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How to manage SaaS subscriptions

The art of SaaS subscription management not only concerns knowing your options but optimizing them for your business's distinct needs and challenges.

17 September, 2023
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Whether you’re scaling a SaaS company for growth or adding a new subscription for your company, software-as-a-service has now become a staple for businesses and individuals alike.

With so many services available, it's important to keep track of your subscriptions to ensure you're being financially responsible and can continue to access what you need without interruption.

The art of SaaS subscription management not only concerns knowing your options but optimizing them for your business's distinct needs and challenges. And, as experts in providing SaaS design services, we’re going to teach you how.


Types of SaaS subscription models

Delving into the SaaS environment after building an effective SaaS product roadmap, one encounters a diverse array of subscription models, from the straightforward tiered approach to the adaptive hybrid model.

Types of SaaS subscription models
Types of SaaS subscription models

Tiered subscriptions

The tiered subscription model, sometimes referred to as tiered pricing, is among the most popular SaaS subscription models. It essentially categorizes features and services into different "tiers" or "levels," each with its own price point.

Starting from a basic tier, which usually has limited features, to the most advanced or premium tier, which offers the most extensive set of capabilities, this model provides customers with options that fit their specific needs and budgets.

The tiered approach aids businesses in catering to a broad spectrum of users – from startups to large enterprises. It also allows customers to scale their subscription as their needs evolve, upgrading to higher tiers as they require more functionality.


This next model, often also called 'per-user pricing,' is straightforward: businesses charge based on the number of users accessing the software.

It's a transparent model where, as you add more team members to use the service, the subscription cost increases. This pricing strategy aligns well with businesses that grow in terms of team size, as they can forecast expenses based on projected headcount.

For SaaS providers, this model ensures revenue scales with the customer's growth. However, it might discourage some companies from adding all their team members if they're cost-sensitive, limiting software utilization.


Pay-as-you-go pricing stands out for its flexibility. Unlike flat-rate models, customers are only charged based on their actual usage of the software or service.

Think of it as a utility bill: the more you use, the more you pay. This model can be beneficial for businesses with fluctuating needs as they're never locked into a set fee and won't overpay during times of low usage.

For SaaS providers, it offers an incentive to maintain high performance and availability, as decreased usage might mean decreased revenue. It also necessitates a robust monitoring system to track and bill usage accurately.


As the name suggests, the hybrid model combines elements from various pricing strategies to create a more tailored approach. For instance, a SaaS provider might offer a base fee (like a tiered model) and then add additional costs based on extra features, data usage, or number of users (combining aspects of pay-per-seat and pay-as-you-go).

This model's adaptability allows businesses to cater to various customer needs and usage patterns, ensuring a more customized fit. However, its complexity requires clear communication to potential customers to avoid confusion.

Want your SaaS to attract, engage, and keep users?

Merge is here to help.

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The freemium model offers a basic version of the software for free, enticing users to try the product without any financial commitment. The hope is that, over time, these users will see the value in the software and opt to upgrade to a paid version with enhanced features, better support, or other additional benefits.

Freemium can act as a powerful marketing tool, reducing the barriers to entry and rapidly increasing the user base. However, the challenge lies in converting a significant portion of these free users into paying customers, ensuring the model remains sustainable.

Goals of SaaS subscription management

Behind every successful SaaS subscription model lies a well-defined goal. Understanding these objectives – from fostering recurring revenue to catering to different market segments – paves the way for strategic planning and implementation.

Create recurring revenue for your SaaS business

At the heart of SaaS's business appeal is the promise of a consistent, predictable revenue stream. Unlike traditional software that users buy once and install, SaaS operates on a subscription basis. This recurring revenue model ensures a steady cash flow into the business at regular intervals, be it monthly, quarterly, or annually.

Reduce involuntary churn

Involuntary churn refers to the loss of customers due to reasons other than their explicit desire to leave a service. This can be due to expired credit cards, insufficient funds, or any other payment-related issues that lead to subscription cancellations.

Strategies to combat involuntary churn include:

  • Setting up automated reminders for upcoming payment expirations;
  • Offering multiple payment methods;
  • And employing dunning management (automated payment recovery) to handle failed payments.

Offer enough pricing options for your market segment

No two customers are entirely alike, and neither are their needs or budgets. By providing a range of pricing options tailored to different market segments, a SaaS business can appeal to a broader audience and maximize its market reach.

Want your SaaS to attract, engage, and keep users?

Merge is here to help.

Learn more

Dealing with common challenges

As with any business avenue, SaaS subscription management presents its own set of challenges.

Scaling the subscription process

As a SaaS business grows, it's essential to ensure that the subscription process scales seamlessly alongside. Here's how to address this:

  • Automate onboarding. Implement automated systems to guide new users through the onboarding process. This reduces manual interventions and ensures a consistent experience, even as user numbers rise.
  • Implement robust billing systems. A scalable billing platform can handle a growing number of transactions, deal with different currencies, and manage tax considerations across regions.
  • Enhance infrastructure. The backend infrastructure should be capable of supporting an increased user load. This means investing in scalable cloud services, robust databases, and efficient load balancers.
  • Feedback mechanisms. As you scale, continuously gather feedback. Larger user numbers may highlight issues that weren't apparent with a smaller user base.
  • Segmented support. With growth, consider segmenting your customer support based on user tiers or needs, ensuring premium users get faster response times or dedicated support personnel.

Balancing option flexibility and implementation complexity

While offering a range of subscription options is excellent, there's a risk of overwhelming both users and your internal teams. Here's how to strike a balance:

  1. While having multiple tiers or options can cater to diverse needs, it's crucial not to overcomplicate. Periodically review offerings to eliminate underperforming or rarely chosen options.
  2. Provide administrators and users with a unified dashboard that clearly displays all available subscription options, making it easier to understand and manage.
  3. Create standardized processes or features that remain consistent across multiple subscription options. This reduces development and maintenance efforts.
  4. Ensure that your team is well-versed in all subscription nuances. Regular training sessions can help them navigate the complexities and assist customers effectively.

Integrating subscription models with your SaaS tools

Your SaaS tools, from customer relationship management to analytics, play a crucial role in subscription management. Effective integration ensures a streamlined operation:

  • Most modern SaaS tools come with robust APIs. Utilizing these allows seamless data transfer between your subscription management system and other tools, ensuring data consistency and accuracy.
  • Create a centralized data storage system or warehouse where all subscription-related data is stored. This makes it easier to fetch and analyze data using different tools.
  • Integrate tools in a way that allows for automated workflows. For example, once a subscription is renewed, the billing tool can automatically generate an invoice, and the CRM tool can update the customer's record.
  • Consider using platforms like Zapier or Integromat, which specialize in connecting different SaaS tools without needing custom development.
  • Ensure that data across tools is synced regularly. This avoids discrepancies which can lead to customer dissatisfaction or operational inefficiencies.

Best practices and tips

In the world of SaaS subscriptions, the devil is often in the details. Glean insights into best practices and actionable tips for managing SaaS subscriptions.

Maintain a primary subscription database

A dedicated database ensures that all subscription-related data - from user details and billing information to subscription tiers - is stored in a centralized location. This streamlines access, analysis, and management processes.

The next thing you should sort out is data integrity and security since incorrect data can lead to billing issues, miscommunication, or compromised customer experience. Regular maintenance, however, will ensure data accuracy.

Furthermore, given the sensitive nature of subscription data, especially payment details, the database should employ robust encryption and security measures to prevent breaches.

Finally, choose a database solution that scales. As your user base grows, the database should handle the increased load without compromising on speed or performance.

Give customers control of their subscription

Empowering customers over their subscriptions not only enhances their experience but can also reduce operational overhead. Here's how:

  • Provide customers with user-friendly interfaces where they can manage their subscriptions. This includes upgrades, downgrades, renewals, or cancellations.
  • Allow customers to easily view their billing history, upcoming payments, and any additional charges. This fosters trust and reduces billing-related queries.
  • Implement automated notifications for critical events like approaching renewal dates, payment issues, or any changes to their subscription terms.
  • Provide avenues for customers to share feedback about their subscription experience. This can offer valuable insights for improvements.

Conduct regular reviews and audits

Continuous improvement is key in the ever-evolving SaaS landscape. Regularly reviewing and auditing your subscription processes can help identify inefficiencies, opportunities, or potential pitfalls.

  1. Establish key performance metrics for your subscription process.
  2. Periodically audit billing processes to ensure accuracy
  3. Ensure that your subscription processes comply with relevant regulations, especially those concerning data protection or financial transactions.
  4. Regularly review feedback from customers related to their subscription experience.
  5. Regularly evaluate the tools, platforms, or third-party services you employ for subscription management.

Want your SaaS to attract, engage, and keep users?

Merge is here to help.

Learn more

Taking advantage of SaaS subscription models for your business

Wrapping up, it's essential to grasp the tangible benefits a strategic approach to SaaS subscription management can bring to your business. Navigating the vast sea of options, coupled with a sensible application, can make your SaaS more successful without any SaaS-pects of turbulence.

Remember, in this subscription-driven age, it's not just about acquiring customers; it's about nurturing and retaining them through excellence in management. Plus, a successful subscription model isn't a one-size-fits-all approach but a tailored journey built on insights, adaptability, and commitment.

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CEO and Founder of Merge

My mission is to help startups build software, experiment with new features, and bring their product vision to life.

My mission is to help startups build software, experiment with new features, and bring their product vision to life.

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