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Subscription businesses · CRM

Keep one record per member, from first trial to the day they leave.

A CRM for a subscription business is the record of each member's plan, payments, messages and renewal date in one place. GullySales works on setting up the fields, stages and views that tell you who is about to renew, lapse or leave.

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Scope, fee, reporting and term are agreed in writing after we have read your brief and spoken to you.

Software Subscriptions product collection

What CRM means

A CRM is the record where every enquiry, call and quote is kept against a customer, replacing separate notebooks, spreadsheets and memory. GullySales sets up or cleans an existing CRM and reports from it by enquiry outcome rather than by activity logged.

Also for subscription businesses

Sales and marketing for subscription businesses, the overview.

Last updated 18 Oct 2026.

For subscription businesses

Where it usually goes wrong, and what we would do.

  • “A spreadsheet loses the renewal date”

    A tiffin kitchen with a sheet of names and phone numbers soon holds three versions of the same member. Nobody knows who renews this week or who skipped twice. The renewal date and plan need to sit next to the name.

  • “Payment status belongs beside the conversation”

    When a member's mandate fails, the person on WhatsApp should see it before replying. Support, billing and sales working from separate lists give the member three different answers. One record makes the reply consistent.

  • “Tags decide what you can do later”

    A member tagged with the plan, locality, source and reason for any pause can be reached with the right message. An untagged list can only be sent a general one. The tags you pick now are the segments you will have in a year.

  • “A heavy tool is abandoned”

    A CRM with thirty fields is filled for a week and then left. For a small subscription business, a few fields kept current beat a large setup that nobody opens. Choose the tool your team will actually update.

What we do

What we deliver for subscription businesses.

Every deliverable, what it covers for you, and the result it is there to produce. Nothing here is an extra.

  1. A member record design

    The short list of fields for plan, start date, renewal date, payment status, source and notes.

    Result: Each member has one record with those fields.

  2. Pipeline stages for trial to member

    Stages from trial request to paid, active, paused, at risk and lapsed, with a rule for each.

    Result: You can see how many members sit at each stage.

  3. Views for renewals and failed payments

    Saved lists of those due to renew and those whose payment has failed, ready for the team each day.

    Result: The daily list is one click away.

  4. A tag and source scheme

    A short, fixed set of tags so the same word means the same thing for everyone.

    Result: Lists can be filtered without cleaning them first.

  5. Import and clean-up of existing lists

    Your sheets, WhatsApp contacts and billing exports merged and de-duplicated into one list.

    Result: One clean list replaces the scattered ones.

  6. A short guide for the team

    A one-page note on what to update, when, and who owns each field.

    Result: New staff can follow the routine on day one.

How the result is measured

  • Enquiries logged in the CRM
  • Data completeness
  • Reports generated from CRM data

Recorded as a baseline before work starts, so every later report has an honest comparison.

Read the full CRM implementation and customisation page

Fields worth keeping

The fields a subscription business keeps for each member from trial to exit.

Plan, start date and renewal date
Set by the system at sign-up. The renewal date is the date a spreadsheet loses first, and it drives every reminder you send.
Payment status and mandate
Updated by the accounts person or the payment tool. A failed payment sits beside the conversation, so staff see why a member went quiet.
Pause, skip and change history
Entered whenever a request is handled. It stops a request lost on a chat, and shows which members pause and come back and which leave.
Reason for leaving
The person handling the cancellation picks from a short list and adds a line. After some months it shows what to fix in the plan.
Tags: trial, offer, referred, lapsed
Applied at sign-up and exit. Tags decide what you can send later, such as a welcome back note to lapsed members only.
Consent to messages
Recorded at sign-up, with the date. You need it before sending reminders and offers by chat or email, and it must be easy to withdraw.

Who it is for

This is written for these subscription businesses.

  • Meal plan and tiffin subscription kitchens
  • Milk, grocery and daily essentials delivery subscriptions
  • Magazine, newsletter and content membership businesses
  • Gym, studio and club memberships
  • Software and app subscriptions
  • Subscription boxes for snacks, books, pets or self-care
  • Learning memberships and coaching programmes
  • Annual maintenance and care plan providers

Not for

It is not the right fit if.

  • You have a small number of members and a spreadsheet with renewal dates already works.
  • You expect the tool to take payments, but payments need a separate payment provider you have not yet chosen.
  • No one is assigned to own the data, and a register that everyone edits will be wrong within weeks.

How it works

How the CRM work runs

The work itself, in order. How an engagement starts, from your brief to a written scope, is set out on our method page.

  1. 1

    Map the sales process

    We sit with the people who sell and write down how a deal moves from enquiry to payment, including where it stalls.

  2. 2

    Agree stages, fields and owners

    Each stage gets a name your team already uses and a proof that the deal has left it. We agree which fields are required at which stage, and who may change what.

  3. 3

    Build on a copy

    Pipeline, fields and views are built on a trial copy where the CRM offers one, or in a separate pipeline where the plan allows. Live work stays untouched.

  4. 4

    Connect channels, then switch on automations

    Channels are connected first. Each automation is then switched on separately, so a misfiring rule is easy to find.

  5. 5

    Test with real deals

    The people who will use the CRM run open deals through it. Gaps are fixed before the whole team switches over.

  6. 6

    Switch over and trim

    Once real use shows which fields stay empty and which stages nobody uses, those are cut and the handover record is updated.

Where this fits

Three pieces of sales work, in this order.

This work sits inside sales management. A target, a review routine and someone who owns the number.

  1. Step 1

    Sales audit

    Find where deals are being lost and what to fix first.

    Start here if you cannot say where orders are lost.

  2. Step 2

    Sales process design

    One written way to sell, from first enquiry to repeat order.

    Start here if every salesperson sells differently.

  3. Step 3 · you are here

    Sales management

    A target, a review routine and someone who owns the number.

    Start here if the team has targets and no routine.

Tell us what you need Your brief is read before we call. Scope, fee and term in writing.

FAQ

Questions owners ask before they call.

Not here? More answers, or ask on WhatsApp.

Tell us what you need
Which CRM should a small subscription business use?
One your team will update, that connects to WhatsApp and your billing. Several tools in common use in India fit. We compare them against your needs rather than recommending by habit.
Can the CRM take payments?
The payment provider does that and the CRM shows the status. Recurring payment rules change, so check them with your provider and your adviser.
Who should own the data?
One named person should own the quality of member data, and the business should own the account. Avoid keeping the only copy on a personal phone.
Who should own the member data?
One named person in the business, who decides who may see it and keeps consent records. Members own their information, and rules on personal data apply, so check with your own adviser. Ownership matters because a shared sheet with no owner is the one that goes wrong.
How much does it cost?
There is no price list, because the work differs by business. The fee is scoped after we have read your brief and spoken to you, and put in writing before anything starts, split into our time, your media spend and production.
How long is the contract?
The term is agreed in writing after we have spoken, along with the fee and the reporting. It is never a default twelve months, and renewal is decided on the numbers against the baseline recorded at the start.
How soon will we see results?
It depends on the trade, the channel and what is already in place. After we have read your brief and spoken to you, we say what we would expect to move first and how it will be measured against the baseline. Nothing here is guaranteed.
Who will actually do the work?
The person you speak to before anything starts. We work from one office in Nagarbhavi, Bengaluru, with no account managers in between.
What do you need from us?
Your brief, and a conversation. After that, access to whatever this work touches, such as your website, your accounts or your enquiry record, and time with the people who handle your enquiries.
What if we are not happy with the work?
Tell us and the plan changes. Everything is reported against the baseline, so a number that is not moving is visible to both sides. The term is in your written scope, and the refund and cancellation policy sets out the rest.

More for subscription businesses

Everything else we would do for you.

Closest to this: leads and follow-up

Also for subscription businesses

Or start from the overview: sales and marketing for subscription businesses.

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