Managing Renewal Optimizations

Overview

Renewal Optimization lets you apply pricing and plan changes to targeted subscriptions at scale, without updating them individually. Define an audience, choose an action (plan change, price adjustment, or Align to Catalog), configure how and when changes take effect, then preview and publish, all through a guided wizard.

For statuses, exclusions, and pricing concepts, see Renewal Optimization.

Create a Renewal Optimization

To create a new Renewal Optimization, go to Renewal Optimization in the left navigation and click + Create Renewal Optimization to launch the guided wizard.

The wizard has four steps:

1. Audience: Choose which subscriptions to target.
2. Actions: Define what changes to make.
3. Configurations: Control when and how changes are applied.
4. Preview then Publish: Preview an exact simulation of changes for the subscriptions in the audience, then confirm and execute the optimization.

A progress stepper at the top shows your position in the wizard. You can move between completed steps by selecting them in the stepper.

At any point, you can:

• Click Save as draft (top-right) to save your progress.
• Click Back to return to the previous step.
• Rename the optimization by clicking the edit icon next to its name.

Step 1: Define the audience

The first step is to define which subscriptions this optimization targets.

Set up audience rules

Under Define your audience, build filter rules to select the subscriptions you want to modify. Each rule has three parts:

Rules use AND logic. A subscription must match all rules to be included.

When you are done, click Continue to Actions.

Step 2: Choose an action

In this step, define the pricing or plan changes to apply to the targeted subscriptions.

Apply optimizations based on conditional logic

Use Apply optimizations based on conditional logic? to control how actions are applied:

• When turned off, one action applies to all targeted subscriptions.
• When turned on, you can create multiple rules with different actions.

For example, Basic plan customers receive a 10% increase, while Premium customers are migrated to an Enterprise plan.

Choose an action type

Select an action from the Type dropdown. You can select from the following options:

• Plan Price Adjustment: Increase or decrease the price of existing plans.
• Plan Change: Move subscriptions from one plan to another.
• Addon Price Adjustment: Increase or decrease the price of addons. Configuration matches Plan Price Adjustment, using addon scope instead of plan scope.
• Align to Catalog: Update the subscription item price to the current value in the product catalog.

Action type: Plan price adjustment

Use this to update pricing without changing the plan.

Action type: Addon price adjustment

Use this to update addon pricing without changing the addon itself. The fields match Plan Price Adjustment:

• Scope: Choose All addons or Specific addons.
• Adjustment type: Increase or decrease by percentage, increase or decrease by a fixed amount, or update to a fixed target price.
• Percentage / Amount: Value of the adjustment.

How pricing is calculated

• Percentage adjustments use the current line-item price on the subscription.
• Amount adjustments in All plans or All addons use the subscription currency.
• Amount adjustments in Specific plans or Specific addons use the item price currency.
• A flat-rate increase uses the currency of that plan or addon item. For example, an increase of 1 is a $1 increase for USD or a €1 increase for EUR. If you need different unit amounts by currency, create separate optimizations and filter the audience by currency.

Action type: Align to Catalog

Use Align to Catalog to update the subscription item price to the current value in the product catalog. Scope the action to all plans, specific plans, all addons, or specific addons. Subscriptions that are already at the catalog price are left unchanged.

Action type: Plan change

Use this to migrate subscribers to a different plan.

Set up a mapping table of current plan to target plan. Subscriptions that are not included in the mapping are skipped.

When you are done, click Continue to Configurations.

Step 3: Configure how changes are applied

Control when changes take effect and how to handle edge cases.

Choose when changes take effect

You can select from the following two options:

• Apply immediately: Changes are applied right away.
• Apply at renewal: Changes are scheduled for the next billing cycle.

Choose mid-cycle billing options

If you choose to apply changes immediately, you can also choose how to handle billing for the current term when changes are applied mid-cycle:

For periodic price increases, Disable Proration is typically the right choice. Subscribers continue paying the current amount until the end of their current billing cycle, and the new price takes effect at their next renewal. This avoids unexpected mid-cycle invoices.

Handle scheduled changes

Some of your targeted subscriptions may already have future changes scheduled (for example, a planned downgrade or a previously scheduled price update). When you apply changes immediately, this section lets you decide how to handle existing scheduled changes.

Click View subscribers to review them before choosing an option:

How Retain works with different action types

The behavior of Retain depends on the action type:

• Plan Price Adjustment: The scheduled change is updated, and the plan price is adjusted by the specified value.
• Plan Change: Because the plan identity changes, the system re-evaluates the scheduled change to ensure consistency. Plan references in the scheduled change are updated to reflect the new plan. Price overrides for the old plan are removed. Quantities, addon changes, and cancellation status are preserved. Coupons are validated for compatibility with the new plan, and incompatible coupons are flagged in the preview.
• Addon Price Adjustment: If the scheduled change includes an addon, its price is adjusted by the specified value.

When you are done, click Continue to Review.

Step 4: Preview then publish

Verify your optimization before going live. This step has two tabs: Overview and Preview Changes.

Review the optimization overview

The Overview tab displays a summary of everything you have configured, organized into three cards:

• Audience: Displays your filter rules as readable chips (for example, "When status is ACTIVE"). Click Edit to go back and modify.
• Actions: Displays the configured action. For plan changes, this displays the mapping table. For price adjustments, it shows the adjustment type and value. Click Edit to modify.
• Configurations: Displays when changes take effect, whether proration is enabled or disabled, and the selected scheduled-change handling option.

Click Edit on any card to jump back to that step and make changes.

Preview Changes tab

The Preview Changes tab runs a simulation against a sample of your targeted subscriptions so you can verify the changes before publishing.

Summary metrics:

Subscriber list

Each row shows a subscriber with their subscription ID and name. Click a row to expand it and see the detailed change preview.

The expanded view shows a comparison table:

Click Export as CSV to download the full analysis for offline review or sharing with stakeholders.

Publish the optimization

When you are ready, click Publish Optimization. Confirm the action to start processing.

The optimization runs in the background. Status updates from Running to Completed once finished.

View Renewal Optimization results

After an optimization completes, you can view the execution results, including:

• Number of subscriptions successfully modified
• Number of subscriptions skipped (with reasons)
• Number of failures (with error details)

You can also open a detailed subscription-level view for impacted subscriptions, along with the audit log indicating what changed.

Edit a draft optimization

Select any Draft optimization in the list to reopen it in the wizard. All previous configurations are preserved.

Archive an optimization

You can archive an optimization when it is no longer needed, but you want to retain it for future reference. Archiving helps keep your optimization list organized without permanently deleting any past workflows.

To archive an optimization:

1. Go to the Renewal Optimization page and locate the optimization you want to archive.
2. Click the ellipsis icon on the right side of the row.
3. Click Archive and confirm the action.

The optimization is moved to the Archived section and removed from the active list.

Duplicate an optimization

You can duplicate an existing optimization to reuse its configuration and quickly create a new optimization. This is useful when you want to run a similar pricing or plan change with minor modifications.

To duplicate an optimization:

1. Go to the Renewal Optimization page and locate the optimization you want to duplicate.
2. Click the ellipsis icon on the right side of the row.
3. Click Duplicate and confirm the action.

A new optimization is created in Draft status with all configurations copied from the original. Rename the optimization, make the necessary modifications, and publish it when you are done.

Renewal Optimization best practices

• Always preview before publishing. Use the Preview Changes tab to verify a sample of affected subscriptions. Check that the correct plans are being mapped, prices are calculated as expected, and the right subscriptions are being skipped.
• Export the preview CSV for stakeholder review. For large-scale price changes, export the change analysis and share it with finance or leadership before publishing.
• Start with a narrow audience for your first run. If you are new to Renewal Optimization, target a small cohort first (for example, subscriptions on a single plan) to validate the workflow end-to-end before running it across your full subscriber base.
• Use Skip Conflicting Subscribers for scheduled changes if you are unsure. This is the safest option and ensures you do not accidentally discard important scheduled changes. You can create a separate optimization for those subscribers after reviewing them.
• Disable proration for routine price increases. Unless you specifically need to charge or credit subscribers mid-cycle, disabling proration provides a smoother subscriber experience. They see the new price at their next renewal without surprise charges.
• Review the audit log after publishing. Check for skipped or failed subscriptions and investigate any issues. Subscriptions may be skipped if they do not match the configured action (for example, a plan change where the subscription's plan is not in the mapping table).