Configure revenue center

Who can use this feature?

  • All users with access to Executive Console can use Revenue Center; all team members can update account forecasts
  • Configuring settings, overriding values, defining goals, and setting forecasts for all accounts requires global admin or advanced permissions
  • Available on Enterprise plans

Revenue Center is automatically configured and available to teams for forecasting and analyzing account revenue. Global admins and users with advanced permissions can further fine-tune Revenue Center to ensure accurate and meaningful data.

Manage access to Revenue Center

Within Settings > User Management > Permissions > Application Permissions, set your access preference for Executive Console. The setting applies to all features within Executive Console.

  • Only specific roles
  • Every member of the team
  • No one

Review primary attributes

Revenue Center relies on the following attributes:

  • Status: Indicator of churn (changes from paying to cancel)
  • Contract value: Indicator of upsell and downgrade
  • Contract renewal date: Provides insight into forecasting
  • Contract start date: Provides insight into past data 

Ensure the following:

  1. To display financial data accurately, ensure that more than 25% of your accounts have a contract value and status populated. 
  2. If any of the override effective date attributes already exist in your billing system, CRM system, or any other sources, it is important to sync it with the override effective date attributes (Cancellation date and last contract value change date). 

Define revenue settings

Revenue settings apply to all teams.

Admins and users with permissions can also access Revenue Center settings from within the upper, right corner of Revenue Center.
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  1. From Settings expand Data Management > Revenue Center.
  2. Choose a preference revenue source:
    • Account contract details
    • Opportunity-based details
  3. Choose a preference for financial year period:
    • Monthly
    • Quarterly
    • If you need to define your fiscal year, go to your 'General Settings' and locate the 'Financial Year Setting'. Then set the first month of your fiscal year and the current financial year.
  4. Choose how you want to represent customer contracts:
    • Annual recurring revenue
    • Monthly recurring revenue
  5. Add up to two additional filters to the team view dashboard (in addition to My Accounts and All Accounts). Choose from account level attributes.
  6. Choose a preference for churn calculation:
    • Churn based on total ARR (Lost ARR / Starting ARR)
    • Churn based on renewable ARR (Lost ARR / Renewable ARR)
  7. Choose a preference for renewal notifications for accounts without a renewal date. This scenario often occurs when you offer monthly subscription contracts.
    • Show them as renewables every month
    • Notify me when there are accounts missing a renewal date
  8. Choose a preference for which level in your account hierarchy you want to set a forecast:
    • For each account with a contract value
    • For specific account types. If you choose this option, you must select the account type you want to use; do not use the pre-selected "Account Type" option.
    • Overall company
  9. Click Save Configuration.

Set company goals

A goal represents a commitment for the overall company. Goals rarely change within the time period and applies to all accounts (cannot be set per team).

Only global admins and users with advanced permissions can set goals.

  1. From the left nav, click Revenue Center (under Executive Console).
  2. From the timeline, choose the time period.
  3. In the team view, click Set Goal.
  4. Enter upsell ARR goal and lost ARR goal.
  5. Click Save Configuration.
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Validate revenue center data

Click inside any of the dashboard items to review and update data, or download for more analysis.

  1. From the left nav, click Revenue Center (under Executive Console).
  2. From the timeline, choose the time period.
  3. In the team view, click on a number to view details (e.g., Upsell ARR).
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  4. Compare the value shown to your system of record (CRM, upsell data spreadsheet, other).
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  5. Optionally download this account list as a CSV file for further comparison.
  6. Click Save for any changes made.
  7. Continue validating the QTD data for different account segments and past periods in the TRC tabular view.

Override revenue center data 

If the data in your system of record or the data that was sent to Totango is inaccurate, here are two mechanisms to help override the data.

Override actual data at the account level 

For cases where the account had been canceled and the cancellation was delayed being entered in the CRM system, this delay can cause a canceled account to appear in the wrong period. Revenue Center monitors the date when the change in status happened so the account will appear as canceled at this specific date.

  1. Enter the desired “Cancellation Date” in Revenue Center to override any cancellation date and treat the account as canceled at the desired “Cancellation Date”.

    Entering the “Cancellation Date” is optional as it is used for fixing your churn data. This attribute must be enabled to be editable in Spark.


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  2. In a similar manner, you can override "Contract Start Date" to influence the starting ARR and starting accounts, or override the "Last Contract Value Change Date” to influence Upsell ARR, Upsell accounts, Downgrade ARR and Downgrade accounts.

    You can change these date attributes from the Revenue Center, segments or account profile, or sync with your CRM or load it using Customer Data Hub.

Override actual data at the company level

If you do not need/want to drill down to the specific account level in order to override data, you can override past and current data at the company level instead. Click on Override Values, and enter your values.

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Add past data

If you need to analyze your financial data over time, and you are a new Totango customer, you can input your past data and consume it across Revenue Center (in company view, breakdowns, and trends). Use the Override Values at the company level option (see above).

Sync forecast data with other systems

Forecast attributes are like regular account attributes in Totango. You are able to sync these attributes from Salesforce or Customer Data Hub. There are 3 forecast attributes:

  • Forecast state: An account can be in one of these forecast states (no other terms are allowed):
    • renewal
    • churn
    • upsell
    • downsell
  • Forecast period: The day when the forecast will take effect (usually the first day of a month/quarter). This attribute accepts a date format. 
  • Forecast contract value: This is a numeric attribute and should be aligned with the forecast state attribute:
    • For each forecast churn, the forecast contract value must be 0
    • For each forecast renewal, the forecast contract value must be equal to the current contract value.
    • For each forecast upsell / downsell, the forecast contract value should represent the new contract value (after the upsell / downsell).

When syncing forecast data to Totango, every account must have 3 forecast attributes (Forecast State, Forecast Period, Forecast Contract Value). An account without 3 forecast attributes will not be synced.

FAQs

Question: How can I load past data to Revenue Center?

Answer: Align your accounts contract start date by syncing a contract start date attribute to Totango. You can also enter past data using the override mechanism.


Question: How do I backdate for when the contract was actually closed?

Use case: Sales gets the deal in on Dec 31st, but only updates the record in Salesforce on Jan 5th.
Revenue Center detects the contract value change on Jan 5th and understands that the contract was closed in Jan, when in fact it was in Dec.

Answer: In order to solve this backdating situation to accurately reflect the real deal date, override revenue center data by clicking on the "Starting ARR" QTD cell, and changing the "contract start date" value in the dialog. 


Question: When I download the renewable list of accounts, I see several additional fields. Is it okay?

Answer: The renewable account list combines actual and forecast data. The downloaded file separates this data into different columns.


Question: If I add a new account to Totango after the start of the forecast period, and that account is upsold within that period, is the upsell revenue included in the upsell calculation?

Answer: No. Accounts that are added to Totango after the period starts are excluded from all Revenue Center calculations including upsell, downgrade, and churn until the next period begins.


Question: The Revenue Center is not operational. I see an error message, "Oops! There seems to be a problem."

Answer: Ensure you selected the account type you want to use if you chose to forecast using account hierarchy levels by account type. Do not leave it set to "Account Type."

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