SaaS company on Shopify
A Shopify-Based SaaS Company: Ending Spreadsheet-Tracked Subscription Renewals
A Shopify-based SaaS company replaced manual tracking of thousands of renewals with automated monitoring, segmentation and staged reminders. Successful renewals rose by 75 per cent.
Timeline: Six-week deployment roadmap
- 95% Accuracy in expiry date tracking
- 75% Increase in successful renewals
- 90% Reduction in manual renewal management time
- 300% Boost in operational efficiency
- ~$500K+ Annual savings in administrative costs
The problem
The customer management team tracked thousands of software subscription expiry dates in spreadsheets, searching daily for upcoming renewals. Follow-up emails were manual and generic, systems were disconnected with no central view of each customer, and manual tracking led to missed renewals, incorrect segmentation and lost revenue.
- Thousands of expiry dates tracked by hand in spreadsheets
- Generic manual follow-up emails missed renewal opportunities
- No central customer view across disconnected systems
- Missed renewals, incorrect segmentation and lost revenue
What we built
We built a Make.com system that syncs Shopify orders into a Google Sheets database, where an AI subscription assistant monitors expiry dates at 30, 14 and three days out. Customers with ten or more purchases are moved to auto-renewal. Other customers are checked against a do-not-email list, and those who can be contacted receive 30-day, 14-day and three-day reminders through the Gmail API. Where a product has been discontinued, the system sends an email suggesting a substitute, and every renewal status is updated in real time with a full audit trail.
Tools: Shopify, Make.com, AI subscription assistant, Google Sheets, Gmail API
How we ran it
Every engagement follows The Claro Build Framework.
- Assess: We reviewed how renewals were tracked and followed up, and identified manual spreadsheet monitoring and generic emails as the causes of missed renewals and lost revenue.
- Design: We designed the segmentation rules for high-volume customers, email preferences and discontinued products, and a three-stage reminder schedule.
- Build: We integrated Shopify with the database, built the segmentation logic, email campaigns and automation workflows, then tested before full production launch.
- Sustain: Handover followed The Adoption Standard: a structured 45-minute handover call and documentation written as the system was built.
The result
Expiry date tracking reached 95 per cent accuracy, successful renewals rose by 75 per cent and the company reports zero missed renewal opportunities. Manual renewal management time fell by 90 per cent, operational efficiency rose by 300 per cent, and the company reports more than $500,000 in annual administrative savings.
Client name withheld for confidentiality.