CSM – Revenue Tracker Guide

This guide will help you understand the Revenue Tracker, a key tool for managing client information and financials. We’ll cover what’s in the tracker and how it helps you in your Customer Success Manager (CSM) role.

Color Coding for Billing Status (Important!) #

When processing billing, you’ll use color coding to mark the status of payments in the monthly fee/spend columns:

• Green: Fees have been paid in full.
• Orange: A partial fee has been paid.
• Yellow: The paid amount is different from the normal contracted amount.
• Red: The payment failed. (If a payment fails, the client will likely appear on the “Outstanding” tab).

• Tabs: You’ll see tabs like “RT 2025”. This refers to the Revenue Tracker for clients in Class A for the year 2025.

Understanding the Columns (Class A – 2025 Example) #

• Column A: Client Business Name
• Column B: CSM
  • This shows the Customer Success Manager assigned to the client.
• Column C: Billing Date
  • The date on which the client is billed each month.
• Column D: Launch Date
  • The date the client’s services officially started.
• Column E: Contract Term Date
  • This date is typically 90 days after their Launch Date. It also depends on their rollover period. Rollover periods are usually six months but can be adjusted based on discussions with the client. You’ll notice this date can vary.
• Column F: Contract Length Duration
  • This tells you how long the client’s current contract is. It could be month-to-month, six months, two months, or three months, often depending on the cost and the Contract Term Date.
• Column G: Projected Lifetime Length
  • This is an estimate of how long we expect the client to be with us, calculated from their Launch Date to their current Contract Term Date.
• Column H: Off-boarding Date
  • If a client decides to leave before their Contract Term Date is up, we enter their official off-boarding date here.
• Column I: Actual Lifetime Length
  • Once a client is off-boarded, this column calculates the actual duration they were with us. This can differ from the Projected Lifetime Length.
• Column J: Stripe Link
  • This is a direct link to each client’s Stripe account. Super handy for billing! Clicking it should take you to the correct client’s payment details.
• Column K: Last Four of Credit Card
  • Shows the last four digits of the credit card the client uses for billing. This helps verify you’re looking at the correct payment method in Stripe. For example, if you see “4323” here, the Stripe account should reflect a card ending in those digits.
• Column L: Retention Notes
  • These are important notes about client retention. For example, if a client has concerns, just launched, cancelled, or anything else noteworthy. We’ll dive deeper into what these notes look like in the RTS (Retention Tracker System) tab training.
• Column M: Contracted Agency Fee
  • The minimum agency fee agreed upon in the client’s contract.
• Column N: Minimum Ad Spend
  • The minimum ad spend amount agreed upon in the client’s contract.
• Column O: Appointment Closer Fees
  • You might see different amounts here:
    • $29: For all new clients, regardless of whether we’re booking into an external calendar.
    • $19: For older clients if we’re not booking into an external calendar.
    • $24: For older clients if we are booking into an external calendar.
• Column P: Client on Subscription/Payment Plan?
  • This is a drop-down menu indicating the client’s payment status:
    • Yes, Agency Fee
    • Yes, Ad Spend
    • No, currently on a subscription or payment plan
    • Yes, Multiple Fees (meaning they are on one or the other)
• Column Q: Contract Type (PE or CBMA)
  • This indicates whose Business Manager we are using:
    • PE (Partner Entity): We are running ads from our business manager.
    • CBMA (Client Business Manager Account): We are running ads from the client’s business manager. (Note: The transcript mentioned “CMBA,” but it should be “CBMA”).
    • Impact on Ad Spend: If a client is CBMA, you generally won’t see “Ad Spend Due” for them in the monthly columns, as they manage it. For PE clients, we track ad spend due.
• Column R: Status
  • The current status of the client

Monthly Financials (Columns S onwards) #

From column S, you’ll see sections for each month (e.g., January, February, etc.).

• [Month] Fees (e.g., January Fees): This always refers to the Agency Fee.
• [Month] Spend (e.g., Jan Spend): This refers to the Ad Spend.
• [Month] AC (e.g., January AC): This refers to the Appointment Closer fees.
  • Billing Cycle: Appointment Closer fees are billed on the 1st of every month. Agency Fees and Ad Spend are billed on the client’s specific Billing Date (see Column C).
• [Month] Notes (e.g., January Notes):
  • Use this for any specific notes related to that month’s billing.
  • Example: If a client has a $2000 fee but a $500 discount for the first three months, you might note it as “2000 – 500” so it’s clear when you click on the cell.