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    12 / 21 / 2021

    SaaS Intelligence 2021 R3 Includes New SaaS KPI Dashboards

    We are excited to announce Baker Tilly’s latest release for SaaS Intelligence. In this release you get new features to further streamline the user experience, expand out-of-the-box reporting, provide additional functionality and flexibility, and deliver more granular recurring revenue insights. Here is a full listing of the SaaS KPI dashboards as well as the new and updated functions in this release.

    Release Highlights

    Please click the green feature number to easily jump to that section:

    • Feature 1:  Cross-Sell CMRR Tracking 
    • Feature 2: Auto-Churn and Auto-Downgrade Enhancements
      • Separate Setting for Auto-Churn and Auto-Downgrade
      • Exclude/Suppress customer from Auto-Churn and Auto-Downgrade
    • Feature 3: Churn Customers with No Subscriptions
    • Feature 4: Automated Out-of-Sequence Refreshes
    • Feature 5: Updated Customer Refresh Screen
    • Feature 6: Renewal Net Expansion and Renewal Net Contraction Tracking
    • Feature 7: Additional Mid-Term CMRR Categories
    • Feature 8: Override CMRR Category
    • Feature 9: Contract Field Overrides
    • Feature 10: Create/Set customer Acquisition Date
    • Feature 11: New Dashboards
      • ARR Dashboard
      • Product Dashboard
    • Feature 12: Advanced Unit Economics
    • Feature 13: Dashboard Enhancements to:
      • Audit Dashboard
      • Growth Dashboard
      • Retention Dashboard
      • Unit Economics Dashboard
    • Feature 14: Metrics Enhancements:
      • New Metrics
      • Updated Metrics
    • Feature 15: User Permission Validation During Processing
    • Feature 16: Order Entry Credit Memo Support


    Functionality Enhancements

    Cross-Sell CMRR Tracking

    This enhancement aims to provide greater insights into an organization’s success in generating additional recurring revenue through a white space selling strategy. In this release, SaaS Intelligence will automatically identify and classify recurring revenue as "Cross-Sell” when additional Items assigned to a product line are sold to a customer that has existing subscriptions to Items within other Product lines.

    For example, if customer ACME Inc. currently has subscriptions to Item ‘AI-01’ and ‘AI-02’, which are both in the ‘Artificial Intelligence’ Product line, and subsequently purchases a subscription of Item ‘ML-01’ which is assigned to the ‘Machine Learning’ Product line, SaaS Intelligence will categorize the sale of ‘ML-01’ as a “Cross-Sell”.

    The application makes this determination because it knows what Product lines the customer already possesses, and therefore, the subsequent purchase of any Items that indicate sale into a new product line represent a cross-sell event. These cross-sell events and the associated CMRR and quantity will be categorized as “Cross-Sell” if the event occurs during an existing subscription period (i.e. mid-term), or “Renewal Cross-Sell” if the event occurs at time of renewal.

    saas-metricsThis is an opt-in feature and must be enabled in your configuration. If you wish to opt in, you need to first ensure all your subscription items have product lines assigned before enabling it. Otherwise, if you have enabled the Track Cross-Sell feature and you post an expansion subscription line against an Item with no Product line assigned, alert emails will be sent to the notification email address stating the Item that was posted without a product line and warning that a product line must be assigned to the item to effectively track Cross-Sell. If the product line is not known by the application at time of processing, it will categorize the expansion activity as an “Add-On” or “Renewal Add-On”. In these instances, after assigning the appropriate product line to the item, reposting of the transaction or refreshing the customer record will be necessary to have SaaS Intelligence reprocess and categorize the activity as “Cross-Sell”.

    How it works

    1. For an existing subscription customer, book an order/contract line with an item assigned that has a product line the customer does not currently subscribe to.
    2. If the booking is during an existing subscription term, the recurring revenue will be categorized as “Cross-Sell”. If the event occurs at time of renewal, this activity will be categorized a “Renewal Cross-Sell”.
    HubSpot Video

    Additional Requirements

    1. Ensure all your SaaS Subscription Items have accurate and valid product lines assigned.
    2. Enable cross sell tracking in your configuration by navigating to SaaS Intelligence > SaaS Intelligence Setup > SaaS Intelligence Setup and click the Edit link next to the ‘Default’ configuration. In the General Settings section, check the Track Cross Sell

    CMRR Growth Cross Sell Break Down Pic 1

    Auto-Churn and Auto-Downgrade Enhancements

    In this release, we’ve extended the features of Auto-Churn and Auto-Downgrade, as well as provided you with more flexibility to control when and how they are initiated.

    Separate Settings for Auto-Churn and Auto-Downgrade

    Previously, the Auto-Churn and Auto-Downgrade features were reliant on a single setting to configure the specified number of late days for which to trigger the Auto-Churn or Auto-Downgrade event. We heard the feedback that you may have different thresholds for the number of late days you’re comfortable waiting before automatically downgrading one or more past-due subscriptions on a customer’s account versus automatically churning the customer. Further, you may even have a different desired posting date of when you prefer Auto-Downgrade to be reflected versus when you’d like to see Auto-Churn posted.

    Based on your feedback, SaaS Intelligence has now been extended to support different settings for Auto-Downgrade and Auto-Churn.

    HubSpot Video
    Late Days Triggers

    You can now find two separate settings for Auto-Downgrade Days and Auto-Churn Days. These configurations represent the number of days that the application should wait before triggering the respective auto-downgrade or auto-churn for any relevant, unrenewed subscriptions. Auto-downgrade will occur against any non-coterminous subscriptions that have passed their subscription end date (i.e. pending renewal) and have not renewed within the configured number of days, either as an independent renewal event for that subscription, or as part of another subsequent subscription renewal event for the customer. Auto-churn will occur on any customer which has no active subscriptions (i.e. all subscriptions are in pending renewal) and have not renewed any of their subscriptions within the configured number of days.  

    Since you can specify a separate number of days for each triggering event, you may consider using a shorter timeframe to perform quick downgrades of non-renewed non-coterminous subscriptions, while providing a longer timeframe before automatically churning customers at the end of their contract. This may be especially useful if you primarily deal with Enterprise customers where receiving executed renewals can often extend days, weeks, or months passed the contract end date.

    As an example, you may consider setting Auto-Downgrade Days to “30” (days), while opting to provide a few months before automatically churning a customer by setting the Auto-Churn Days to “90” (days).

    Posting Dates

    Similar to the late day’s triggers above, you can now independently configure the timing of the posting for Auto-Downgrade and Auto-Churn events. By using the Auto-Downgrade Date and Auto-Churn Date fields, you can separately designate when you want SaaS Intelligence to record the impact of the event. The existing options of “Day of non-renewal” (i.e. Contract End Date + 1) and “Day of Recognition” (i.e. on or after the Late Days Trigger) remain available to be set in either field.  

    Additionally, with this release, there is now a new option for Auto-Churn indicated as “Contract/Line End Date”. This setting results in the application posting the churn impact on the Contract End Date.

    As an example, if a contract is calendar year, this will allow the Auto-Churn posting to be reflected on December 31st instead of waiting until the non-renewal date of January 1st (which was previously the earliest option available). In this case, the churn will be reflected in the year of the subscription, instead of posting into the subsequent year.

    More Frequent Routines

    Prior to this release, Auto-Churn and Auto-Downgrade were restricted to only triggering on specific scenarios (ex: Auto-Downgrade only initiated when another transaction was posted for the same customer). With this release, the Auto-Churn and Auto-Downgrade initiation and detection are triggered on any day where any transaction has been processed by SaaS Intelligence. This means that as long as at least one transaction has occurred through the application on a given day, SaaS Intelligence will perform these Auto-Churn and Auto-Downgrade routines.

    How it works

    • The first time any order processes on a given day, the application will check all customers for orders that meet or exceed the auto-downgrade or auto-churn days setting.
    • If no order processes on a given day, auto-churn/auto-downgrade will not run. As a result, auto-churn & auto-downgrade may not process over a weekend but will process when orders start to process again on Monday.

    Additional Requirements
    To configure Auto-Churn and Auto-Downgrade features, navigate to SaaS Intelligence > SaaS Intelligence Setup > SaaS Intelligence Setup and click on the Edit link next to the ‘Default’ configuration. Adjust the associated configuration field values located in the Churn / Downgrade section to derive the desired behavior.

    • Auto-Downgrade days – number of days from the subscription end date that a subscription will remain in pending renewal before being automatically downgraded.
    • Auto-Downgrade date – determines the posting date of the auto-downgrade entry
    • Auto-Churn Days – number of days from the subscription end date that a customer can remain in pending renewal before being automatically churned.
    • Auto-Churn Datedetermines the posting date of the auto-churn entry.
    • Auto Churn Reason configurable list of reasons to describe why a customer churned.

    Auto Churn Pic 2

    Exclude/Suppress Customer from Auto-Churn and Auto-Downgrade

    You want to use Auto-Churn and Auto-Downgrade but maybe you have certain subset of customers that should never be automatically churned, or maybe you just need a few extra weeks for your Customer Success team to close that late renewal for a strategic account. No worries, we’ve got you covered!

    With this release, SaaS Intelligence provides you with the flexibility to mark a customer excluded from Auto-Churn and Auto-Downgrade, or suppressed from these events for a period of time.

    Checking the Exclude from Auto-Churn/Downgrade setting on the customer record, will disallow SaaS Intelligence from performing the Auto-Churn or Auto-Downgrade process against the customer completely.

    Setting a date in the Suppress Auto-Churn/Downgrade Date field on the customer record prevents an auto-churn or auto-downgrade from occurring against the customer until after the specified date. This field is used to provide an extended timeframe to allow the customer to renew their subscriptions before enforcing the business policy defined by the global Auto-Churn and Auto-Downgrade settings.

    Additionally, if you unchurn a customer that has been auto-churned by SaaS Intelligence, the application will ask if further Auto-Churn events should be suppressed, and until what date this is effective. Once the specified suppression date has lapsed, the customer will return to the normal auto-churn/auto-downgrade cadence. This setting is helpful if a customer has auto-churned, but you are still working on the renewal and don’t want to reflect the customer as churned yet. By extending the suppression date, you provide a timeframe where, if the customer has not renewed by the specified date, then the business policy of auto-churn should be placed back in force.  

    How it works

    • If you would like a customer to never auto-churn or auto-downgrade, select the Exclude from Auto-churn/dg This exclusion remains in place until the checkbox is unchecked for the customer.
    • If you would like to temporarily prevent auto-churn or auto-downgrade, you can set a Suppress Auto-churn/dg date, and the customer will be ignored from the auto-churn auto-downgrade process until the date has lapsed, or until another order has processed for the customer, whichever comes first. This can be set manually or you will be prompted when un-churning a customer that was auto-churned.

    Additional Requirements
    There are no additional requirements

    Exclude Auto Churn Pic 3

    Exclude Auto Churn Pic 4

    Churn Customers with No Subscriptions

    Prior to this release, you were unable to churn a customer that did not have an active or pending renewal subscription. This was problematic when a customer fully debooked their subscriptions, and you wanted to subsequently churn that same customer. Since a debook event removes all existing CMRR and associated subscription quantities but allows the customer to remain active in the customer count, this created a situation where a user was unable to churn the customer because they had no active or pending renewal subscriptions. In this release, we’ve resolved this scenario. Now any customer with an existing customer count can be churned, regardless of their subscription status.

    How it works

    • If a customer debooks their subscription, you can go to the customer and churn the customer as you normally would.
    • When processing Auto-churn, any customer without active subscriptions or subscriptions pending renewal will be auto-churned.
    HubSpot Video

    Additional Requirements
    There are no additional requirements

    Automated Out-of-Sequence Refreshes

    We heard you! Sometimes it can be difficult to keep up with email notifications from the system when an Out-of-Sequence event occurs, and it can slip your mind to remember to go to the Refresh customers screen to kick off the refresh process to resolve the situation. In this release, we’re taking much of that burden off your plate, and allowing the system to automatically resolve Out-of-Sequence events.

    An Out-of-Sequence event occurs when subscription transactions are created or edited for which the subscription term for that transaction starts before an existing subscription in the system with a later start date. In these events, it’s often the case that the subscription activity of this earlier dated transaction should have had an impact on the classification of the later transaction. Many times this occurs because a booking is discovered that was inadvertently missed, and is later recorded for the time period for which it was relevant.   Another common example of an Out-of-Sequence event occurs when a customer signs their renewal subscription a month in advance, and in the period between the signing of the renewal and the start date of that renewal term, the customer makes a change to their current subscription (ex: performs a co-termed add-on of additional users).  In this case, the change to the current subscription should have been considered when determining the impact of the renewal event (ex: the additional users may have been temporarily added for only the last month and should have been downgraded upon the renewal event).

    Instead of always having to manually refresh customers with Out-of-Sequence scenarios via the Refresh customers screen, in most situations the system will now automatically detect and perform the refresh action to correct the postings. Thereby, relieving you of this duty, and allowing you to focus your time on analyzing and interpreting the subscription activity.

    The situations in which the application will not automatically refresh a customer are as follows:

    • If you’ve manually added a refresh date to a Customer record
    • If the system-determined refresh date is before a customer’s existing Churn Date that was user defined (i.e. was not an auto-churn). In this scenario, we are unable to make an accurate decision on whether the churn event is still appropriate, given the impact that the Out-of-Sequence event may have had on the customer’s subscription.

    In the above cases, you will still need to manually refresh the customer by navigating to SaaS Intelligence > Refresh customers and selecting the customer to refresh.

    How it works

    • Edit or enter an order with a date prior to another order that has already processed
    • The Out-of-Sequence order will be detected and the customer will automatically refresh, rather than just setting a Refresh From Date and requiring manual refresh action by the user
      • Exceptions noted above apply.
    HubSpot Video

    Additional Requirements
    There are no additional requirements

    Out of Sequence Refreshes Pic 5

    This screenshot shows the system detects an Out-of-Sequence, which it detects and resolves without any manual intervention.


    Updated Customer Refresh Screen

    In this release, we’ve overhauled the Refresh customers screen to be more powerful, flexible, and interactive – enabling you to perform a variety of useful functions in one elegant interface. What’s even better is that you can perform those functions in mass, across any number of customers, saving you both time and effort!

    The new features of this screen enhancement include the ability to:

    • Add/remove customers from the refresh screen directly, rather than needing to set/remove Refresh From Dates manually on each customer record.
    • Set specific dates on the screen for refreshing customer CMRR and/or billing activity
      • The Refresh Date for each activity can be set and performed fully independent of each other. This means you can have different refresh dates set for each function, and the application will respect the Refresh Date as the point in time for rerunning the customer history of the applicable type. If either field is blank, the associated refresh type will not be invoked.
    • Dynamic Search: bar which immediately filters down the matching customer as you type the search value.
      • The Search field supports filtering by searching for all or part of the customer ID, customer Name, or any matching Refresh Date in the list
    • Sort by customer ID, CMRR Refresh Date, or Billing Refresh Date via clicking the associated Arrow(s) icon to toggle between ascending or descending values.
    • Make changes to customer Refresh Dates and save your progress by clicking the Save Changes
      • This enables you to save your work and perform the refresh whenever you are ready to do so.
    • Undo any unsaved changes made in the screen by clicking the Rollback Updates button
    • Re-run the full history of your environment through SaaS Intelligence by clicking the Re-run Full Company History button

    Warning!: This option should be used with extreme caution. Re-running the Full Company History will delete and repost all of the customer activity in SaaS Intelligence using the current configuration settings. This means that the rerunning of history will very likely result in different values for historical periods which may have already been reported to internal or external stakeholders. Additionally, the rerun time will vary, but for many customer will takes weeks and for some may take months.
    If you are posting to an Accrual book, you will not be able to run this process unless you open your books back to an earlier enough period for this to run. Similarly, if you do not allow posting STAT JE into closed periods, you will not be able to do this process unless you Open Periods, OR enable STAT postings in closed periods for the duration of the history run.

    How it works

    • Navigate to the Refresh Customers
    • Add customer via the + Add Customer button at the top of the screen or remove customers via the Trash Can icon at the end of the row.
    • Add or modify Refresh Dates using the available date fields.
    • If necessary, check the checkbox to Sync Dates
      • This will set the CMRR Refresh Date and Billing Refresh Date to the same value for each selected customer
      • In the event a customer already has a CMRR Refresh Date and has a different Billings Refresh Date, the Sync Dates function will set both dates to the earlier of the two for the selected customer
    HubSpot Video

    Additional Requirements
    There are no additional requirements

    Updated Customer Refresh Pic 6

    Renewal Net Expansion and Renewal Net Contraction Tracking

    SaaS Intelligence provides exceptionally granular tracking of the recurring revenue impact of specific customer subscription activities. The application tracks this information to an individual product-level of activity to deliver keen insights. Sometimes you just want to know how much the customer increases or decreases their recurring revenue, net of all the product-level subscription activity. In our last release, to answer this question, we began tracking Net Contraction CMRR and Net Expansion CMRR. In this release, we’re getting even more specific, and segregating the net expansion and contraction events based on the timing in which they occur. With that in mind, we’re now introducing Renewal Net Expansion CMRR and Renewal Net Contraction CMRR!

    Similar to how Net Expansion and Net Contraction CMRR function, Renewal Net Expansion and Renewal Net Contraction CMRR record the customer-level net effect of recurring revenue changes that happen specifically at the time of a renewal event. On a go-forward basis, the existing Net Expansion and Net Contraction CMRR accounts will reflect only mid-term recurring revenue changes.

    The new Renewal Net Expansion and Renewal Net Contraction CMRR accounts are used to provide more accurate gross and net Revenue Renewal Rate metrics that are reflective of customer-level subscription renewal activity. See the Metrics Enhancements section for more details.

    How it works

    • As Order Entry or Contract Line transactions are processed, the system will aggregate the net effect of all subscription activity for the customer on that day and post the resulting net effect into Net Expansion or Net Contraction CMRR if the activity occurred mid-term, or into Renewal Net Expansion or Renewal Net Contract CMRR if the activity occurred at time of renewal.

    Note: All net expansion/contraction accounts are intentionally recorded at a location and customer-level of dimensionality, without regard to other dimensionality. Therefore, they cannot be filtered by Item or Item Group (or any other applicable dimension).

    HubSpot Video

    Additional Requirements
    There are no additional requirements

    Renewal Net Expansion pic 7

    Renewal Net Expansion pic 8

    Additional Mid-Term CMRR Categories

    Prior to our last release, SaaS Intelligence only analyzed independent Contract Line’s term dates to distinguish the applicable subscription period. A subscription was deemed as available to renew upon the End Date of the contract Line, and any contract line for the same subscription item which began immediately thereafter was treated as a renewal, even if it existed on the same contract. With our last release, we added a configuration to suppress treating contiguous term subscription items on the same contract as renewal events, and instead treat them as a continuation of the same subscription term, along with tracking any contractual mid-term adjustments.

    In this release, we’ve further enhanced our CMRR tracking to explicitly categorize mid-term adjustments which occur between contiguous term subscription items when the Suppress Same Contract Renewals setting is in effect.

    A typical example of this use-case is a multi-year deal with a ramped pricing schedule for which each year of the subscription is broken out into a separate contract line with contiguous term dates across each year. Due to the ramped pricing scheduled, there is contractually predefined price uplift that occurs in each anniversary year (out-year) of the subscription. Since this uplift event does not occur at time of contract renewal, SaaS Intelligence now tracks the recurring revenue impact as Uplift CMRR, instead of Renewal Uplift CMRR in order to distinguish the increase in pricing occurred outside of a renewal event.

    As a result of this enhancement, we now have a few additional CMRR categories to reflect the timing of these mid-term adjustments to recurring revenue:

    • Uplift CMRR
    • Markdown CMRR
    • Downgrade CMRR

    Any subscription activity that takes place between contiguous term subscription lines when suppress same contract renewal is in effect will now be logged to the corresponding non-renewal (i.e. mid-term) version of the category. Additionally, the customer-level net effect of the activity will be logged to the Net Expansion or Net Contraction accounts instead of Renewal Net Expansion or Renewal Net Contraction.

    How it works

    • Book a multi-period contract/order, that has contiguous lines for the same subscription item (ex: Line 1 for ‘Item A’ ends on 12/31/2020, and Line 2 for ‘Item A’ starts on 1/1/2021). If the Suppress Same Contract Renewals setting is true, you should expect to see subscription activity logged against one of the non-renewal (i.e. mid-term) version of the applicable category.
    HubSpot Video

    Additional Requirements
    Suppress Same Contract Renewals configuration must be enabled

     

    Mid-Term CMRR Categories pic 9Mid-Term CMRR Categories pic 10

    Mid-Term CMRR Categories pic 11Mid-Term CMRR Categories pic 12

    Override CMRR Category

    We’re humans, we’re complicated, and even the smartest of intelligent machines can’t always figure out our intentions without a little help. With this release, we’ve empowered users to dictate a specific CMRR category for SaaS Intelligence.

    Users can now specify whether CMRR should be considered as New or Acquired via the Override CMRR Category picklist field that is available on the SaaS postings tab of the Contract Line record.

    Setting the Override CMRR Category to either ‘New’ or ‘Acquired’ will force the resulting calculated CMRR amount, quantity statistical postings, and any relevant customer count increase to be categorized as the selected type regardless of how SaaS Intelligence would have otherwise categorized the subscription activity.

    Some examples of where an organization might decide to use this override feature:

    • A previously churned customer has returned after several years. By default, SaaS Intelligence will categorize all the customer subscription activity as “Recovered”, because it relates to a customer that has churned and now returned. However, your organization may have a time limit for which a customer can be considered as “Recovered”, and any amount of time beyond that limit requires the customer to be treated as “New” again. In this case, you’d want to set the Override CMRR Category field to ‘New’.
    • Your organization has a policy for which any additional subscription purchases that occur within a given period (days, weeks, months) from the original new booking date should be considered an extension of “New” instead of “Add-on” or “Cross-Sell”. In this case, you’d want to set the Override CMRR Category field to ‘New’.
    • You’ve recently acquired an entity and are loading their existing contracts or orders into Sage Intacct. You want to track the inorganic CMRR growth that you gained through acquiring the entity’s existing customer subscriptions. In this case, you’d want to set the Override CMRR Category field to ‘Acquired’.

    How it works

    • When entering/editing an Order Entry (OE) Line or Contract Line there is a field called Override CMRR Category.
      • The default value of this field is ‘No Override’, which means that SaaS Intelligence will use its standard logic to derive the appropriate CMRR categorization.
      • To override the application standard logic for categorization, select the desired ‘New’ or ‘Acquired’ option.

    Note: In this release, we are sunsetting the Acquired checkbox field.  As such, we will be setting the Override CMRR Category to ‘Acquired’ for any existing Contract Line transactions where the Acquired checkbox field is set to checked (true) in order to consolidate settings into this single field.

    Warning!: SaaS Intelligence will blindly accept a user’s Override CMRR Category. Therefore, users should be careful not to assign an override category in situations that would not warrant such a selection. For example, if a renewal contract is inaccurately set with an Override CMRR Category of ‘New’, the result will likely be a duplication of the CMRR, quantities, and customer count.

    HubSpot Video

    Additional Requirements
    There are no additional requirements

    Override CMRR CategoryOverride CMRR Category pic 14

    Override CMRR Category pic 15

    Contract Field Overrides

    After events like Billing, Revenue Recognition, MEA Allocation, or Financial Period Close certain standard fields on the Contract Line record become un-editable. However, it’s sometimes the case that you want to change field values only for the consumption of SaaS Intelligence without causing any disruption to your GAAP accounting. In the past, you needed to create a “SaaS Adjustment” transaction in Order Entry to adjust these un-editable contract lines via whole cloth replacement.   In our last release, we introduced two new override fields for the SaaS Override Start Date and SaaS Override End Date, that enabled you to make simple adjustments to override errors that may have existed in the standard Contract Line Start and Line End fields. In this release, we’ve significantly increased the available override fields on the contract line to provide you with even more flexibility and convenience. You can now leverage any of the following override fields associated to the corresponding standard field on the Contract Line:

    • Contract Line Start
      • This will override the selected date in the standard Line Start field
        Note: This field was renamed from “SaaS Override Start Date” to “Line Start Date”
    • Contract Line End
      • This will override the selected date in the standard Line End field
      • Note: This field was renamed from “SaaS Override End Date” to “Line End Date”
    • Item ID
      • This will override the selected dimension record in the standard Item field
      • You must enter a valid Item ID or posting will fail
    • Exchange Rate
      • This will override the designated rate in the standard Exchange Rate field
      • This can only be used if Transaction Currency is different than Base Currency. If you enter an exchange rate when currencies are the same then the value will be set to “1.00”.
    • Quantity
      • This will override the value in the standard Quantity field
    • Trx Flat/Fixed Amount
      • This will override the value in the standard flat/fixed amount field
    • Location ID
      • This will override the selected dimension record in the standard Location field
      • You must enter a valid Location ID for the entity or posting will fail
    • Department ID
      • This will override the selected dimension record in the standard Department field
      • You must enter a valid Department ID or the posting will fail
    • Vendor ID
      • This will override the selected dimension record in the standard Vendor field
      • You must enter a valid Vendor ID or the posting will fail
    • Employee ID
      • This will override the selected dimension record in the standard Employee field
      • You must enter a valid Employee ID or the posting will fail
    • Class ID
      • This will override the selected dimension record in the standard Class field
      • You must enter a valid Class ID or the posting will fail
      • If you use Class as End customer, The End Customer ID field will will take precedent over the Class override for replacing the Customer.
    • Project ID
      • This will override the selected dimension record in the standard Project field
      • You must enter a valid Project ID or the posting will fail
    • GL Posting Date
      • This will override the date selected in the standard GL Posting Date field

    Setting/updating any of these fields will trigger re-queueing of the contract line for reprocessing. The value in the override field will be considered for Bookings/CMRR postings only, they do not impact the contract revenue recognition or any GAAP accounting from the contract line.

    Customer is not included in these fields, because we already have an End Customer ID field (in the SaaS Intelligence Fields section of the ‘SaaS Postings’ tab.). This can be used to Override Customer. If you are using another field as End Customer (Class for example), the End Customer ID field will override the other End Customer setting. When processing a line, the Customer ID of the Customer used on the transaction will be set on the contract line going forward. If you would like to change the customer, this field needs to be updated.

    Additionally, the Exclude from SaaS Intelligence (name changed from “Exclude from SaaS DB” to “Exclude from SaaS Intelligence”), Midterm Price Change, and End customer ID fields have been moved to the SaaS Postings tab, and placed into the SaaS Intelligence Fields section, to consolidate all of the Booking/CMRR impacting fields in one location.

    How it works

    • Navigate to the SaaS postings tab of a contract, and override any of the standard Sage Intacct fields using the similarly named override fields, as necessary

    Additional Requirements
    There are no additional requirements

    Contract Field Overrides pic 16

    Create/Set Customer Acquisition Date

    In order to perform sophisticated customer cohort analysis based on customer tenure, you’ve got to be able to track the customer date. As such, we’ve created a new field on the customer record called Customer Acquisition Date.

    By default, this field will be automatically set on the customer record based on the initial (earliest) booking date (i.e. GL Posting Date) recorded for customer subscription activity. However, we also recognize that you may have customers that were acquired long before the most recent, in-flight contract or order that may have been loaded into the system. Therefore, if the customer was acquired prior to the earliest date for which we processed SaaS Intelligence history, the Customer Acquisition Date can be updated manually by the user, and the application will preserve that date.

    Additionally, the customer Since field on the customer record will be renamed to Earliest Contract Start Date to avoid any confusion. This field is utilized to track and identify categorization of CMRR based on the timing of transactional events and should never be modified directly by the user.

    How it works

    • When the application processes a “New” type (New, Opening Balance or Acquired) Contract or Order Entry transaction for any customer the Customer Acquisition Date will be set to the Earliest GL Posting Date detected across these transactions.
    • Since customers may exist as non-subscription customers from earlier dates, or may exist in data prior to Intacct, this date may not be accurate. Therefore, users can override the system set acquisition date.
    • This date will only be changed by the application if it detects a “New” type transaction where the GL Posting Date is earlier than the current Customer Acquisition Date field value.
    HubSpot Video

    Additional Requirements
    There are no additional requirements

    Create Set Customer Acquisition Date

    Order Entry Credit Memo Support

    In this release, for our customers using Order Entry, we’ve extended the capability to include Order Entry transaction definitions that are configured to post as credit memos (i.e. negative invoices) to AR as in-scope transactions for SaaS Intelligence to process. This means that whether your process is to issue credits through a full Sales Order to Sales Invoice cycle, or you just create credit memos directly from sales invoices, or even as one-off transactions, we’ve got you covered.

    How it works

    • When SaaS Intelligence has been configured to process against a credit memo transaction type (see below Additional Requirements for setup details), the system will automatically perform Bookings and CMRR processing entries related to the transaction.
    • By default, SaaS Intelligence will interpret a credit memo transaction to be a debooking event (i.e. a refund for an individual subscription line termination/cancellation). This means that you should generally expect negative Subscription and/or Non-Subscription Bookings postings, as well as a Debook CMRR posting based on the subscription value and the associated term as defined by the transaction line Start Date and End Date.
      • If the credit memo line is meant to be a discount or concession check the Midterm Price Change checkbox that can be found in the Details section of the transaction line. This will decrease CMRR via a Markdown CMRR (i.e. midterm price reduction) posting against the customer’s existing subscription value instead of a termination/cancellation of the subscription.
        • (Note: The position of this checkbox field may vary based on company configuration)

    Additional Requirements

    • To verify the Order Entry transaction definitions that are configured for SaaS Intelligence to process, navigate to SaaS Intelligence > SaaS Intelligence Setup > SaaS Intelligence Setup and click the View link on the Default
    • The SaaS Transaction Types field will list the in-scope transaction definitions configured for processing.
    Feature 16 1

    • If a needed Transaction Definition is not listed in the SaaS Transaction Types field, please contact sageintacctsupport@bakertilly.com.
      • Include in the text of the email that you are requesting the addition of another transaction definition to be processed by SaaS Intelligence, making sure to reference the specific name of the transaction definition as it appears under Order Entry > Setup > Transaction definitions (ex: “Credit Memo”).
    • Important Note: You should NOT setup your Credit Memo transaction to be processed by SaaS Intelligence if another in-scope transaction earlier in your workflow records the credit event. For example, if you process credits as negative lines on Sales Orders that are synchronized from your CRM system, SaaS Intelligence will process the credit on the Sales Order. If that credit line from the Sales Order is then converted to a Credit Memo transaction, you would not want SaaS Intelligence to be configured to process the Credit Memo transactions as well, since that would duplicate the credit effect.

     Example# 1: Credit Memo for Subscription Cancellation/Termination (debooking)

    A. Credit Memo transaction

      1. Credit issued for $6,000 to cancel the last 6 months (01/01/2022 – 06/30/2022) of Acme Inc.’s existing 12-month subscription.
    Feature 16 2
    B. Posting Effect:
      1. Subscription Bookings posting of -$6,000, and Debook CMRR of -$1,000 to bring the Ending CMRR for Acme Inc. to $0 as of January 2022 for the ‘Machine Learning Core’ subscription.

    Feature 16 3

    Example# 2: Credit Memo for Discount/Concession (markdown)

    A. Credit Memo transaction

    1. Credit issued for $3,000 to provide concession for 3-month delay in implementation. Impact of concession is spread over the remaining 9 months of the subscription term (10/01/2021 – 06/30/2022) equated to a reduction of $333.33 per month in revenue. Midterm Price Change checkbox has been checked to signal to SaaS Intelligence that this credit is a discount/concession and not a cancellation/termination.

     Feature 16 5

    B. Posting Effect:
    1. Subscription Bookings posting of -$3,000, and Markdown CMRR of -$333.33 to bring the Ending CMRR for Acme Inc. to $666.67 as of October 2021 for the ‘Machine Learning Core’ subscription.

     Feature 16 6

    Insight Enhancements

    New Dashboards!

    With this release we’re broadening and deepening the insights delivered by SaaS Intelligence via two new dashboards, ARR and Product Dashboard.

    ARR Dashboard

    By popular demand from those organizations that prefer to look at their SaaS financial metrics on an Annual Recurring Revenue (ARR) basis, in this release, we’ve included the ARR Dashboard. It consolidates several key components (Performance Cards, Reports and Graphs) from other dashboards and presents the data on an ARR basis.

    Note: Some of the components may not support drill-down directly from the dashboard since the CARR metrics are derived as a calculation of CMRR x 12. In order to drill-down into the underlying data, you will need to find the corresponding report that exists on a CMRR basis on the other dashboards and use those reports or dashboard to explore further.

    How it works

    • Navigate to Dashboards >SaaS Intelligence by Baker Tilly > ARR

    Additional Requirements
    There are no additional requirements

    ARR Dashboard

    Product Dashboard

    For those organizations, and their product managers, looking to do deep analysis at a Product (Item) level, we’ve dedicated an entire dashboard to support you in that pursuit. In this release, we’ve collated several product focused metrics and a few key reports to ensure product-level subscription activity and insights are at your fingertips.  

    You’ll notice that the Performance Cards related to SaaS Metrics such as Net & Gross Dollar Retention, Renewed CMRR, and Net & Gross Revenue Renewal Rate are indicated with a “(Product Level)” designation. This designation means that the metrics are derived based on the subscription activity recorded at the individual Product (item) level, instead of at the overall customer level, as is the case on other dashboards such as the Retention dashboard. The impact of this is the ability to measure the effects of product level decisions that are being made by the customer.

    As an example, if a customer currently has a single subscription to Item A at $1,000 of CMRR, and at time of renewal decides to drop that subscription and add-on Item B at $800 of CMRR, the impact of this decision would result in a Gross Dollar Retention (Product Level) of 0% ($1,000 [Beginning CMRR] - $1,000 [Renewal Downgrade CMRR] ) / $1,000 [Beginning CMRR]) since the customer opted not to retain Item A. However, at an overall customer level, the Gross Dollar Retention would be calculated as 80% ( ($1,000 [Beginning CMRR] - $200 [Renewal Net Contraction CMRR] ) / $1,000 [Beginning CMRR]) since Renewal Net Contraction considers the offsetting effect of any products that got added on by the customer to determine the net effect on the customer’s account.

    These Product Level measurements provide more granular insights into exactly what type of subscription behaviors are occurring at an individual item level, or at an item group level, by leveraging the Item filter at the top of the dashboard.

    How it works

    • Navigate to Dashboards >SaaS Intelligence by Baker Tilly > Product

    Additional Requirements
    There are no additional requirements

    Product Dashboard

    Advanced Unit Economics

    Since SaaS Intelligence is built directly on the Sage Intacct ERP, it has access to real-time GAAP financials. In this release, we’ve extended our Unit Economics Dashboard to include the below set of advanced metrics that leverage the Sage Intacct General Ledger to layer Gross Margin into the calculations (see Metrics Enhancements section for formula details):

    • Advanced CAC Payback (Months) GM%
    • Advanced LTV GM% - Discounted
    • Advanced LTV:CAC GM% - Discounted

    You can find these new metrics included as a set of additional Performance Cards, as well as included in the Monthly LTV and CAC Breakdown and Monthly LTV:CAC graphs along with the existing “Basic” versions of these metrics.

    How it works

    • Navigate to Dashboards > SaaS Intelligence by Baker TillyUnit Economics
    • To leverage these Advanced Unit Economics metrics, you must first define the GL Account Group to be used for Gross Margin within the ‘SAAS_KPI - Gross Margin’ application account group. 

    Advanced Unit Economics

    Advanced Unit Economics Setup Instructions:

    To include the impact of Gross Margin into the  designated Advanced Unit Economics metrics, complete the following steps:  

    Selecting Gross Margin  Group  

    1. Navigate to  General Ledger > Account Groups
    2. On the Account Groups page, search for “SAAS_KPI - Gross Margin” in the  Name  column filter 
    3. Click the  Edit  link next to the  SAAS_KPI - Gross Margin  group  
    4. In the selected Account Groups section, you should see two out-of-the-box GL Account Groups that have been configured as options to use for gross margin:
      • SAAS_KPI – Overall Gross Margin
      • SAAS_KPI – Recurring Gross Margin 
    5. Depending on the way in which you want to calculate gross margin – either on an overall (including non-recurring revenue/costs) basis, or only  for recurring revenue/costs – you can choose to do the following: 
      • If you have an existing GL Account Group for calculating Gross Margin that you want to use for Unit Economics calculations, then click “X” next to both the out-of-the-box  GL Account Group options mentioned in  Step #4  to remove them from the selection list   
        • Use the  Specify Account groups to include  selector to search and select, by clicking the  Add button, the desired GL Account Group from your existing list
        • Click the  Save  button  to confirm your selection and proceed to Step #20
      • If you DO NOT have an existing GL Account Group for calculating Gross Margin that you want to use, click the “X” icon next to the out-of-the-box GL Account Group option you DO NOT want to use (i.e. leave the option you want to use remaining in the selection box)
        • Click the Save  button  to confirm your selection  
        • If you selected  SAAS_KPI – Overall Gross Margin, proceed to  Step #6.   
        • If you selected  SAAS_KPI – Recurring Gross Margin,  skip to  Step #13
    6. Overall Gross Margin: Back on the Account Groups page, search for “SAAS_KPI - Cost of Overall Revenue” in the Name column filter
    7. Click the  Edit  link next to the group 
    8. Use the  Specify Account groups to include  selector to search and select the desired GL Accounts that you want included as part of your  overall cost of revenue (sales) by clicking the  Add  button 
      • Note:  You may also choose to use the dimension Report Filters, where applicable 
    9. Click the  Save  button  to confirm your selections 
    10. Back on the Account Groups page, search for “SAAS_KPI - Overall Revenue” in the  Name  column filter 
    11. Repeat  Steps #7-9  but select the desired  Revenue  accounts to be included in overall revenue 
    12. Skip to  Step #20
    13. Recurring Gross Margin:  Back on the Account Groups page, search for “SAAS_KPI - Cost of Recurring Revenue” in the   Name  column filter 
    14. Click the  Edit  link next to the group 
    15. Use the  Specify Account groups to include  selector to search and select the desired GL Accounts that you want included as part of your cost of recurring revenue (sales) by clicking the  Add  button 
      • Note: You may also choose to use the dimension Report Filters, where applicable 
    16. Click the  Save  button  to confirm your selections 
    17. Back on the Account Groups page, search for “SAAS_KPI - Recurring Revenue” in the   Name  column filter 
    18. Repeat  Steps #14-16  but select the desired Revenue  accounts to be included in recurring revenue 
    19. Continue  to Step #20
    20. Checking  your work:  You are done with setup and can navigate to  Dashboards>SaaS Intelligence by Baker Tilly > Unit Economics  to review the  below Advanced metrics which should now be reflective of your Gross Margin group selection 
      • Advanced CAC Payback (Months) GM%
      • Advanced LTV GM% - Discounted 
      • Advanced LTV:CAC GM% - Discounted 

    Additional Requirements
    There are no additional requirements

    Advanced Unit Economics

    Dashboard & Reporting Enhancements

    We’re constantly striving to deliver more and better insights to customers. Below are notable changes that have been made across the various dashboards, and their associated components, to continue elevating your SaaS business intelligence.

    Audit Dashboard

    Filters removed:

    • Item filter
      • The Item filter was causing a disruption to the CMRR & Revenue Reconciliation report, which is already pre-filtered to only include Subscription Items.
      • You may still run any of the reports on the dashboard by clicking the magnifying glass icon on the upper-right hand of the report component and filtering the report for the desired Item or Item Group on the report filters page.

    Reports updated:

    • CMRR & Revenue Reconciliation
      • Changed “Variance %” column to “Match %” in order to more accurately reflect variances when either the Revenue or Active Term CMRR for a given customer is $0 (avoiding a Div/0 error). With this release, Match% is ratio of Active Term CMRR to Revenue displayed as a percentage. if Match% = 100%, then the recognized Revenue and Active Term CMRR are the same amount.
        • Match % highlighting:
          • Green = 100%
          • White = 90%-110%
          • Red = <90% or >110%  

    Growth Dashboard

    Report updated:

    • CMRR Growth Breakdown
      • Added the following CMRR Categories to the roll forward section of the report:
        • Cross-Sell
        • Renewal Cross-Sell
        • Uplift
        • Downgrade
        • Markdown
    • Added CMRR per customer metric (moved from customer Growth Breakdown)
    • Renamed “Renewed CMRR” > “Renewed CMRR (Product Level)"
      • This measurement is focused on product-level renewal activity. For customer-level Renewed CMRR value, check out the Retention Dashboard.
    • Customer Growth Breakdown
      • Removed CMRR per customer metric (moved to CMRR Growth Breakdown)

    Retention Dashboard

    Performance Cards Updated:

    • Changed name of following performance cards:
      • Net CMRR Churn Rate to Net Churn Rate
      • Net CMRR Renewal Rate to Net Revenue Renewal Rate
      • Gross CMRR Renewal Rate to Gross Revenue Renewal Rate
      • CMRR Winback Rate to Revenue Winback Rate
    • Net Revenue Renewal Rate
      • Metric is now built off of Renewal Net Expansion CMRR and Renewal Net Contraction CMRR, instead of Product level subscription activity, in order to reflect metric at a customer-level of activity
    • Gross Revenue Renewal Rate
      • Metric is now built off of Renewal Net Contraction CMRR, instead of Product level subscription contraction activity, in order to reflect metric at a customer-level of activity

    Reports Updated:

    • CMRR & customer Retention Breakdown
      • Split report into two separate reports CMRR Retention Breakdown
      • customer Retention Breakdown
    • Additional metrics added to CMRR Retention Breakdown:
      • Renewal Net Expansion
        • CMRR generated at time of renewal as a result of a net increase in subscription value on an existing customer’s account
      • Renewal Net Contraction
        • CMRR lost at time of renewal as a result of a net decrease in subscription value on an existing customer’s account.
      • Decision CMRR
        • Amount of “at risk” (typically Pending Renewal) CMRR that the customer decided to renew or churn in the current period
      • Renewed CMRR (customer Level)
        • Net amount of CMRR renewed by a customer, disregarding any individual product-level activity

    Graphs  Updated:

    • Changed name of the following graphs:
      • CMRR Renewal Rates > Revenue Renewal Rates
      • CMRR Churn > Revenue Churn

    Unit Economics Dashboard

    Performance Cards  Added:

    • CAC Payback (Months)(GM%)
    • Advanced LTV (GM% - Discounted)
    • Advanced LTV:CAC (GM% - Discounted)

    Performance Cards Updated:

    • Changed name of ‘Months to Recover CAC’ to ‘CAC Payback (Months)’

    Graphs Added:

    • Monthly CRC Breakdown
      • Tracks the monthly customer Retention Cost amount for the trailing 12 months

    Graphs Updated:

    • Monthly LTV and CAC Breakdown
      • Added Advanced LTV (GM% - Discounted) metric to graph
    • Monthly LTV:CAC
      • Added Advanced LTV:CAC (GM% - Discounted) metric to graph

    Metrics Enhancements

    New Metrics

    • Advanced CAC Payback (Months) (GM%) = Customer Acquisition Cost / (CMRR per customer X Gross Margin %)
    • Advanced LTV (GM% - Discounted) = [CMRR per customer / Customer Churn Rate (Discounted)] X Gross Margin %
    • Advanced LTV:CAC (GM% - Discounted) = [Advanced LTV (GM% - Discounted)] / Customer Acquisition Cost
    • Decision CMRR = Renewed CMRR + ( Churn CMRR + Cancellation CMRR + Renewal Downgrade CMRR)
    • Renewed CMRR (customer Level) =  Decision CMRR – ( Churn CMRR + Cancellation CMRR + Renewal Net Contraction CMRR )
    • Gross Dollar Retention (Product Level) = Beginning CMRR – ( Contraction CMRR + Churn CMRR + Cancellation CMRR ) / Beginning CMRR
    • Net Dollar Retention (Product Level) = [Beginning CMRR – ( Contraction CMRR + Churn CMRR + Cancellation CMRR)] / Beginning CMRR
    • Gross Revenue Renewal Rate (Product Level) = [Renewed CMRR - Renewal Markdown CMRR - Currency Change CMRR] / Decision CMRR
    • Net Revenue Renewal Rate (Product Level) = [(Renewed CMRR – Renewal Markdown CMRR – Currency Change Markdown CMRR + Renewal Addon CMRR + Renewal Cross-Sell CMRR + Renewal Uplift CMRR + Renewal Currency Change Uplift] / Decision CMRR

    Updated Metrics

    • Gross Revenue Renewal Rate = [(Renewed CMRR – Renewal Markdown CMRR – Currency Change Markdown CMRR + Renewal Addon CMRR + Renewal Cross-Sell CMRR + Renewal Uplift CMRR + Renewal Currency Change Uplift )] / Decision CMRR
    • Net Revenue Renewal Rate = [(Decision CMRR + ( Renewal Net Expansion CMRR – Renewal Net Contraction CMRR – Churn CMRR – Cancellation CMRR )] / Decision CMRR

    User Experience Enhancements

    User Permission Validation During Processing

    Prior to this release, if a user was not configured with the appropriate ‘Add’ permission on the SaaS Queue Entry object, they could post a Contract Line or Order Entry subledger transaction and SaaS Intelligence could fail on the backend because the user did not have the necessary permissions to complete the process. In this release, we’ve changed the way the application interfaces with the user when posting subledger transactions. If the user does not have the appropriate ‘Add’ permission noted above, the user will instead encounter an error message when attempting to save the subledger transaction. To resolve the issue and successfully post or save the subledger transaction, the user must first be granted the ‘Add’ permission. Once this has been completed, the user can move forward with processing as normal.

    How it works

    • On Post or Save of a Contract Line or Order Entry transaction, if the user performing the action does not have access the ‘Add’ permission on the SaaS Queue Entry object, they will receive the following error message noting “Permission Denied add on SaaS Queue Entry…”
      • Note: Must click the Show Details link to see the expanded error message
    User Validation

    Additional Requirements
    To avoid having a user encounter this error, make sure to grant permission to any user that is performing posting of Contracts or Order Entry subledger transactions with the ‘Add’ permission on the SaaS Queue Entry object.

    • Contact your admin if you have any questions about how to assign permissions to users or roles

    Permission for Existing UserIf you're ready to leave Excel behind and clearly see your CMRR growth drivers, use this button to find a time to talk to us about getting started.

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