To manage subscriptions and recurring renewals in Papo (https://papo.global/), use the CRM to centralize customers and contracts, the Kanban to track due dates and renewal stages, and WhatsApp automations to send charges and renegotiate plans without missing deadlines.
Instead of controlling everything in spreadsheets or from memory, Papo brings together CRM, visual pipeline, and message automation in one place. You track each subscription as a card in Kanban, schedule reminders with due dates, and use features like Flows and Disparador to send automatic communications via WhatsApp.
Summary of the subscription management flow
| Step | Action | Where in Papo |
|---|---|---|
| Register subscribers and contracts | Create contacts (and companies for B2B) with subscription data | CRM |
| Track due dates | Create cards in Kanban with value, customer, and due date | Kanban |
| Schedule reminders | Add tasks with deadline and assignee inside the card | Card in Kanban |
| Automate charges | Use Flows or Disparador to send charge or reminder messages | Flows / Disparador |
| Renegotiate plans | Move cards between stages according to proposal and closing | Kanban or Super Chat |
| Measure renewals | List won cards and see total renewed in R$ | Super Chat or Reports |
How it works
1. Centralize subscribers and contracts in the CRM
Papo's CRM allows you to create contact profiles for each subscriber. For B2B operations, the Companies module groups multiple contacts from the same organization, facilitating a consolidated view of all decision-makers and users involved in the subscription.
Record relevant subscription information in the contact profile, such as plan, monthly value, and renewal date. If the customer is a company, link contacts to the corporate profile so the whole team can see the complete interaction history, from WhatsApp conversations to previous renewals.
2. Use Kanban to track due dates
Adapt a specific Kanban funnel for subscriptions, with stages that reflect the contract lifecycle. Examples of columns:
- Active subscription – customers with payments up to date.
- Expiring in 30 days – priority for contact.
- Charge sent – reminder or invoice dispatched.
- Renegotiation proposal – customer negotiating upgrade/downgrade.
- Renewed – subscription confirmed for new period.
- Canceled – customer who did not renew.
Create a card for each subscription, informing the estimated value (monthly fee or ticket) and the due date. Link the card to the corresponding contact to keep the history unified.
Inside each card, add tasks with deadline and assignee. For example: “Charge renewal for Company X” with a date 15 days before expiration. Tasks are linked to the card and appear in the Projects module, along with other team activities.
Enable Kanban's automatic follow-up to receive alerts if a card stays too long in a critical stage, such as “Expiring in 30 days”. This way, no subscription goes without action.
3. Automate charges on WhatsApp
Papo offers automation modules such as Flows and Disparador to send bulk messages or trigger automatic flows. You can use these features to send due date reminders, charges, and renewal offers directly on subscribers' WhatsApp, based on CRM segmentations.
For example, create a flow that sends an automatic message a few days before expiration or use Disparador for a renewal campaign for all contacts with active subscriptions. The platform keeps the history of these interactions in the inbox, making post-send follow-up easier.
4. Renegotiate plans and record in the funnel
When the customer shows interest in changing plans, move the card to the “Renegotiation proposal” stage. Use Super Chat to speed up task creation or card movement, with commands like criar tarefa 'Enviar proposta upgrade para João' para 20/07 or mover negócio de [contato] para a etapa Renovado.
When closing the renegotiation, drag the card to “Renewed”. If the customer cancels, move it to “Canceled”. This movement feeds the funnel reports.
5. Measure the success of renewals
To know the renewed financial volume, use Super Chat with commands like liste todos os ganhos do Kanban or Wow do mês. Papo returns the number of cards marked as won and the total in R$. In the Reports module, the funnel summary shows how many cards are in each stage, allowing you to calculate the renewal rate and identify bottlenecks.
Who it's useful for
- SaaS or subscription companies that need to control due dates and reduce churn.
- Businesses with recurring plans (monthly fees, licenses, maintenance) that want to automate charges.
- Customer success or finance teams seeking a centralized view of renewals and follow-ups.
- B2B operations with long-term contracts and multiple contacts per company.
Frequently asked questions
Does Papo send automatic charges via WhatsApp?
Yes. Papo has automation modules, such as Flows and Disparador, which allow sending automatic or bulk messages via WhatsApp for due date reminders and charges. The exact configuration of each flow depends on your use case.
Do I need to use all modules to manage subscriptions?
No. You can start with the CRM and Kanban to organize due dates and tasks. As you need to automate messages, add Flows or Disparador. Papo works in a modular way.
How does Kanban prevent me from missing renewal deadlines?
Each subscription becomes a card with tasks and due dates. Kanban's automatic follow-up alerts the team if a card stays too long in a stage, such as “Expiring in 30 days”, ensuring no contract goes without action.
Can I manage B2B subscriptions with multiple contacts per company?
Yes. The CRM's Companies module groups multiple contacts from the same organization into a single profile, centralizing the history of all decision-makers and facilitating the tracking of corporate renewals.
What is automatic follow-up in Kanban?
It is a funnel configuration that notifies the team when a card remains for too long in a specific stage, such as a charge or renewal stage. This helps prioritize actions and avoid forgetfulness.
How to measure the renewal rate?
Use Super Chat to list all wins (Wow do mês) and see the total renewed in R$. In the Reports module, the funnel summary shows the distribution of cards by stage, allowing you to calculate the proportion of renewals relative to the total active subscriptions.
Read also
- How to use Kanban to manage contract renewals
- How to configure recurring services in the Services module
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