If you're running a subscription business and tracking revenue in a spreadsheet, the most important thing to get right is the structure. A clean subscription tracker shows you ARR, how it's distributed across plans, what's renewing soon, and what's at risk — without needing a dedicated billing tool to tell you.
Your Subscription List
One row per active subscription. Columns: customer name, plan, billing frequency (monthly, annual), MRR (monthly recurring revenue), ARR (annual recurring revenue), start date, renewal date, and status (Active, At Risk, Churned).
For annual plans, MRR is ARR divided by 12. For monthly plans, ARR is MRR times 12. Keep both columns so you can aggregate either way.
ARR by Plan
Build a pivot table from your subscription list. Add Plan to Rows and ARR to Values (SUM). This gives you ARR by plan tier immediately — useful for understanding your revenue mix and where growth is coming from.
Upcoming Renewals
Add a Days Until Renewal column:
=G2-TODAY()
Where G2 is the renewal date. Filter or sort by this column to see accounts renewing in the next 30, 60, or 90 days. SUMIFS can show renewal ARR in each window:
=SUMIFS(E:E, H:H, "<="&TODAY()+30, I:I, "Active")
Where E is ARR, H is days until renewal, and I is status. This tells you how much ARR is up for renewal in the next 30 days.
At-Risk ARR
Tag accounts as At Risk based on signals (low usage, open support tickets, etc.) and use SUMIF to calculate the ARR at risk:
=SUMIF(I:I, "At Risk", E:E)
This single number — at-risk ARR — is what your CS leadership tracks weekly.
The Easy Way: Using SheetXAI in Google Sheets
Example 1: Your customer list is already in the spreadsheet.
"I have a subscription list on Sheet 1 with customer name, plan, MRR, and renewal date. Build a revenue tracker showing ARR by plan, renewals coming up in the next 90 days, and at-risk ARR summary."
SheetXAI reads your data, calculates ARR, builds the plan breakdown, and adds the renewal and at-risk summaries.
Example 2: Your subscription data lives in Stripe or your billing system.
"Pull active subscriptions from Stripe and build a tracker showing ARR by plan, upcoming renewals in the next 60 days, and total at-risk ARR."
SheetXAI connects to Stripe and builds the full subscription revenue tracker.
Try SheetXAI free and see what it builds for you.
Published May 2026. See also: How to Calculate MRR in a Spreadsheet, How to Analyze Customer Churn in Google Sheets, and Google Sheets AI Guide.
