Summary
Growing businesses often begin managing recurring revenue using simple, affordable tools like Microsoft Excel or Google Sheets. While these manual processes are effective for a small customer base, they quickly become complex and error-prone as your company scales. Learn when to transition from a basic spreadsheet template to a robust billing and revenue automation platform, ensuring your financial reporting remains accurate and efficient amidst rapid growth. This guide explores the journey from manual tracking to advanced systems, crucial for sustainable success.
Key Takeaways
- Manual recurring revenue tracking using spreadsheets is viable for initial growth, typically up to 20-30 customers, before becoming unwieldy and inefficient.
- Growing companies will inevitably outgrow spreadsheet-based systems, which can lead to significant time drain and error potential in critical financial reporting.
- A shift to billing and revenue automation software becomes essential for maintaining accuracy, enhancing pricing flexibility, and improving operational efficiency as a business scales.
- Recognizing when to transition from manual to automated revenue management is key to supporting sustainable business growth and preventing financial bottlenecks.
Recurring Revenue Schedule
It was straightforward to do revenue calculations when we had 5 customers. Growing companies often times build manual processes by utilizing Microsoft Excel or Google sheets spreadsheets because it is the easiest, most affordable process to implement at the time. Prior to my time at Ordway, and before I could invest in a billing and revenue automation platform, I built a series of Excel-based templates to help me and my team keep track of a growing customer-base.
Based on my experience, this type of approach works up until you have approximately 20-30 customers depending on the complexity of your business, how your sales team generates custom deals with custom terms, and if you have the time and patience to deal with updating error-prone spreadsheets for the most critical line on your financial statements – revenue.
Be Forewarned… You Will Outgrow the Recurring Revenue Template
For one of our Ordway customers – Raffa Aspire – during the beginning of their growth phase their account managers ended up having to spend about 10-15% of their time on accounting tasks each month. This didn’t even account for the rest of the team’s contributions to closing the books. They quickly outgrew their spreadsheet-based process.
Ultimately, billing and revenue automation software or a spreadsheet-based recurring revenue schedule template needs to make our lives as finance and operations professionals easier.
The template I’m sharing today made my life much easier when it fit the stage my company was in. At a certain point, I outgrew my own template. That was an amazing day because I knew it meant the company was growing fast enough that we needed to bring in something to help with pricing flexibility, invoice delivery and payment collection automation, and improved revenue recognition accuracy.
Conclusion
Successfully managing recurring revenue is pivotal for any growing business, and while spreadsheet templates offer an initial solution, they inevitably reach their limits. Recognizing the moment to transition from manual processes to a dedicated billing and revenue automation platform is crucial for maintaining accurate financial statements, improving operational efficiency, and supporting continued growth. This strategic evolution empowers companies to embrace pricing flexibility and streamline collections, moving beyond the constraints of outdated systems to unlock their full potential.
Frequently Asked Questions
How many customers can a company manage with an Excel recurring revenue schedule?
A company can typically manage a recurring revenue schedule with Excel for approximately 20-30 customers, depending on the complexity of its business operations and sales deals. Beyond this threshold, manual processes often become unsustainable and prone to errors, affecting critical financial statements.
What are the signs that a business is outgrowing its spreadsheet-based revenue tracking?
Signs that a business is outgrowing spreadsheet-based revenue tracking include account managers spending 10-15% of their time monthly on accounting tasks, increasing difficulty in updating error-prone spreadsheets, and a growing need for greater flexibility in pricing and invoicing. These indicate a bottleneck in financial operations that manual methods cannot resolve.
Why is revenue automation software important for growing companies?
Revenue automation software is important for growing companies because it provides essential scalability, improves pricing flexibility, automates invoice delivery and payment collection, and ensures much greater accuracy in revenue recognition. This shift frees up valuable staff time, reduces errors, and supports robust financial health.
