properly.

Both routes share one billing engine and one customer record.

A platform preparing for enterprise procurement

You keep losing weeks to security questionnaires and vendor forms. We build the trust and document area, tighten the billing platform's access controls and logging, and make sure your answers about data handling describe what the system actually does, which shortens reviews with hotel groups and national retailers.

A company moving off a billing tool it has outgrown

Your current subscription tool cannot handle co-terming, entity splits or New York tax properly, and finance patches it monthly. We migrate subscriptions, contracts and invoice history to a better fit, run both systems in parallel for a billing cycle and switch only when the numbers agree.

Parallel runs catch differences before a customer does.

A consumer brand selling its loyalty tech to others

You built a strong rewards program in house and other brands want to license it. We turn it into a sellable subscription product with plans, a pricing page, contracts and billing, separate from your own retail operation, so the software business can be measured on its own.

Six steps from first call to contracts that bill themselves.

01Revenue discoveryWe document how deals close, which entities pay, contract terms, payment methods and tax positions, and agree with finance what good billing looks like before design starts.
02Contract and plan modelContracts, plans, entities, co-terming and renewal price rules are modeled in the billing engine and tested against your real customer contracts.
03Site, quote and account designPricing pages, quote acceptance, checkout and the account area are designed for each role, with accessibility checked against WCAG for keyboard and screen reader use.
04Systems connectionBilling is connected to your loyalty platform, CRM, accounting, tax engine and identity provider, with event logs and alerts for anything that fails to sync.
05Parallel run and cutoverExisting contracts and invoices are migrated, both systems bill in parallel for a cycle, and cutover happens when totals and tax match line by line.
06Quarterly tuningRenewal rates, overdue balances and expansion are reviewed with your team, and changes to plans, contracts or reports ship as small approved releases.

How we work together

Three ways New York software vendors engage us.

Customer loyalty subscription platform development in New York is usually scoped as a fixed project covering plans, contracts, entities, tax and integrations, priced from a written specification. After launch, a monthly retainer handles new plans, contract changes and reporting. Vendors running several products sometimes take a dedicated team that works inside their sprints. Discovery, design reviews and demos run by video call, and every scope change is agreed in writing before it is built. Your finance lead is part of the reviews from the start, because billing that sales likes but finance cannot reconcile is not finished.

Fixed scope

A defined build with a deadline

We agree what the product has to do, write it down with a price and a date, and build exactly that. Changes are priced before they are made, not discovered on the invoice.

Written scope and acceptance criteria
Fixed price and delivery date
Weekly build on a URL you can open
30 days of fixes after launch

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Dedicated team

A product that keeps evolving

Named engineers who work your hours, join your standups and stay on the codebase. You direct the backlog; we own the quality of what ships.

Senior engineers, not a rotating bench
Your tools, your repo, your process
Monthly, cancel with 30 days notice
A lead who answers for the team

Get in touch

Retainer

Something live that needs looking after

A monthly block of hours for improvements, fixes and the small requests that otherwise wait months. Unused hours carry for a quarter.

Agreed response times
Monitoring and dependency updates
A monthly report of what changed and why
Priority access to the same team that built it

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Technology

What we build this with.

A modern web framework for the site, an established subscription billing engine for contracts and invoices, a tax engine for New York State and city rates, and your processor's hosted fields for payments. Customer loyalty billing integration services for New York vendors also cover CRM, accounting and identity providers, chosen around your existing stack.

01Web

React
Next.js
TypeScript
Node.js
Laravel
WordPress

02Commerce

Shopify Plus
WooCommerce
BigCommerce
Headless storefronts

03Data and cloud

PostgreSQL
MySQL
MongoDB
AWS
Azure
Docker

04Marketing and tracking

GA4
Google Tag Manager
Search Console
Meta Pixel
Looker Studio

Questions New York loyalty software vendors ask us.

What does customer loyalty subscription website development in New York usually involve?

Pricing pages, contracts, multi-entity billing, tax and integrations.

Most New York vendors need both a self-serve route for single venues and a contract route for groups. That means plan pages and card checkout, quotes and electronic signature, billing split across entities, invoice and ACH payment, sales tax by address, renewal notices and a customer account with roles. The platform then connects to your product, CRM and accounting so access, pipeline and revenue all reflect the same contract.

Is our loyalty software subject to New York sales tax?

Do New York auto-renewal rules apply to business contracts?

How do you handle restaurant groups with separate LLCs?

What does the SHIELD Act mean for our billing platform?

Can buyers pay by purchase order and invoice?

What drives cost and timeline?

Who owns the platform and the data?

Services that usually go with this one.

Custom software and business systemsContract, provisioning and finance tools built around how you sell.Microsoft Dynamics 365 and CRMCRM records that follow each group from quote to renewal.Payment integrationCard, ACH and wire payments matched into recurring billing.

Tell us what the business needs. We will tell you what to build first.

Schedule a free consultation and get a written recommendation, with costs, before you commit to anything.

Get in touch

PROVEN RESULTS

4.7 / 5from 23 Google reviews

Subscription billing for loyalty software sold to New York hospitality and retail groups.

Built for groups that run every venue as its own company.

Quote-to-contract workflow

Pricing pages for two kinds of buyer

Multi-entity billing under one contract

New York sales tax handling

Invoice, ACH and wire payment

Vendor onboarding documents

Renewal notices and co-terming

Seats, roles and sign-in

Security built for the SHIELD Act

Revenue and renewal dashboards

Four New York loyalty software teams we work well with.

A vendor whose deals have outgrown card checkout

A platform preparing for enterprise procurement

A company moving off a billing tool it has outgrown

A consumer brand selling its loyalty tech to others

Six steps from first call to contracts that bill themselves.

Three ways New York software vendors engage us.

Fixed scope

Dedicated team

Retainer

What we build this with.

Questions New York loyalty software vendors ask us.

Services that usually go with this one.

Tell us what the business needs. We will tell you what to build first.