SaaSOptics - The Perfect Fit for our Subscription Needs

Like most start-ups, we moved from the subscription spreadsheet to the SaaSOptics platform so our initial need of having an automated system in place was solved immediately. Since then it's only gotten better. It was kind of like not realizing we had a headache until it went away. The more we use the SaaSOptics platform the more we find out it can give us, from ARR to Churn to Invoicing, to collections and more. We've also discovered that SaaSOptics as a company has a very strong commitment to customer success and that means we have access to people who really know the product and can advise us on how to achieve our goals for using the platform.

Pros

Pretty much everything, and I'm not kidding. It's a fairly complex software to gain proficiency with but once we did we were continually amazed by the additional functionality we discovered on an almost weekly basis. The flexibility of the invoicing system, the crazy extensive reporting capabilities and integrations with our Salesforce and QBO accounts make our work experience so much better. Plus our Board loves the data coming out of the solution. The other thing I love about the software is their customer support team. Wow, they are some of the best support people I've ever encountered. Totally worth signing up for that aspect by itself.

Cons

It is a complex system to learn and I didn't have proper expectations set going into the UAT. I was frustrated that it wasn't more intuitive but having learned how to use the software I now realize that it would've gone much better earlier if I had just committed to learning the system earlier. One good thing about this is that I can make mistakes and undo them when I do.

Great Revenue software!

SaaSOptics made a huge difference throughout our company, from sales order management (implementing process controls on the GTM team) through to collections and dunning (dropping our AR from 65 to 32 in 3 months). It's been great for our size of company. I'm sure there are more robust softwares out there that can do more, but all of those were out of our price range. I also enjoy the fact that SaaSOptics is continually pushing out new features that directly impact and improve every day processes, not just higher level reporting or UI. Both high level reporting and UI changes are important, but being able to deliver on all 3 fronts, rather than just 2 means that SaaSOptics has been a pretty good company to grow alongside.

Pros

Customizable revenue schedules that are significantly better than the previous excel spreadsheets. This software dropped periodic revenue reconciliation from 4-6 hours to 30 min as a result. The collections and dunning automation is a lifesaver for small accounting/Finance operations teams. If you're only software option for managing Sales Tax is the baked in option within QBO, their Avatax integration is significant improvement on QBO.

Cons

The reporting is not as intuitive to team members who are not active and continuous users. Makes a LOT of sense to me, but I notice there's a learning curve for non-SaaSOptics users to understand the reporting.

Future invoices, Tax options & Client Billing (info) Profiles

I do enjoy how easy it is to raise credits/invoices & sync these transactions to Quick Books from SaaSOptics. It is also very easy to reverse revenue by raising the transaction from the contract. The main issues I have, however, with this software can be narrowed down to - Future invoices, Tax options & Client Billing (info) Profiles: 1. I keep a self-maintained spreadsheet with future invoice details due to the following: Future invoices are not always pulling when the date is current; they are not appearing in the order processing (ready to bill) list within SaaSOptics because the 'e-invoice queue' check mark is dropping off. To avoid errors, to ensure that the client receives their invoice when the date is current, I track this info on a spreadsheet outside of SaaS. 2. I keep a maintained spreadsheet with billing profile information for our clients due to the following: Inconsistencies on the billing profiles between SaaSOptics, Sales Force & Quickbooks. Billing information can not be trusted, ease of use could be improved to avoid syncing headaches. To avoid errors, to ensure that the client receives their invoice with correct billing info, I track this info on a spreadhsset, outside of Saas. 3. I keep a maintained spreadsheet with tax tables and user tax details due to the following: The inability to add multiple sales tax rates in SaaSOptics / Quickbooks. Ease of use could be improved by allowing multiple rates to be added into the system & allowing tax addresses to be saved in the system. I calculate tax outside of SaaS/QB, maintain this info for reporting purposes & manually enter tax details on the tax line in QB/SaaS. My other option would be to create line items for tax ( I have discussed this option with QB) but then it would pull into SaaSOptics as a product line (not tax) which would in turn throw the financial summary out of balance. Total invoice line items scheduled would increase by the tax amount which would not balance to the revenue. 4. I pull data & cross-compare SaaSOptics with Quickbooks to fix the tax errors due to the incorrect sales tax rate is generating on the invoice. If the sales tax is blank in Quick Books but is set to taxable in SaaSOptics, an "inactive" rate pulls onto the invoice which is not at the correct rate. At the same time, when I pull this info, I also cross-compare against my self maintained spreadsheet to correct errors on the billing profiles. Thank you for your time!

Pros

Financial Summary - Overview of account

Cons

Tax options

Amazing Analytics

Again, the people have been incredible to work with. Management of imported historical data is not user friendly, but the management analytics functionality is pretty powerful. I am hoping they implement some of the invoicing customization/flexibility we need.

Pros

The reporting that comes from SaaSOptics is a game changer. It gives our management the information they need to understand the health of our subscription business and make critical strategic decisions. It also allows us to present our business in the most valuable light to outside parties evaluating our business. The subscription management features of the business are very helpful in managing renewals. The people at SaaSOptics are great to work with

Cons

The implementation was more challenging than we expected We had a lot of data that was not necessarily structured for a seamless import into SaasSOptics. this added a lot of time and resource to our implementation. The invoicing is not as flexible as we would like.

Support & CS are vital

Pros

I am so happy that a customer success team has been added. This has been so important as we build our dashboards and reports that we use on a weekly/monthly basis.

Cons

The implementation and training was good but there was a lot I didn't learn that I didn't realize until after implementation was complete. There are a lot of features but I often have trouble figuring out where to go or what reports I need.