CRM Sale Subscription Module
Auto-sync revenue from subscription orders, track MRR/ARR, and manage service renewals.
CRM Sale Subscription module automatically updates expected and recurring revenue of sales opportunities when confirming subscription orders.
Clearly distinguishes one-time and recurring revenue, forecasts by plan (monthly/quarterly/yearly), and tracks all revenue changes.
Key Benefits
Key points
• Auto-sync revenue from subscription orders upon confirmation.
• Accurately track one-time and recurring revenue.
• Forecast revenue by plan (monthly, quarterly, yearly).
• Track all revenue changes in chatter.
• Manage multiple orders per opportunity with cumulative calculation.
• Control recurring revenue access by user groups.
Core Terminology
| Fields | Description |
|---|---|
| Expected Revenue | Revenue from one-time products/services, non-recurring (setup fees, equipment, consulting). |
| Recurring Revenue | Revenue from subscription services, recurring payments (cloud, maintenance, subscriptions). |
| Recurring Plan | Revenue cycle: Monthly (1 month), Quarterly (3 months), Yearly (12 months). |
| MRR | Monthly Recurring Revenue - monthly repeating revenue. |
| ARR | Annual Recurring Revenue - yearly repeating revenue (MRR × 12). |
| Subscription Order | Order with recurring products and payment cycles. |
Revenue Types and Examples
Revenue Classification
| Type | Description | Examples |
|---|---|---|
| One-time Revenue | One-time payment, non-recurring | Setup fee: $200, Equipment: $400, Consulting: $120 |
| Recurring Revenue | Recurring payments by cycle | Cloud: $20/month, Maintenance: $40/month, Subscription: $8/month |
Usage Workflow
Steps
1. Create sales opportunity: Go to CRM → Pipeline → New, enter opportunity name, customer, initial estimated revenue.
2. Create subscription quotation: In opportunity, click New Quotation, select subscription plan (Monthly/Yearly).
3. Add products: Add one-time products (setup, training) and recurring products (mark "Recurring Invoice").
4. Confirm order: Send quotation, when customer accepts, click Confirm.
5. System auto-updates: Expected revenue = total one-time products, Recurring revenue = total recurring products × cycle.
6. Check updates: View Additional Information tab and Chatter to confirm revenue updated.
Scenario 1: Cloud Service Contract
Customer: XYZ Company, Service: Cloud hosting + Support, Duration: 12 months.
Update Process
| Stage | Details | Result |
|---|---|---|
| Initial Opportunity | Expected revenue: $0, Recurring revenue: $0 | No plan yet |
| Quotation | Setup: $400 (one-time), Cloud: $120/month, Support: $40/month | Total recurring: $160/month |
| After Confirm (Monthly) | Expected revenue: $400, Recurring revenue: $160 | Plan: Monthly (auto) |
| After Confirm (Yearly) | Expected revenue: $400, Recurring revenue: $1,920 | Plan: Yearly ($160 × 12) |
Scenario 2: Multiple Orders for One Opportunity
Opportunity: "Overall Contract - ABC Company" with multiple deployment phases.
Steps
1. Order 1 (Phase 1): Setup $200 + Basic service $40/month → Update: Expected revenue = $200, Recurring = $40.
2. Order 2 (Phase 2 - expansion): Upgrade $120 + Advanced service $80/month → Update: Expected revenue = $320 ($200 + $120), Recurring = $120 ($40 + $80).
3. Note: System only increases revenue, never decreases. Revenue accumulates from all orders.
Scenario 3: Foreign Currency Orders
Rule: Only updates when order currency = company currency.
Key points
• Foreign currency orders do not affect opportunity revenue.
• Manual conversion needed if wanting to calculate foreign currency revenue.
Currency Handling
| Order | Currency | Result |
|---|---|---|
| Order 1: Setup $500, Service $100/month | USD | Revenue NOT updated (different from company currency VND) |
| Order 2: Setup 10,000,000 VND, Service 2,000,000 VND/month | VND | Revenue updated normally |
Revenue Update Rules
System applies strict conditions to ensure accuracy.
Update Conditions
| Revenue Type | Conditions | Action |
|---|---|---|
| Expected Revenue | Total one-time products > Current revenue + Currency match | Update = Total non-recurring product value |
| Recurring Revenue | Monthly revenue > Current monthly revenue + Currency match + Has permission | Update = Monthly revenue × Months in plan |
| Recurring Plan | Opportunity has no plan + Order has recurring products | Auto-assign "Monthly" plan (1 month) |
Calculation Formulas
Expected Revenue = Total non-recurring product value
Recurring Revenue = Monthly revenue × Months in plan
Calculation Examples by Plan
| Monthly Revenue | Plan | Months | Recurring Revenue |
|---|---|---|---|
| $80 | Monthly | 1 | $80 ($80 × 1) |
| $80 | Quarterly | 3 | $240 ($80 × 3) |
| $80 | Yearly | 12 | $960 ($80 × 12) |
Tracking and Reporting
Key points
• Change History: View Chatter to track notifications "Expected revenue updated..." or "Recurring revenue updated..."
• Pipeline View: View total expected and recurring revenue by stage.
• Pipeline Analysis Report: CRM → Reports → Pipeline Analysis, filter by recurring plan, group by sales team.
• Dashboard: Total expected revenue, total MRR, conversion rate by revenue type.
• Trend Analysis: Track MRR/ARR growth over time.
Access Rights and User Groups
Steps
1. Grant permission: Go to Settings → Users & Companies → Users.
2. Select user needing permission.
3. Access Rights tab → Sales section → Enable "Recurring Revenues".
4. Click Save to apply changes.
Access Control
| Group | Main Permissions |
|---|---|
| Recurring Revenues User | View and edit recurring revenue, view update notifications, access recurring revenue reports. |
| Users without permission | Only view expected revenue, cannot see recurring revenue field, cannot see recurring revenue notifications. |
Important Notes
Key points
• Currency: Revenue only updates when order currency = company currency. Foreign currency orders have no effect.
• One-way Update: System only INCREASES revenue, never decreases. If order cancelled, manual update needed.
• Multiple Orders: One opportunity can have multiple orders. Each confirmed order updates revenue if higher.
• Recurring Plan: If none exists, system assigns "Monthly" plan. Can manually change to Quarterly/Yearly.
• No Auto-deduction: Does not auto-deduct revenue when deleting product lines or cancelling orders.
Troubleshooting
Common Issues
| Issue | Cause | Solution |
|---|---|---|
| Revenue not updating | Different currencies / Lower revenue / No permission | Check order and company currency, review current values, check access rights |
| Cannot see recurring revenue | No "Recurring Revenues User" permission | Contact admin for permission or self-grant (if admin) |
| Revenue calculated incorrectly | Wrong plan / Product not marked "Recurring Invoice" | Check recurring plan, check product configuration, recalculate per formula |
Best Practices
Key points
• Initial Estimate: Enter estimated revenue when creating opportunity, system updates with actual orders.
• Choose Appropriate Plan: Short-term contracts use Monthly, long-term use Yearly for accurate forecasting.
• Monitor Chatter: Always check chatter to know when revenue is updated.
• Regular Reports: Export monthly recurring revenue reports to track MRR/ARR trends.
• Product Classification: Ensure products marked correctly (one-time/recurring) for accurate calculation.
• Renewal Management: Track subscription expiration dates to proactively renew and maintain recurring revenue.