Key Takeaways
- The SaaS Dashboard lives in the HighLevel Agency View and needs the $497 SaaS plan.
- It splits monthly recurring revenue into five moves: new, expansion, contraction, churn and reactivation.
- It only counts subscriptions created and managed inside HighLevel. A subscription you built straight in Stripe will not show up.
- Trials, setup fees and one-time charges are left out on purpose, and annual plans are divided by 12.
- Net MRR churn rate is the number to watch. It tells you if your existing clients are shrinking faster than they grow.
If you sell software on a monthly plan, you can have a great sales month and still be going backwards. Three new clients come in, two quietly downgrade, one cancels, and the bank balance hides all of it. HighLevel has a dashboard built for exactly this. In a new Content Army tutorial, Tina from HighLevel walks through the SaaS Dashboard and what each number means. We build and run marketing automation San Jose businesses depend on, and we sell recurring plans ourselves, so this is the breakdown we wish we had on day one.
Where it is and what you can filter
Log into your agency view, open the Agency Dashboard in the top left, and pick the SaaS tab next to Summary and Rebilling. You need the $497 plan to see it.
Top right, filter by product. A window opens with all your SaaS plans, and you choose which ones count. Set a date range, hit refresh, and you can export the data to one or more users. Tina says the export usually lands in their inbox in 7 to 10 minutes. Her side idea: an agency could use the live revenue numbers to set team bonuses.
The five MRR numbers that matter
New MRR is first-time paid subscriptions, including trials that converted.
Expansion MRR is upgrades. Tina's example: you sell plans at $97, $197 and $297, and a client moves from $97 to $297. That added value shows up here.
Contraction MRR is the reverse. The client on $297 drops to $97.
Churned MRR is cancellations and full lapses.
Reactivation MRR is a client who paused or canceled and came back. Somebody travels for two months, pauses the account, then asks you to turn billing back on. That lands here.
Below those you get total SaaS customers, revenue by month, MRR by month, and average revenue per account (ARPA). Then MRR by plan, so you can see which plan is actually carrying the business, and a chart of upgrades and downgrades by month.
Net MRR churn and plan mix
Bottom left is net MRR churn rate: the share of monthly recurring revenue you lost from existing customers after upgrades and expansion are counted. If that number is climbing, new sales are just refilling a leaky bucket. Bottom right is how your customers split across plans. Hover the donut and you see counts for the date range, including how many are on trial. In the demo account, 14 were.
What the totals leave out
This is the part that trips people up when the dashboard does not match their other tools:
- Only SaaS subscriptions created and managed in HighLevel count. A subscription made directly in Stripe will not appear.
- Recurring charges are normalized to a monthly value, so an annual plan is divided by 12.
- One-time charges, setup fees and usage-only items are excluded.
- Trials do not count until they convert to paid.
- Values are shown in USD, and other currencies are not included unless stated.
The math is event based. Every signup, upgrade, downgrade, cancel and reactivation is recorded as it happens, which is why each number can be traced back.
Why this matters for Bay Area and San Jose businesses
A lot of the operators we talk to around San Jose are starting to sell AI and automation on a monthly plan. The first year, everybody watches total revenue. That hides the one thing that decides whether the business lasts: are the clients you already have staying and growing? This dashboard answers that without a spreadsheet. And if setup fees are a big part of how you get paid, remember they are not in these numbers. Track them somewhere else so you do not undercount your month.
Practical Steps
- Confirm you are on the $497 SaaS plan and open Agency Dashboard, then SaaS.
- Check that your plans are created and billed through HighLevel, not built straight in Stripe, or they will be missing.
- Filter to your main plans and a 90 day range, and read contraction and churn before you celebrate new MRR.
- Watch net MRR churn rate monthly. If it rises, call the clients who downgraded.
- Export the report to whoever owns retention on your team.
Watch the HighLevel SaaS Dashboard Tutorial
Final thoughts
Recurring revenue only feels safe when you can see what is moving under it. If you want your SaaS plans, billing and reporting set up so the numbers are right from the start, that is what we do. On Point Tech Solutions is a Go High Level consultant in Los Gatos building marketing automation San Jose and Bay Area businesses rely on. Clients own everything we build, and we either do it for you or teach your team with an SOP. See how at optechsol.llc.