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Ultimate Guide to SaaS Revenue Retention for Customer Success Teams

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While the temptation of generating new sales can bring about rapid increases in revenue, it's important to recognize that long-term, sustainable growth is intricately tied to the ability to retain that revenue.

Fascinating research by Frederick Reichheld reveals that a mere 5% enhancement in customer retention could lead to substantial profit escalation, ranging from 25% to an impressive 95%.

In the landscape of Software as a Service (SaaS) companies, the linchpin for maintaining revenue lies within the Customer Success teams. As economic landscapes shift, customers are becoming more discerning. As a response, Customer Success teams must give utmost priority to crafting and implementing strategies geared toward augmenting revenue retention.

This article is an everything-you-need-to-know resource about revenue retention for Customer Success teams.

Feel free to jump to a section that interests you the most.

What is revenue retention in SaaS?

Revenue retention is a measure of your revenue that’s retained over a given period of time. It’s usually measured monthly for SaaS businesses to track with the monthly recurring revenue (MRR).

Net Revenue Retention (NRR) is one of the most important metrics to track SaaS revenue retention. NRR is the percentage of how much revenue you’re getting from your customers, including expansion revenue and excluding churn. NRR is often used to determine the health of a SaaS business. It measures the ability of a business to retain customers and generate more revenue from them.

Here’s the formula to calculate net revenue retention:

Net Revenue Retention (NRR) = Monthly Recurring Revenue (MRR) + Expansion MRR - Churn - Contractions)/ MRR

Revenue retention is particularly important for SaaS and other subscription-based businesses. Unlike traditional one-time sales, SaaS companies rely on recurring revenue from subscriptions. And that’s why revenue retention is critical to sustaining long-term SaaS growth.

Customer Success teams help customers reach their objectives and get the most value from the product.

Why is revenue retention important? 

Measuring revenue retention regularly is crucial for SaaS businesses for several reasons:

1. Boost investor and stakeholder confidence

High retention rates mean consistent and predictable revenue streams. Your NRR is sure to captivate the attention of your investors and board members.

2. Gauge customer satisfaction and proactively identify churn

Monitoring revenue retention helps gauge the value customers perceive in your product. High retention rates indicate that customers are finding the product valuable in the service and are likely to continue using it. Lower NRR rates are a red flag for unfavorable underlying patterns that demand immediate attention.

3. Unlock upselling and cross-selling opportunities

Monitoring revenue retention regularly can pinpoint promising opportunities for upselling and cross-selling. Happy and engaged customers are much more receptive to add-ons and upgrades to give your MRR that additional boost.

4. Assess Customer Success quality and resource allocation

Conduct a thorough analysis of NRR within each revenue segment. This will allow you to make data-backed decisions. You can allocate resources more efficiently to high-value customer segments and prioritize retention efforts.

Who is responsible for revenue retention?

Net revenue retention is influenced by factors such as upselling, cross-selling, churn, and renewals. No single department has complete control over NRR, but certain teams have more direct influence.

1. Customer Success

The Customer Success team is in charge of driving adoption and value, proactively ensuring retention, and creating the right conditions to generate company growth, positively impacting NRR.

2. Sales

It is more cost-effective to retain an existing customer than to acquire a new one. So revenue retention should also be on the radar for sales teams in addition to new sales. The sales team directly influences NRR by upselling and cross-selling to existing customers.

3. Account Management

Account managers are superstars at nurturing relationships with existing customers. They play a key role in understanding customer needs and addressing concerns. Strong customer relationships can contribute to higher renewal rates and potential expansion revenue. All these factors contribute to revenue retention.

Must-track revenue retention metrics

Now that we’ve covered the basics of revenue in retention, let’s take a look at the most important revenue retention metrics for CSMs.

1. Net Revenue Retention (NRR)

As mentioned above, NRR measures the net change in revenue from existing customers. It accounts for upsells, cross-sells, churn, and renewals.

NRR = (MRR + Expansion MRR - Churn - Contractions)/ MRR

2. Gross Revenue Retention (GRR)

GRR Measures the total revenue retained from existing customers. Unlike NRR, GRR does not  account for expansion revenue.

GRR = (MRR - Churn) / MRR

3. Customer Retention Rate (CRR)

CRR Calculates the percentage of customers retained over a specific period.

CRR = ((Existing customers at the beginning of the period - new customers added in the period)/Number of customers at the beginning of the period) x 100

4. Average Revenue Per User(ARPU)

ARPU measures the average revenue generated per customer or user.

ARPU = Total MRR / Total active users or customers

5. Churn Rate

Churn rate represents the percentage of customers who cancel their subscription over a specific period.

Churn Rate (%) = Churned subscribers during the period / Subscribers at the beginning of the period

6. Customer Lifetime Value (CLV or LTV)

This metric measures the total value a customer generates throughout their association with the SaaS company.

LTV = Average Revenue Per User (ARPU) x Customer Lifetime


LTV = ARPU / User Churn

7. CSAT scores

Customer satisfaction survey scores measure the level of customer satisfaction.

8. NPS scores

Net Promoter Scores determine the likelihood of customers recommending the company to others.

Common challenges in revenue retention

The top five common challenges in revenue retention for businesses are as follows:

1. High customer churn

One of the most significant challenges for SaaS companies is customer churn. Churn is the rate at which customers stop their subscriptions. High churn rates rapidly deteriorate revenue.

2. Poor customer onboarding and adoption

If customers don’t understand how to use the product or do not see its value, they are more likely to churn. SaaS products need to establish an onboarding strategy that enables users to quickly reach their "Aha!" moment.

3. Inefficient renewal management

Renewing subscriptions is crucial for revenue retention in SaaS. The SaaS business model provides flexibility to customers to sign up or cancel anytime.This can make monitoring contracts and revenue expansion tedious.

4. Inadequate customer support and engagement

Outstanding customer issues can result in dissatisfaction. Additionally, a failure to deeply understand customer needs can also lead to churn.

5. Lack of analytics and data-driven insights

Without the right data, SaaS companies will struggle to decipher customer behavior and identify churn patterns. Utilizing Customer Success analytics enables businesses to optimize revenue retention with data-driven strategies.

5 Customer Success strategies to improve revenue retention

So what exactly can Customer Success teams do to improve revenue retention? Here are 5 quick-hit strategies:

1. Implement a thorough onboarding strategy

A well-planned onboarding process sets the tone for the customer's experience. Ensure that the onboarding process is personalized and hands-on. Guide customers through the platform's key features and benefits. This will help customers get value from the SaaS product quickly, reducing the likelihood of early churn.

2. Keep customers engaged with regular check-ins

Stay engaged with customers throughout their journey by conducting regular pulse checks. Analyze their usage patterns and proactively offer help or training when needed. Demonstrate continuous value and understand their pain points. This helps mitigate potential issues before they become major problems.

3. Leverage data-driven customer insights

Utilize data analytics to gain insights into customer behavior and usage patterns. Regularly track metrics like customer satisfaction scores, critical feature adoption, churn rates, etc. Use the data to segment customers, identify at-risk accounts, and tailor personalized strategies to get ahead of churn.

4. Be proactive about customer support

Provide proactive, responsive, and empathetic customer support. Put in place a multi-channel support system. Be readily available to customers when they need assistance. Timely responses and swift issue resolution significantly impact customer satisfaction and improve retention.

5. Automate your revenue retention workflows

Automation ensures consistent customer interactions while unlocking your team's true potential. This includes targeted email campaigns for upselling, cross-selling, renewal reminders, or automated customer feedback surveys. 

Ideal tech stack for revenue retention

An effective revenue retention strategy requires a well-equipped tech stack. We’ve listed the most mission-critical tools to improve revenue retention:

Customer Success Platforms

A Customer Success Platform acts as the central hub for managing customer relationships. It enables businesses to track and analyze user interactions and identify churn risks. These platforms provide comprehensive insights into customer satisfaction and retention. offers powerful capabilities to supercharge your Customer Success function:

Customer education tools

Customer education tools provide onboarding assistance and nudge adoption. This includes training materials and resources to reduce the learning curve. Additionally, interactive tutorials and in-product prompts increase adoption significantly. Some examples include Velaris Connect, Userpilot and Chameleon.

Project management systems

Customer Success teams spend a significant amount of time juggling multiple stakeholders. Project management capabilities will give your team some much-needed sanity. Project management tools help segregate several tasks, teams, and Projects. You can also set clear objectives, track progress, and collaborate with multiple teams. It is important that you are able to connect the tasks to customer data. Velaris project Management, Asana, and are good examples.

Customer advocacy tools

Customer marketing is one of the most powerful drivers of growth for SaaS companies. Customer advocacy tools facilitate the identification and mobilization of brand advocates. This provides a platform for advocates to share positive experiences, provide testimonials, and refer new customers. Influitive is a great example of a customer advocacy platform for SaaS.

Customer Support helpdesk

A helpdesk is customer satisfaction 101 and it’s likely that you already have it. A customer support platform centralizes queries, automates ticketing, and ensures prompt issue resolution. Ensure that your Support platform integrates with the broader tech stack. This ensures that there’s a seamless information flow across systems.

AI and automation

There’s a lot of chatter about AI lately and for good reason. AI has made significant strides with smart learning models. AI can improve revenue retention with:

  • Personalized communication:  Personalized email campaigns engage with customers based on their behavior and preferences. This ensures that customers receive relevant information and assistance at the right time.
  • Predictive analytics: AI can predict potential churn by analyzing customer data and historical trends. This gives you a headstart for proactive interventions before customers decide to churn.
  • Customer segmentation: AI algorithms can segment customers based on behavior, demographics, and usage patterns. This segmentation helps customer success teams target different customer groups with specific strategies.
  • Smart onboarding: AI can send customized prompts and guides to customers at specific stages of their product exploration journey. 

Wrapping up

Revenue retention is the stepping stone for sustainable growth. Customer Success teams are at the driving seat of leading your SaaS company to thrive in a competitive market. 

Achieving high revenue retention is an ongoing process. It demands innovation and an iterative approach. With the right strategies and tools, customer success managers can achieve outstanding outcomes.

Want to know more about how you can get started on the journey? Explore our Customer Success Platform.

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