Curtailing churn is a major SaaS challenge. The ultimate fix? Mapping a stringent customer-first framework that drives consistent profitability.

The largest companies across the globe have a thorn in their side. Along with snowballing competition from their peers, there’s also turmoil from digital-native firms that poach their clients with personalized and innovative solutions.

The response of a majority of large enterprises to this dilemma is one and the same: aggressive customer acquisition tactics.

According to McKinsey & Company, these companies are obsessed with acquiring new customers. But KcKinsey’s stats illustrate that the compensating value of one lost customer equates to acquiring three new ones. And even that requires an exorbitant amount of finances.

So, these businesses must shift their focus and pivot to the real leverage they entail, i.e., the existing customer base.

“Our research shows that strategies focused on delighting customers allow companies to earn greater value from their current customer base, which results in concrete financial outcomes.”

It’s straightforward- if customers like a brand’s experience and service, they’ll keep returning to it. And ultimately, with satisfaction levels that high, they could turn into brand advocates.

And those who don’t plan on coming back could as easily affect your economic performance.

So, it’s highly crucial to predict churn rate, i.e., the rate at which existing customers are dropping off. Because for SaaS brands contingent on recurring subscription fees, retaining existing customers is what truly matters.

What is churn rate in SaaS?

The customer churn rate is the percentage of customers who stopped using your SaaS product within a specific timeframe. They either jump off the ship and move on to a competitor or drop off entirely without choosing an alternative.

Why is customer churn analysis imperative for SaaS businesses?

Especially for SaaS companies, customer retention is of significant value.

But it’s also one of the most challenging aspects. It takes almost a year for SaaS businesses to break even with the total expenses incurred on a single customer.

For every client acquisition, there are additional marketing and ad expenses targeted towards potential customers, not existing ones. And the monthly subscription fees are the only revenue stream for each customer.

Owing to this logic, if the customer churns before the 13th month, the SaaS company faces relatively more losses- the CAC isn’t recovered.

Bottom line? Churn actually costs SaaS businesses more.

Retaining existing customers influences the revenue of your business, which is highly dependent on customer relationships. And revising your customer relationships begins with gauging satisfaction, renewal rates, and analyzing customer behavior.

This is where churn rate analysis becomes paramount.

It’s fundamental to note that it isn’t about gauging which accounts are most likely to defect. But those who can be persuaded to stay. The truth is they’re looking for a tad bit more. If this gap persists, customers will churn. It’s basic.

And even bad experiences can easily make or break your case. Discontented customers don’t only churn but also leave negative reviews, inherently damaging brand value.

If they’re planning to jump ship, would a discount offer help them fall back? Who’s more likely to swing back?- These should be the million-dollar questions.

In SaaS businesses, what truly drives consistent growth and stability is maintaining customer satisfaction. And their consistent satisfied engagement with the solution. It all trickles down to retaining customers who find real value in your products. These are ones who constantly renew their subscriptions, refer new users, and contribute to organic growth.

And the customers you should prioritize to reduce churn.

Only the most long-term relationships truly translate into profitability, not short-term investments.

Reducing churn for SaaS businesses: Where’s the starting point?

Understanding customer churn itself requires a dive into the factors that result in attrition. There are always trends and patterns noticeable across why customers are dropping off, i.e., what led to their dissatisfaction.

Which leads us to the types of churn- voluntary and involuntary. Voluntary churn signifies when a customer decides to terminate their contract due to monetary constraints, comparable but cost-efficient competitor products, a product that fails to meet expectations, etc.

Meanwhile, involuntary churn occurs when customers drop off due to reasons out of their control. This could imply moving out of the region to one where the service is inaccessible, or facing a technical issue that can’t be fixed.

Understanding this is pivotal for retaining the most significant customers and revamping customer satisfaction. It’s like conducting a health checkup.

You’re getting to the crux of what’s causing customer churn.

You aren’t just focusing on the surface-level technicalities. Your customers don’t always require any new product features or additional bug fixes. It must be that they need more guidance on how to use the solution to its full potential.

It’s vital to undertake a strategic framework that can unearth the core churn problems and help proactively reduce churn in your SaaS business.

Proactive ways to reduce customer churn: A customer-first framework

According to Gartner,

15% of buyers replace their existing software, either because it is incompatible with other software systems or because they find a better alternative.

There are several reasons a buyer might end up regretting their purchasing decision, from integration limitations to unhelpful customer service.

But all these are not just challenges for the customer. They’re hindrances for SaaS businesses, obstructing their path towards growth.

To navigate the churn rate complexity, SaaS companies should redesign their customer journey- from onboarding to feedback and customer support.

1. Customer segmentation based on churn possibility.

Monitor customer behavior and segment them based on churn risk levels, especially those most likely to churn. This demands active and personalized interactions with at-risk accounts.

1. You can use advanced CRM tools to leverage customer data and track their behavior. And offer them personal guidance or even incentives to change their mind.
2. Communicating with them is the most effective means to gauge their reason for dropping off. Address the disjuncture and promptly fix it. And then offer them curated offers and promotions that encourage them to stay.
3. You can also incorporate personal features into your products, especially ones that make your customers feel engaged. And not just another customer for you. For this, you can change the user interface, adjust notifications, or offer customizable dashboards.
   This way, your customers feel understood and seen. And giving them control over how they interact with and use the product.
4. Specific suggestions they offer can be integrated into the product features to ensure they receive your message: their input helps shape the product. And highlights that you’re listening to their feedback, that they aren’t just screaming into the void.

It all boils down to giving your existing customers a satisfying experience. Ascertain that they’re happy with their product experience, so your brand is the only one on top of their mind.

2. Your price points must match the solution’s functional value.

The product’s pricing models should align with the perceived and operating value. If not, users can easily view your solution as too expensive or not worth the investment, ultimately dropping off.

So, underline what your customers are willing to pay and how, and tweak the pricing points accordingly.

1. Make your solution innovative and attractive, and equally accessible. This means conducting market research on the usual rate for similar products and services. And underline what your competitors are doing, so that your prices are competitive but fair.
2. Your pricing should be based on the value of the products, not the cost of production. What are some of the features that your customers value the most? These must be reflected in the price points.
3. Different customers hold distinct expectations and needs. Your pricing models or different subscription offers should be attuned to the diverse needs of your customer base.

   In essence, Customers should have choices that fit their budget and consumption patterns. The model could range from monthly to yearly to usage-based to tackle potential churn due to financial concerns.

Take a tiered approach to pricing for services and features. There should be different levels that cater to distinct customer bases. For example, HubSpot leverages a tiered pricing model.

Source: HubSpot

In tiered pricing, there are three tiers- basic, standard, and premium. Each tier has an add-on feature or a usage limit. There are no hidden charges here. And the prices are entirely transparent.

Customers are technically paying for the features they use.

3. Cater to the customer and offer them exceptional customer support.

As said before, customer support isn’t about launching new features or fixing bugs. It isn’t always about resolving problems.

SaaS customers look for consistent customer support when they’re about to renew their subscriptions. According to Gartner, this is true for 84% of buyers. It’s about turning a negative experience into a positive one.

1. A most commonplace challenge is getting in touch with customer support teams. This leaves customers frustrated, not just with the product but also with the brand.
   Make sure that your customer service team is reachable. It could be any channel. But your team should remain responsive. Faster response times are what truly matter on this front.
2. Your customer support team should entail two mandatory skills: problem-solving and product knowledge. Get training for these teams. And help instill empathy and understanding as they converse with the customers. And while talking to them, your team must remain patient.
3. Your solutions should be proactive. Don’t wait for customers to encounter any problems and then come to you for help. Instead, use data analytics to gauge the commonly persisting issues and offer guidance from the get-go.
4. There are specific demographics of customers who wish to solve issues on their own. You should have content across your website and other channels that offer FAQs, tutorial videos, and other knowledge bases.
   These resources should comprise broad topics related to your industrial domain and be easily accessible.
5. The market makes a drastic shift every two to three years. You cannot expect your business as well as your customers to remain static.

   You must implement improvements in your operations, i.e., how you communicate with customers. Measure customer satisfaction scores, resolution times, and repeat issue rates. This is to gauge whether the feedback process is proving effective.

It’s never easy to predict which situation can turn sticky. But with the right customer support tactics, you can shift these types of situations into a win.

4. Integrate traditional customer support with customer success programs.

Customer success programs aren’t only responsive like traditional customer service. They help customers tackle any hitch while using the product. And helps them unlock the maximum potential of its features.

Customer success teams assist users in achieving their desired outcomes with the product, reducing the potential for customer attrition.

1. Ask your customers- what does success even look like for them? It, of course, depends on the domain they’re in and what they are set out to do. The goals of the customer success program should align with the customer’s business objectives and values.
2. There must be a strategy or roadmap that outlines what your team clearly must do. Especially, to help your customers reach their milestones. These roadmaps can differ across segments and change according to customers’ usage patterns or goals.
3. Your customers shouldn’t feel abandoned. You must organize periodic review sessions to underscore their progress, challenges, and feedback. And additionally offer personalized advice, tips, and tricks on using the product more effectively.
4. Lastly, track its performance by analyzing customer usage data and whether they are reaching their milestones. And how satisfied are they with the overall service.

How else will you gauge whether your customer success program is working as expected? Leverage customer health scores and tweak your program accordingly.

Customer demand and expectations are dynamic. Not every static strategy will cater to these changing components.

So, ensure that you align with customer wants and improve the overall program.

But it won’t be easy to manage customers from diverse segments. For this, a dedicated customer success team is imperative. One that only focuses on what customers need and how they can use the product efficiently.

It’ll help customers achieve their goals and address the very core issues.

5. Optimize and streamline your billing cycles.

The billing cycles that you offer to the clients must be transparent, clear, and flexible. And avoids any surprise charges on your customer’s invoice at the end of the cycle.

1. The monthly or annual invoice must highlight the reason behind each charge and offer reminders before each billing cycle closes.
2. Flexibility is paramount in SaaS. Let your customers decide their preferred payment methods (give them options that best suit the current market). And let them choose the billing frequency.
3. Allocate charges pro rata depending on whether a customer upgrades or downgrades their service, based on the subscription levels.
4. At times, customers would be satisfied with a product, but due to financial constraints, they would want to end the service. A subscription pause option can work wonders in this situation.
5. Set up a streamlined dunning process, especially to manage failed payments. This can include retry policies for failed payments, marking invoices as unpaid, or sending targeted payment-incomplete/failure messages to customers.
6. And track the right metrics to ensure your billing strategy is operating smoothly- payment success rates, churn rate, and average revenue per user.

The core solution: Wading the SaaS churn problem requires a shift in how businesses approach CX.

Rising and evolving customer expectations demand more effort from businesses. Especially to retain their support, loyalty, and engagement.

Most businesses believe delivering their solutions is the final step towards customer retention. But the real labor comes after.

It trickles down to ensuring and delivering transparency, accessibility, and reliability. And taking proactive measures to execute them to strengthen your customer’s business performance and exceed their expectations.

For different customers, a good CX is instilled in varied moments of truth- a simple, easy-to-gauge invoice or fast response time to a query.

The bottom line?

Growth doesn’t come from attempting to kickstart it, especially by aggressive customer acquisitions. Or from an overflowing cup of acquisitions that might quickly churn.

But profitable and consistent growth stems from offering exceptional service to existing customers. And reduction of churn, not those most likely to defect, but those most likely to stay.

This is the ultimate clue to sustainable revenue growth.