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How can I track recurring revenue?

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There is natively no special feature that tracks recurring revenue, however with a couple of tricks you can set up a process that will allow you to do so.

Summarized; this process will involve running a filter on your won deals, exporting your list, and then re-importing the same list of won deals to Pipedrive, thus creating duplicates of the same deal for the same contact.

 

First, there are a few things to think about

What type of subscriptions do you offer?

Do you offer annual, monthly, or semi-monthly plans? For that matter, do you offer all three? If you need to be able to differentiate between different subscription plans, then it's a good idea to track these in a custom field that documents this.

Your Statistics

When a deal is won it gets stamped with a won time. This won time is what Pipedrive pulls it's Statistics from. Do you want your recurring deals to all have won times that reflect the actual date the deal was won? Or do you only need your recurring deals to have one specific date when you charge your customers?


To perform this process, you're going to filter your deals based on Status, Won Time, and if necessary your Custom field that further identifies the subscription.


Then you're going to Import that list of deals back into Pipedrive to create duplicates. Whenever you Import deals into Pipedrive and mark them as won, Pipedrive will stamp the Won time with the same date that you're performing the import.

So if we import won deals on 11/14/2016, they will also be marked as won on 11/14/2016. So if it's important to have an exact date, you'll need to customize the spreadsheet you import to reflect your actual dates.

 

How to do it

First it may be a good idea to create a custom field in order to track your subscriptions better. This is done under Settings > Custom Fields > Deals.



Navigate to Deals > List View, then add a new filter.



In this example, we're creating a filter for a custom field that tracks whether the subscription will be an annual or monthly contract.



Once you have generated your filtered list of deals, make sure that you configure the list view to display the columns that you'll need when importing your new deals.

We suggest at least the following columns:

  1. Status (mandatory)

  2. Deal - Contact person &/or Organization (mandatory)

  3. Deal - Value (optional)

  4. Your custom field(optional)

  5. Stage (optional)

  6. Won Time (optional)

  7. Owner (optional)




Once you have your list ready, export this list to a spreadsheet.



Now it's time to import your newly exported list back into Pipedrive, thus creating duplicates of your won deals.

Important! - Before you import you can opt to re-configure the won time in your exported list to reflect the actual won time of the new deals. If you leave this field blank, or don't include it, Pipedrive will mark all new deals as having a won time that is the date you imported them.

So if we import won deals on 11/14/2016, they will also be marked as won on 11/14/2016. So if it's important to have an exact date, you'll need to customize the spreadsheet you import to reflect your actual dates.

Once your spreadsheet is ready, navigate to Settings > Import Data > Deals to import your new recurring deals.

For more information on how to import into Pipedrive, click this link.

 

Lather, rinse, repeat.

Depending on the frequency of your subscriptions, now all you have to do is run your filter, export your deals, update won times (or leave blank), and import the list to generate your new deals.