Hi everyone! Looking for some ideas on how others would handle this scenario within a single Opportunity.
We’re seeing more contracts where a customer commits to a pilot at one hotel for a year. After a 30–60 day period, if the customer does not provide notice that they don’t want to move forward, the solution automatically rolls out to additional hotels. The pilot and the larger rollout are all part of the same contract.
Currently, we handle this with two Opportunities:
- A Pilot/Implementation Opportunity that contains only the billing for the pilot property. This is Closed Won when the contract is signed so we can trigger implementation and billing for the pilot.
- A Subscription Opportunity that also contains the billing for the remaining properties. This is moved to Closed Won once the notice period has passed and the customer has not opted out.
We’d like to move this process into one Opportunity, but we’re trying to determine the best way to structure it while keeping our reporting accurate.
The main challenge is that the pilot property will ultimately be part of the customer's full subscription and will renew along with the additional properties. We need to be able to show the accurate total deal size while still distinguishing between what is committed/billable at signing and what becomes committed after the notice period.
Has anyone handled a similar pilot-to-rollout structure within a single Opportunity? How did you structure your Opportunity Products, ARR/deal value, stages, and automation so you could separately trigger the pilot billing and later rollout while still accurately representing the overall deal?
#Opportunities
If you do want one Opportunity -
Drive the distinction at the Opportunity Product level, not the Opportunity level. Keep one Opportunity representing the full deal, and use a custom field on the line items, something like Commitment Type = Pilot vs Rollout, or Committed Date.
The pilot property lines are flagged as committed at signing, the rollout property lines as committed after notice. Now your total Opportunity Amount shows accurate full deal size, and you can report billable-now vs contingent by grouping on that line-level field.
For the two billing triggers, don't rely on Opportunity Stage since you only have one. Instead trigger billing off the line items. A Flow fires pilot billing when the Opportunity is Closed Won for lines flagged Pilot, and a second scheduled/date-triggered Flow fires rollout billing when the notice-period date passes and no opt-out flag is set, for lines flagged Rollout.
The opt-out becomes a checkbox on the Opportunity that gates that second Flow.
For ARR/deal value accuracy
Add a custom Committed ARR rollup (sum of pilot lines) alongside the standard Amount (full deal), so you report both "contractually committed now" and "total deal size" as separate figures. That gives finance the billable number and sales the full number without them fighting.
