CRM configuration if you sell subscriptions or recurring services

Part of milestone 2 · Your starting configuration

In two lines: here you need two funnels, because selling for the first time and renewing are different processes. It's the most common case among MB Suite customers and also the one usually modeled worst.

It's yours if: you charge every month. Agencies, maintenance, software, accounting, contracted services, support on subscription.

When you finish you'll have: your two funnels, your lost reasons and your fields written down, ready to load on screen.

The two funnels

Stage · probability · rotting days.

Funnel 1 — New sale

New lead 10% · 7 d — Qualified 25% · 14 d — Diagnosis or audit 40% · 14 d — Proposal sent 60% · 14 d — Negotiation 80% · 21 d — Won 100%

Funnel 2 — Portfolio (renewal and expansion)

Active 50% · 90 d — At risk 30% · 15 d — Renewal in conversation 70% · 21 d — Expansion proposed 60% · 14 d — Renewed or expanded 100%

The second funnel is the one almost nobody builds, and it's where your cheapest revenue is: renewing and expanding with those who already buy from you. The high rotting days on "Active" are set on purpose, so the alert only fires when you truly stopped talking to that account.

The lost reasons

Price · Saw no results · The contact on the client side changed · Brought it in-house · Budget cut · Went to the competition

The custom fields

Companies: Industry (Select) · Area (Country)
Deals: Subscription type (Select) · Minimum term (Select) · Renewal month (Date)

Don't use a custom field for the subscription amount. Load it in the deal's Quote as a recurring line: the system calculates the total and the monthly recurring revenue on its own, and afterwards you can analyze by product line. A field of type Amount does neither of the two. See Send a professional quote in PDF from the deal and Products and catalogs: your manual list and synced feeds.

How leads come in and how they're distributed

Source destination — Prospect inbox.
Assignment — A fixed person for the new sale. The portfolio is assigned by hand to each account's owner: there, the relationship weighs more than automatic distribution.

What to do with AI

The Qualifier, for the new sale.

For the portfolio, no: renewal is worked by whoever knows the account, and an automated message to a customer who already pays you does more harm than good.

What's next?

You have your numbers. Now load them — both funnels, from the start: Set up the CRM foundations: team, funnel and custom fields.

Save this page. On day 30 you'll come back to it to adjust what reality has shown you, and having the "before" written down makes all the difference.

Still have questions?

Ask MIA, the MB Suite AI assistant: open it with the MB AI button (⌘J) in the top bar. MIA knows the section you're in, so you can ask it about what you see on screen — and it can also answer how-to questions about using MB Suite.