Keep plan, seats, payments, renewals and support for every subscriber on one account record.
Manage the accounts of a subscription software company: plans and add-ons, seat counts, trials, invoices, failed payments, renewals, cancellations, support tickets, bug reports and usage. Billing, success and engineering read the same subscriber record, so the recurring revenue report matches the invoice list. The product and the payment gateway stay as they are. Staff get one screen per customer.
- Your plans, add-ons, billing cycles and counting rules keyed in as you price them
- Subscribers, unpaid invoices and renewal dates matched against the sheet and the gateway export
- Gateway and product links scoped jointly with your engineers
A subscription software company keeps every subscriber account in SaaS Company Management Software, which GullySystem configures. Each account holds its plan, seats, add-ons, billing cycle, payments, renewal date, tickets and usage. Trials, failed payments, cancellations and support requests are worked from that record. Recurring revenue and churn are read from it, so finance and the founder see one set of numbers.
What goes wrong before the software.
How the work flows through it, step by step.
- 1
Signup and trial
A visitor registers, and an account is created with the trial plan and its end date. Sales sees which signups used the product and who has been contacted.
- 2
Conversion
A trial turns into a paid subscription with a plan, seat count, add-ons and billing cycle. Enterprise buyers get a contract with a negotiated price on the same record.
- 3
Billing and collection
Invoices are raised for each cycle. Payments arrive from the gateway, failures are retried on a schedule, and unpaid accounts are listed for a person to follow up.
- 4
Support and success
Requests are logged against the account and tagged as a question, a defect or a feature ask. Customer success reads usage and open tickets before every review call.
- 5
Renewal or change
Upcoming renewals are listed ahead of the date. Upgrades, downgrades and pauses change the plan and the invoice together, with the effective date recorded.
- 6
Cancellation and learning
A cancellation records its reason, the last day of access and any refund. Reasons are totalled by plan and by period for the product team.
What is inside.
Every module can be switched on, left out or changed to match how your team already works.
The business modules it is built from.
Each one is also available on its own, or inside a system built for you.
- Lead Management
Trial signups arrive as leads with their source, seats invited and owner, and a follow-up falls due before the trial ends.
- Subscription Billing
An invoice is raised each cycle from the subscription record, and seat changes made mid-cycle show up as adjusted lines on the next one.
- Mandates and Auto-Debit
Standing card and bank debit permissions are held per account, so a declined retry is traced to an expired mandate and sent to a named owner.
- Ticket Management
Every request becomes a numbered ticket against the subscriber, with a priority by plan, an owner and a first response time.
- Knowledge Base
Help articles are linked to the tickets they answered, so repeated questions reveal which article is missing or out of date.
- Contract Management
Negotiated price, term, invoicing terms and renewal notice dates are kept for the larger accounts that sign annual agreements.
- Dashboards and KPIs
Recurring revenue, logo churn and seat churn sit on one screen, and each figure opens the list of accounts that make it up.
- Audit Trail
Every trial extension, plan change and pause done from the console is stored with the person, the old value and the time.
How we would put it in.
Setup, data migration, integrations and anything built on top.
One system, each person sees their part.
For founders and finance
Read recurring revenue, churn, failed payments and renewals due from the subscriber record, then export the invoice list for the accountant.
For sales and customer success
Work trials, expansions and renewals from one list, and read usage and tickets before calling an account.
For support agents
Log and answer requests, tag defects, extend a trial or pause an account within the access you have been given.
For engineers and product managers
See grouped bug reports, the accounts behind each, and the cancellation reasons that mention a missing feature.
For account admins at the customer
Update the card, view invoices, change the seat count and download receipts from a self-service page.
The numbers the owner asks for.
- Monthly recurring revenue by plan: new, expansion, contraction, cancelled
- Logo churn and seat churn, with cancellation reasons totalled
- Trials started, converted and lapsed, by source and by owner
- Failed payments open, by retry stage and age
- Renewals due in the next 30, 60 and 90 days
- Open bugs and feature requests ranked by accounts affected
- Support tickets by plan, category and first response time
Who this is built for.
- Software companies selling a hosted product by monthly or annual subscription
- Founders running a SaaS business from a gateway dashboard and a spreadsheet
- Vertical SaaS teams serving one industry with plan tiers and add-ons
- Product companies that sell seats to businesses and also sign larger annual contracts
- Developer tool and API companies that bill by usage allowance
When it is not the right choice.
- A company selling one-off software licences with no recurring billing will find Enterprise Software Company Management Software closer.
- A firm that runs other companies’ servers on contract is better served by Managed Service Provider Management Software.
Adapted to your business before it goes live.
You are not handed a login and left to it. The product is set up around your records, your people and the tools you already use.
Works alongside
- Payment gateway
- Product database or API
- Chat or messaging
- Accounting export
- Issue tracker export
Questions owners ask before a demo.
Does this replace our payment gateway?
No. The gateway still takes the money. The back office reads payment and subscription events from it, so the account shows what was paid, what failed and what is due.
How does it count annual plans in recurring revenue?
Annual plans are spread across twelve months in the report, or counted the way you decide. Rules for discounts, refunds and paused accounts are written down during set-up.
Can it chase failed card payments?
It lists each failure with its reason and retry stage, sends a card-update request to the account admin, and assigns the unpaid account to a named person.
What happens when a customer adds seats mid-cycle?
The seat change is stored with its effective date. The next invoice carries an adjusted line, worked out by the proration rule you agreed at set-up.
Will it show which customers might cancel?
It shows facts beside each account: logins, active seats, open tickets and payment status. Your success team decides what a worrying pattern looks like. No score is promised.
Can support staff change a subscriber’s plan?
Only if their role allows it. Extending a trial or pausing an account can be limited to named staff, and each change goes into the audit log.
Can bugs from support reach engineering?
Tickets tagged as defects are grouped on a board with the accounts that reported them. An export to your issue tracker can be scoped as separate work.
Can we bring our current subscribers across?
Yes. The gateway export and your customer sheet are matched by email and account number. Accounts that match nothing are listed for your team to settle.
Is there a price you can quote?
Not on a web page. After a walk-through using your own plan table, a written proposal follows. Scope follows plan count, gateway links and staff logins.
Can we export everything if we leave?
Yes. Accounts, subscriptions, invoices, tickets and notes export as files. The proposal names the file layout before anything is built.
Wondering what it would cost? Share your requirements and an engineer will come back with a scope.
Businesses that use this.
See SaaS Company Management Software with your own data.
Tell us how you run things today. We’ll show you the parts that matter to you and say plainly what would need changing.
- No obligation
- A reply within one business day
- Your details stay private
Start with your requirements
Seven short steps that tell us what you need. An engineer reads them before getting in touch.
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