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8 out of 10
April 29, 2021
We currently use SaaSOptics in Finance for sending out and tracking invoices for our SaaS clients. It has cut down on invoicing time …
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What is SaaSOptics?

SaaSOptics is a subscription management platform that allows SaaS vendors to monitor their customers' subscription usage and manage renewals and invoicing. It integrates with payment tools like Stripe, Recurly, etc. as well as with QuickBooks.

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Product Details

What is SaaSOptics?

SaaSOptics is a subscription management platform that allows SaaS vendors to monitor their customers' subscription usage and manage renewals and invoicing. It integrates with payment tools like Stripe, Recurly, etc. as well as with QuickBooks.

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Reviews and Ratings



(1-10 of 10)
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Score 3 out of 10
Vetted Review
Verified User
Review Source
SaaSOptics (SO) integrates with our CRM (Salesforce) and our GL accounting software (Quickbooks Online; QBO). I inherited this software from several predecessors before me. SO mainly serves as an intermediary between our CRM and GL to keep track of our customers, send invoices and perform collections and dunning, maintains our revenue and deferred revenue schedules and ARR reporting so we don't have to use Excel. Not having to keep track of all of this in Excel is a huge benefit for us and allows us to delegate the bookings process to a lower level staff member. The automated emails when an invoice becomes past due (or any other time period you set) is helpful as well. SO can also sync sales tax settings from QBO so we properly charge sales tax to our customers.
  • Integrates with CRM (Salesforce) and accounting software, and keeps our team out of Excel for revenue and deferred revenue
  • Provides assistance with automating our AR collections process
  • The Quickbooks Online (QBO) and SaaSOptics (SO) sales tax integration seems to work well (with the help of a sales tax consultant) and allows us to stay organized enough that we haven’t needed to implement another software like Avalara
  • You can easily export a Transaction List of all transactions in the system
  • You can set up a parent/child relationships to get more accurate ARR reporting at the customer account level and customer count level.
  • The ability to set up and allow customers to make payments by ACH and credit card through the Stripe integration was easy to set up. It does take 2 days for credit card payments to hit your bank account though, and you can’t pass along the credit card fees to your customers (some states don’t allow passing along the fees to customers).
  • I can barely use the full functionality of the software because of reporting and transaction issues that are not easy to resolve, and appear to be system limitations. For example, the cohort report doesn’t make any sense, the gross renewal and reports are completely inaccurate, and they still haven’t created an accurate, standard MRR and ARR report (order dates before the subscription period could result in overlapping transactions, which will be excluded from the ARR report, so your ARR is understated and you could make uninformed decisions)
  • You cannot renew transactions between customers, which is a total pain. There is very little guidance on how to handle mergers and acquisitions and there has been a significant amount of M&A in the market lately. Their customer support says you need to move the invoices to the new customer in your GL system, but I don’t want to change any historical information that could potentially change our audited financials.
  • It is too easy to make mistakes and not understand or realize where and how the issue was created and how to resolve it
  • There is very limited information (MRR and ARR at End of Month, and Total AR Balance, which isn’t groundbreakingly helpful) you can send from SaaSOptics to Salesforce, and the Salesforce IDs can easily change without you knowing, which stops the information from flowing from SaaSOptics to Salesforce
  • They have a Dropbox functionality to save executed contracts, but I think it would be better to store them in your CRM where the sales, AM, and CS teams can access the docs instead of trying to teach your team members how to us SaaSOptics.
  • They have a Clearbit integration to get more detailed information about your customer, but I haven’t set this up, and am unsure why you would use it if your CRM already imports information from ZoomInfo
  • They don’t have an integration with, so I don’t understand how they expect customers to use their expense module
  • There is no need to use their expense module for 606 commissions if you already have a commission software that can handle 606. I haven’t had to implement 606 on the revenue side, but that seems to be a more practical use case.
  • You can’t natively integrate with a customer success software, like ChurnZero. You need to hire a developer or pay more.
  • It is difficult to collaborate and share reports with other parties. Their reports doesn’t export cleanly either and requires additional Excel manipulation. There is no multi-year reporting without creating custom fields and additional data entry. You can’t easily create a bookings report based on the order date or signed date, which could be different than the subscription start date.
  • The granularity of security settings is not great and they don’t help you organize and direct users to use the software. My preference would be to not have any report users in the system.
  • There are poor notifications about invoice issues. For example, our AR invoice email keeps getting unsubscribed when we want to have a copy of the invoice saved in our email to prove it was sent. If an invoice is rejected or kicked back, then you will not know until the invoice becomes past due and you start investigating why your customer hasn’t paid you yet.
  • Invoice template changes impact all previous invoices, which doesn’t make sense and distorts your audit trail. Invoice template changes should only impact the present and future invoices. You also can’t easily add invoice 1 of 8, invoice 2 of 8, etc. You have to have manually type it in the invoice description.
  • The detail for revenue and deferred revenue does not sync to the GL. You have to make a manually summary journal entry once a month.
  • There is no data validation on the billing and shipping state fields so when you run a report of “Sales by State”, you will have uncombined rows for “CA”, “California”, “Ca”, which isn’t helpful as we try to do an economic nexus review for sales tax.
SO is helpful for small accounting and finance teams that do not want to manage revenue, deferred revenue schedules, ARR, and customer count in Excel. It is also well-suited for organizations that have very few mergers and acquisitions among their customer base, are not dependent upon the SO projections for FP&A, want to have a more automated AR invoice collections process, and receive payments through credit card and ACH easily.
April 29, 2021


Score 8 out of 10
Vetted Review
Verified User
Review Source
We currently use SaaSOptics in Finance for sending out and tracking invoices for our SaaS clients. It has cut down on invoicing time tremendously, as we used to just manually create them in QB and track them using Excel. Some of the reports have been useful to product and sales teams as well.
  • Invoice Automation
  • Data Integrations
  • Customer Service
  • Options for Cash-based businesses. While it's not GAAP compliant and most users are accrual, many SaaS start ups are still small and operating on a cash basis.
  • Commissions Module since SO already has all our data intergrations
  • So many different features and data entry points that manual data entry errors are common
SaaSOptics is awesome for growing companies that want to automate their invoicing. I like that it is also aimed at subscription based sales structures rather than sales that occur at a single point in time (but has the ability to support both). SaaSOptics makes it super easy to keep track of subscriptions, renewals, co-terms, etc. The reporting is a great feature, but we are unable to use most of the reports as we are a cash-based accounting firm. SO caters to accrual accounting and GAAP compliant firms which makes sense as it is the most commonly accepted accounting basis here in the US, but many small SaaS start-ups are still operating on cash basis. We are one of those companies, so we are able to get a ton of use out of the invoicing side of things, a lot of the reports are useless for us. We also wish SO had a commission module since we already integrate our CRM and accounting softwares into it, but that is not a make it or break it for us. We love the time SO has saved us.
Christopher L. Smith | TrustRadius Reviewer
Score 10 out of 10
Vetted Review
Verified User
Review Source
We used SaaSOptics for a few things:
  1. Manage customer contracts.
  2. Invoice customers.
  3. Invoice collections.
  4. Link between Salesforce and QuickBooks.
  • Very easy to automate and keep track of invoices.
  • Great collections tools - automate messaging to customers that drives collections via cadences functionality.
  • Single source of the truth, maintains everything related to each customer's contract. Schedules out invoicing, revenue recognition, renewals along with storing actual contract and notes.
  • Our implementation process was a bit overwhelming. Too much information, too deep, should have focused on core functionality first. I believe they fixed this subsequent to our implementation.
  • Should be able to attach physical contract to the contract level, not at the customer level.
  • I never really used the analytics and reporting functionality, seems like it would have been great.
It fit our use case perfectly. We acquired hundreds of contracts with an acquisition (prior to had only a few contracts). Our business model completely changed and we needed to make sure there were no interruptions in billing and most important collections from these contracts. SaaSOptics helped me quickly get control of and manage these contracts and get processes in place.

Best used for recurring invoicing - monthly, quarterly annually, etc. Invoicing and collections can be automated without the need to hire staff.
Score 10 out of 10
Vetted Review
Verified User
Review Source
We use SaaSOptics for our billing needs. The invoicing service, past due reporting, and total financial history reports are used daily by executive leadership and customer management. Our CSMs are confident in using it and helping their customers. We track growth and expansion through the interactive reporting, and we are then make plans for continued success with our expanding users.
  • The default reports are easy to use and provide concise information.
  • Tracking what my customers have spent, and what items they have purchased, is easy to find and identify.
  • Their support squad is fantastic.
  • There are some minor UI changes that would improve ease of use and functionality.
SaaSOptics is great for our billing management. It's easy to help customers update their billing information, sending them their current invoicing, and tracking any past due invoices. The reporting is clear to know where we are winning as a team.
I haven't found a scenario where SaaSOptics has not met my expectations for the service it provides.
Score 9 out of 10
Vetted Review
Verified User
Review Source
We are a SaaS Platform and use SaaSOptics to track all customer contracts and to invoice all customers. This solves the issue of tracking credit card payments of similar amounts by numerous customers. We have SaaSOptice integrated with QuickBooks Online.
  • Tracking and renewing all contracts with numerous customers
  • Invoicing customers via email
  • Tracking payments by customers by both credit card, ACH or check
  • We have contracts that are 12 months long but customers pay monthly. When terms change (raise or lower price) mid contract, changes are not easy.
  • AR collection was an issue. However, SaaSOptics just released a report to track outstanding invoices and it works great.
  • Integration with QuickBooks is OK but it isn't straightforward to issue a credit memo for a particular customer.
Revenue recognition is a big issue for SaaS companies whether or not they are audited. SaaSOptics was built around the idea of proper revenue recognition per GAAP. If you have contract with more than 15 customers and need to track those contract expirations, bill the customers, and are concerned with revenue recognition, then the product works well.
Score 10 out of 10
Vetted Review
Verified User
Review Source
I am an outsourced controller and selected SaaSOptics for my client who sells software as a service on a subscription basis. After attempting to track deferred revenue using an Excel spreadsheet, I knew that there had to be a better way. SaaSOptics allows us to track our contracts, automate billing and payment and generate very useful financial and analytic reports that allow us to better manage the business. It's also taken a huge burden off me as a controller when it comes to generating financial statements using Revenue Recognition.
  • Tracks revenue recognition and provides journal entries, simplifying the accounting process
  • Provides monthly and annual revenue recognition reports and analytics that allow us to manage the business more easily
  • Maintains all of our relevant contract info, including attachments
  • Automates recurring billing and payments
  • The dashboard is difficult to customize
  • I would like to be able to delete report snapshots and have a better way to organize saved reports
  • Chat feature for help would be nice
For any business that needs to follow ASC 606 Revenue Recognition standards - [they] need to ditch the spreadsheets and go with SaaSOptics.
February 16, 2019

We "heart" SaaSOptics

Andrew Christianson | TrustRadius Reviewer
Score 10 out of 10
Vetted Review
Verified User
Review Source
We use SaaSOptics as a single source of truth for all our contracts. It is a primary function of our Operations team but used to inform other departments such as Sales and Customer success. SaaSOptics helped us gain clarity and certainty into our customer contracts and solidify our revenue recognition to GAAP standards. In addition to revenue, it has streamlined our reporting for SaaS economics, Invoicing, and AR.
  • The software was built by a SaaS company for SaaS companies. This comes through in the user experience and training.
  • Integration with Avalara was very important and appreciated.
  • The subscription momentum reporting is amazing. Almost every meaningful SaaS metric in one place.
  • Would love to a see a commissions module or add on. This would add an incredible amount of value to our organization.
  • Improved documentation of general use case workflows. Having a visual and starting point for what needs to be done would go a long way in grasping what needs to be done in various scenarios (new contract, renewal, cancellation, refund).
SaaSOptics absolutely nails contracts. It has the flexibility to deal with your one-off situations and then provides great default settings for the majority of contracts.
Jodi Shaw | TrustRadius Reviewer
Score 10 out of 10
Vetted Review
Verified User
Review Source
Stave first looked into SaaSOptics so that we could accurately record deferred revenue and our subscription services. The integration with QBO and HubSpot has extended our use of the product from just being an accounting tool to being a tool for our sales and customer success staff. SaaSOptics allows reporting not only on subscription metrics but also on revenue, customer and project metrics, which has proven to be extremely beneficial.
  • Reports on subscription services
  • Reports on revenue deferrals
  • Integrations
  • Invoicing
  • Would love to have more control over reports, customization, and printing to PDF instead of just CSV.
If you are a SaaS provider needing a way to report on annual recurring revenue, monthly recurring revenue, or deferred revenue, then SaaSOptics would work for you.
Kim Mitchell | TrustRadius Reviewer
Score 10 out of 10
Vetted Review
Verified User
Review Source
We are using SaaSOptics primarily for its revenue recognition and reporting functionality. Current users are myself, in the weeds and using it daily, and our CEO and Sales team who use it for various metrics. The biggest business problem it addresses is revenue recognition. It also provides great metrics for our Bus Dev team.
  • Revenue recognition. No more spreadsheets! It is robust and highly configurable.
  • Metrics around SaaS sales. ARR, MRR, TCV. All of these things are available quickly and easily,
  • Syncing with QuickBooks Online. Nice to not duplicate our efforts. You can continue to invoice using QB, or you can use SaaSOptics to invoice. The flexibility is appreciated.
  • I would like a bit more visibility into sub-customers. All sub-customers are currently listed under the parent. If there were a way to differentiate each sub-customer without having to drill down too far that would be great.
I would recommend SaaSOptics just for the revenue recognition functionality alone. It is robust, and I can finally trash my clunky spreadsheet. But it also comes with analytics and reporting functionality that is very useful as well, across Finance and Sales. I found the implementation to be useful, because we ended up migrating our own data, and in so doing, I was able to learn the software and how it works in a more complete way. I still have a lot to learn about the reporting, but I feel as though I understand how it works on its own, and how it works with QB. Getting our revenue recognition right for 2019 and onward was a high priority for us, since new revenue recognition standards are applicable to non-public companies this month. The process enabled us to "audit" our current year revenue recognition and make sure we have everything in place going forward for accurate, complete and current financial statements.
Mindy Molisee | TrustRadius Reviewer
Score 10 out of 10
Vetted Review
Verified User
Review Source
SaaSOptics is used for our contract and revenue management, billing and collections. It is primarily used by the accounting and finance teams, however, all departments utilize the information derived from the system for addressing business needs. For example, our support teams access SaaSOptics transaction and invoice data with the integration to give information to clients across multiple products without transferring them to the billing department.

It has also address the following major business problems:

  • Month-end reconciliation and close has decreased due to the accuracy of the system and the level of detail provided in our GL.
  • The executive team now has access to metrics that were previously non-existent for our company through other software.
  • Collections efforts have improved with their new collections module.
  • Billing accuracy has improved entirely and call volume to address billing concerns has reduced.
  • Quote-to-cash process has improved with Stripe and integration.

  • Managing deferred revenue.
  • Contract management is flexible and allows us to see data that we never had before.
  • Billing is painless and is now done within a couple hours. Previously it would take at least 1-2 days.
  • Business Metrics and Reporting.
  • I would like to see a feature where clients can be notified if payments are applied to invoices.
Managing deferred revenue can be tedious and inaccurate if not maintained properly. For a B2B business, SaaSOptics has the functionality that allows for us to properly build contracts, bill, and recognize revenue, streamlining the month-end close. Since it syncs customer-level detail with our GL, it allows for easy reconciliation. SaaSOptics has allowed us to be more flexible for our clients and their billing needs.
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