Prebuilt automated processes to simplify the handling of subscription-based services including memberships and warranties, from creation to renewals and expiry
Change what product/service elements will be available, in each subscription package, at any time.
Automatically updates subscription record statuses when start and end dates are triggered.
Makes renewals quick and easy by pulling previous subscription details into new opportunity record.
Demonstrating Subscriptions for Dynamics 365
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Preact's Subscriptions solution is designed to help any organisations that are selling subscription services, membership…
Preact's Subscriptions solution is designed to help any organisations that are selling subscription services, memberships, warranties, policies etc.
It works off opportunity records, so when we create an opportunity, we need to say whether it's new business or if it's a renewal. In this video I'll be using Preact's Managed Service Subscription as an example.
I'm adding a new business, which is typically for somebody that would like to be working with Preact, looking at taking out a managed service subscription. So, it's a new client we've never worked with, and we have a list of things that they would get access to with this subscription. For example, as part of our managed service you get access to our portal, support cases, DocuSign connector, postcode lookups, our e-learning platform, a bank of consultancy time, and more.
We can then set the start date of this subscription, and if I say this is going to start in December, and it's going to be a 12 month agreement, then when I click save it will automatically set the end date based on the monthly terms.
Moving forward, we can then work with the opportunity and when we get to the point where we close the opportunity as won, it will generate us this account products and services record.
So you can see this is now closed as won, but because it's a new business, we've set up the subscription model in the background. If I click into the record, you can see it has the start date and the end date. We've got the originating opportunity that was associated to it and we've also got all of the services that come with this subscription.
At the minute the status of this is set to be draft. When it comes to the first of December, the status automatically will change to be an active subscription. As part of the solution, it will actively check everyday to change record statuses with a reached start data to active. Same thing applies to if the end date is reached, it will automatically change the status to expired over here and it will set the expiry date.
I've added the accounts products and services as an custom entity down here; you would need to add this to your site map if you want to have it in your menu.
You can see it shows every single subscription record that we have in the system. You can see there's one here that's active, there's a few that are in draft status. The one that's active is one that was that went live yesterday, so our solution changed it to be active.
I click on the account record itself, and you can see all of their active subscriptions over here. So anything that they've got active, you will see from an account level, as well as from an opportunity level.
It might be that this client decides to not renew, so then the status will just expire, and set the expiry date.
But if they then suddenly phone up in six months, and want our services after that time, then we've got the ability to come on to an expired record, or an active one at any time, and we can click renew service here. As soon as we click renew service, it will basically take us into and create a new opportunity for us, and pull through all the previous information.
It sets it as a renewal over here, and pulls through the originating account service that they had; the originating subscription, and it sets the new start date to be the start of the last end date.
Now just to show you on that subscription, we had a price list item, and a price list against it. Because this was the original price list, you may need to update it to the latest price list. To help you can pick a superseded price list in here, as well so anything that was on this services list would inherit the new prices.
If you don't want to create these price lists yourself, we have another solution; Preact's Price List Manager that will help you then create year-on-year prices.
So that's it; it's a case of setting up a subscription model against an opportunity, viewing all of your subscriptions all in one place based on the different statuses, if it's draft or expired, you can click on the draft value here, and it'll show you all your draft ones, ones that eventually expire and then go into the expired over here.
Thanks for listening, as any of our other solutions, these are part of our Preact Managed Service offering.
So if this is something you're interested in, please feel free to get in touch.
How it Works
The solution features a custom Subscription entity / table which is launched from an Opportunity record. This ensures clear visibility of all subscriptions covering active, draft, pending and expired subscriptions in list views which can also be displayed in sub-grids on individual account record forms.
From an Opportunity record, users can specify if a subscription sale is new business or a renewal. This record will define the subscription, including which services a customer is entitled to receive, the subscription start date to drive the activation and a monthly duration that will automatically set the expiry date.
Once an opportunity is won or an order is fulfilled, the solution will create an associated record for "Account Products and Services" detailing each product line specific to this subscription as defined in the settings record.
Account Products and Services records have three status settings:
- Draft - when records are initially created, after a won opportunity, they are set to "draft" until the next stage as subscription elements can still be changed
- Active - once the subscription reaches its start date, the record status will automatically be set to "active"
- Expired - if customers do not choose to renew the subscription, the record status will change to "expired" once the end date has passed
The solution performs a daily check to automatically update statuses by identifying new records where subscription should be activated and those which have now expired. This enables dynamic subscription views to be created which provide an at-a-glance view across all status settings and saves time as users aren't required to manually update subscription statuses.
Renewals management is another time saving component included in this solution. When customers renew their subscription during the current term, or even after it has expired, users can simply click a "Renew Service" option from the Subscription record. This will create a new Opportunity which pulls across all the detail from the previous subscription.
If your subscription pricing has changed since the start date of the previous term, users can select the new price list to replace the previous one which utilises Preact's Price List Manager to quickly update price lists.
How to Deploy the Subscriptions Solution
Contact us today to find out more and deploy this solution.