The spreadsheet that runs your recurring revenue deserves better.
Early accessSubscription Management Software
Every licence, circuit, backup and contract you resell - with quantity, cost, sell price, term and renewal date, and the margin visible on all of it.
- Part of CubeMSP
- Serving businesses across the UK
- 01234 672 617
The recurring side of a managed service provider is usually its most valuable asset and its worst-documented one. Licences, hosted mailboxes, backup capacity, circuits, firewalls, domains, certificates and support agreements accumulate over years, renew on dates nobody has centrally, and are priced against costs that have quietly moved. The result is a business with predictable revenue and unpredictable margin. Subscription management makes the recurring book a structured record: what you supply, to whom, how many, at what cost, at what price, on what term, renewing when. Once it is data rather than a workbook, the questions that used to require an afternoon become a filter.
- 30/60/90
Renewal horizon, by client and by value
- Cost + sell
Held on the same line, so margin is a fact
- One query
Every client affected by a vendor price rise
What it does
Inside subscription management software
The parts of CubeMSP that make up subscriptions. Everything here shares one database, so nothing needs re-keying between them.
A real service catalogue
What you supply, held once and applied per client with quantity, cost and sell price. When a vendor puts their price up, you can see every client it touches in one query.
Renewals on a dated view
What is renewing in the next thirty, sixty and ninety days, by client and by value, with the margin alongside. Renewals become diary entries rather than surprises.
Margin on every line
Cost and sell held together, so the margin on a service is a fact rather than an assumption. The lines that have quietly gone to zero over three vendor price rises become obvious.
Recurring revenue you can total
Monthly and annual recurring revenue by client, by service and by category, with the cost base underneath it. The number that determines what the business is worth, computed rather than estimated.
Notice periods that do not lapse
Term, notice period and auto-renewal held per agreement, with alerts before the notice window closes rather than after it.
Tied to the support it generates
Incidents attach to the service they concern, so you can see which supplied services generate the most support load - and price accordingly at renewal.
In practice
Problems this actually solves
Anonymised, but not invented. These are the situations businesses describe to us before they change anything.
A workbook maintained by one person
The situation
Renewals lived in a spreadsheet with conditional formatting, maintained by the operations manager. It was accurate when she updated it, which was less often than anybody assumed. Two renewals auto-rolled at old pricing in a single year.
What changed
Services are structured records with terms and renewal dates. The dated view is generated rather than maintained, and auto-renewals now surface before the notice window rather than on the invoice.
Margin eroded by vendor price rises
The situation
A backup product had increased in price three times over four years. The client price had not moved. Nobody had noticed because cost and sell were held in different places, and by the time it was found the line was slightly loss-making.
What changed
Cost and sell sit on the same line. A vendor increase can be applied across every affected client in one operation, and lines below a margin threshold are flagged rather than discovered.
Licence counts that had drifted
The situation
A client had been billed for thirty-eight mailboxes for two years. They had thirty-one. The credit, when it was eventually spotted, was uncomfortable in both directions - and there were almost certainly cases going the other way that were never found.
What changed
Quantities are held per client service and reconciled at renewal. The drift is visible, in both directions, before it becomes a conversation about credits.
How it happens
What implementation actually involves
No mystery, no discovery phase that quietly becomes the project. Five stages, and you will know what each one costs before it starts.
Discovery
A structured session mapping how you run now - the PSA you have outgrown, the spreadsheet of renewals, the shared mailbox that is really your ticket queue, and the review deck somebody rebuilds by hand every six months. We come back with what the platform covers as standard and what needs building.
Configuration
Your service catalogue, ticket taxonomy, boards, roles, approval limits and review templates set up to match how you actually work - not a demo tenant with your logo dropped on it. Your categories, not ours.
Data migration
Clients, contacts, sites, services, renewal dates and enough ticket history to make the knowledgebase and similar-incident retrieval useful on day one. An empty AI is a useless AI, so the history matters more here than in most migrations.
Training & rollout
Role-based training - the service desk learns logging and resolution, account managers learn reviews and renewals, directors learn the reporting. We usually pilot with one technician and one client before opening it up.
Ongoing support
UK support from the people who built the platform and use it themselves, with a named contact, agreed response times, and a roadmap you can influence. Being a small vendor is an advantage here and we intend to keep it.
You might call it something else
Subscriptions goes by a lot of names - if you searched for any of these, this is the page you wanted.
- Recurring revenue software
- Contract renewal software
- Licence management software
- MSP contract management
- Service contract software
- Renewal tracking software
Questions
The things people ask first
No. CubeMSP holds what you supply, at what cost and price, on what term - and produces the billing data. Your accounts package keeps the ledger. We would rather feed the system your accountant already knows than ask them to learn ours.
Yes. Quantities and prices change during a term more often than they do not, and each change is recorded with its effective date so the history stays truthful rather than being overwritten.
Because the service is defined once and applied per client, a cost change can be reviewed against every affected client line in a single operation - showing you exactly which clients drop below your margin threshold before you decide what to do.
Anything recurring can be held here, whether or not there is a third-party cost - your own managed service tiers, monitoring, out-of-hours cover and hosted services all sit in the same catalogue with a cost of zero where appropriate.
It produces the billing data - what to charge, to whom, for what period - and pushes it out through the API to your finance system. Raising the invoice itself stays where your finance process already lives.
Related
Other things we can put right
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Prospects, clients, contacts and sites in the same system as the services you supply and the incidents you handle - so winning an account and running it are one record.
Read moreClient Reporting Software
Branded quarterly and annual service reviews assembled from the period’s real data - every figure computed, then narrated, never estimated.
Read morePSA Software
Professional services automation for MSPs - clients, contracts, tickets, time, projects and billing data on one model.
Read moreMSP Software
One system for clients, services, renewals, incidents, projects and reviews - built in the UK by a managed service provider.
Read more
Part of a bigger system
Subscriptions is one part of CubeMSP. You can start here and switch the rest on later - it is the same system, not a separate purchase bolted on.
Talk to us
Is subscriptions your actual problem?
Sometimes it is not. Tell us what is going wrong and we will tell you whether this is the right thing to fix first.