When migrating billing systems, follow best practices to ensure seamless analytics in ChartMogul. This guide covers the migration process and actions to take once it begins.
Cancellations in your Previous Billing System
ChartMogul recognizes subscription MRR until the subscriptions have been cancelled. You will need to ensure that once you have migrated your customers that the subscriptions are cancelled in your previous billing system. In this visual example, Billing System 1 is the system that you are migrating AWAY from.
It is very important that you set the cancellation dates in your previous billing system to be the end of the most recent service period. If you do not, then there will be a gap in your analytics that will affect your overall MRR/ARR and your churn figures. ChartMogul needs to recognize the MRR of the subscription until the new billing system has had a chance to bill them for the first time.
Merging Customers in ChartMogul
Merging customers is the first step in ensuring your analytics are correct in ChartMogul. It links together the customers from both your previous and your new billing systems. Without this, you would have duplicate customer records and it would affect your metrics. Merging is also a required step in order to connect subscriptions. In this visual example, Billing System 2 is the system you are migrating to.
ChartMogul supports automated merging via their Automations functionality. You can define when customers should be merged based on fields like Email, Domain, External ID, or a Custom Field of your choosing.
Note: ChartMogul will only auto-merge on creation of the customer record. This means if customers have already been imported into ChartMogul from your new billing system, they will not be automatically merged by ChartMogul.
SaaSync has the ability to perform one-time merges based on the same fields as ChartMogul. You can reach out to us via chat or email if you would like us to assist with this process.
Alternatively, customers can be merged manually from within ChartMogul or via their API.
Connecting Subscriptions in ChartMogul
Once customers have been merged you can begin to connect subscriptions. When you connect subscriptions in ChartMogul, it will make migrated customers' subscriptions a seamless transition between the two systems in ChartMogul. This avoids a cancellation and a reactivation affecting your metrics.
With the majority of billing system migrations the customers are not billed in the new billing system until their renewal date. This means that connections cannot be done until subscriptions have been first billed in your new billing system. Subscriptions will need to be continuously connected until the longest plan duration you offer has been met. e.g. if you offer annual plans, it will take 1 year for the subscriptions to all appear in ChartMogul from the new billing system.
There are a few options available for connecting subscriptions in ChartMogul:
- Manually Connect within ChartMogul
- Connect via their API
- Use SaaSync's automated subscription connector
SaaSync's automated subscription connector is the simplest way to ensure they get connected as customers are billed for the first time in your new billing system. It runs in the background and will look for subscriptions that need to be connected based on rules that fit your business. The automated connector is a premium add-on. If you would like to learn more about how it works and the cost; you can contact us via chat or by email.
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