Hi Hubspot community,
we have a SaaS model with the following pricing:
- One-time Setup that is being paid right after signature
- 6 months test phase with a discount (lets say 20%)
- After that 12 months contract with a standard monthly fee
From year 2 the monthly fee will be increased annually by 10%
Now I want to track and report our MRR (including the setup fee and the discount) and also forecast with the respective contract durations (potential churn after 6 months, prolongation for 12 months after test phase etc.)
So far we track all activites in a sales dashboard but I now saw that there is this forecasting space in hubspot with which i´m not familiar yet.
Can somebody help me with best practice for setting up the reports and forecasting?
Hi @Sizekicker,
Thank you for reaching out to the Community!
I’d like to share these articles that might be of interest to us:
- Set up the forecast tool
- Use the forecast tool
- Track recurring revenue in HubSpot
Also, I found these similar posts that might help you:
- The solution from @Josh on this post “How to track MRR when deals have multiple recurring line items”
- The solutions from @Mike_Eastwood and @danmoyle on this post “MRR tracking”
I also wanted to invite a couple of subject matter experts to this conversation @johnelmer, @Jnix284 and @Shadab_Khan do you have best practices to share with @Sizekicker, please?
If anybody else has anything to add and/or share, please feel free to join in the conversation 
Thank you and have a lovely day!
Best,
Bérangère
Thanks for the share & tag on previous help, @BérangèreL.
@Sizekicker I agree with @Shadab_Khan you don’t need a new product for every customer. You can indeed adjust procing on quotes/invoices/payments for each customer, using the product as a base.
Thanks, @BérangèreL for the tag!
Hi @Sizekicker ,
This is a really good question and a fairly trending one, I might just run a full HUG event for this in future because the answer is super in-depth for but let me take to answer this as best here:
There are a couple of ways you can achieve this I am sharing my personal recommendation based on this limited info
1. Setup your Deal Amount Defaults to MRR
2. Create Relevant Products in the Product Library that you can use as line Items, be conginzant of “One-Time” vs Recurring/Term Length when creating your products
3. Considering that you have 1-time setup fee + 6-month Test phase packaged in one ➝ that will go in a separate pipeline let’s call it the “Initial term Pipeline”
4. After the Initial Term is Completed (You can track it on a Custom Date Property - Initial Term Date) a workflow will create a Deal in Your “Live Contracts Pipeline” which will contain deals with Line items of 12 Months with discount removed.
5. Once a 12 month is completed in Live Contract Period Create Another Deal with 10% Increase in Pricing than the previous one (Have to manually spot check the deal with correct Line Item added so that MRR is reflected Correctly)
#5 Requires more robust solutioning and testing so take it with pinch of salt
For Forecasting Setup:
- Set up the forecast tool
- Use the forecast tool
The key property you will look at is Forecast categories, automate them via WFs + Manually validated them based on various conditions/business case that you might have that will help you predict future revenue
Stay Awesome & Keep Doing it BIG 
Thanks for your help friends!
I like the idea with the different line items. Unfortunately we cant streamline this since every customer pays an individual amount, so we would have to create a product for every new customer 
Hi @Sizekicker ,
You don’t have to create a new product every time just create one and then adjust the pricing when creating the line item for individual deals.
If there is a way you can identify what amount is needed for that particular line item you can automate that via Line Items API endpoints
Stay Awesome & Keep Doing it BIG
Thanks for helping friends! Unfortunately this doesnt work for our business model.
Is there any way I can manually set up MRR value for each month for each customer?
E.g. Customer A pays 3.000 for Month 1-6 and 4.000 from Month 7 (contract duration 12 months)
Customer B pays an integration fee in month 1 and then 6.000 for Month 1-6, 8.000 from Month 7
With the line items, I can not use them in a report.
All I want in the end, is a timeline with respective Payments (as set in the deals)
Yeah if you wanna go manual and don’t wanna work with line items functionality, Build custom property for MRR and manually adjust value and build another property for time duration ➝ eventually you can build a custom calculation as well.
Hey @Shadab_Khan,
thanks again! Can you share a best practice how to link a custom MRR field (one for the 6 months test phase and one for the 12 months after) with a respectve time duration?
That would solve the problem I guess
Build Three Fields:
- Monthly Revenue (Currency): This one you enter 1 month’s revenue
- Term length (number): This one you enter term length
- MRR(Calculation) : Monthly Revenue x Term Length
This setup will help you with scale as well if you have other custom terms length coming in and you have the full control on the monthly amount
I have created the properties now but I still struggle to link the revenue streams to the respective months.
Example:
customer a pays a one-time fee in may of 1000€ and then from june for 6 months 2000€ and from december 3000€.
How can I visualize this?
