SaaS Acquisition Checklist: Billing and Subscription Handover

Acquiring a SaaS business involves many moving parts. While code, domain, and customer data get attention, billing handover is often underestimated — until it becomes a problem.

This checklist covers everything you need for a clean billing and subscription transition.

Pre-Close: Preparation Phase

2-4 Weeks Before Close

• Review subscription data: Get a complete list of active subscriptions, including plan types, billing periods, and MRR breakdown
• Understand the billing setup: Document what payment processor is used, any payment gateways, dunning settings, etc.
• Check for complexities: Note any grandfathered plans, custom pricing, annual prepayments, or unusual configurations
• Verify customer payment methods: Confirm payment methods are current and not failing

1-2 Weeks Before Close

• Request Customer Data Copy: Contact Stripe support to initiate the transfer (allow 1-3 business days)
• Create restricted API keys: Set up keys in both source and destination Stripe accounts
• Set up destination account: Ensure products and prices exist in the buyer’s Stripe account
• Prepare price mapping: If Price IDs differ, document the mapping

1 Week Before Close

• Receive mapping CSV: Confirm Stripe has completed Customer Data Copy
• Validate the data: Check that customer counts and payment methods match expectations
• Test with subset: If possible, test the migration process with a small subset first
• Prepare communication: Draft any customer notifications if needed

At Close: Migration Execution

Migration Day

• Freeze customer actions: Consider temporarily pausing self-service subscription changes
• Run final validation: Confirm all subscriptions are in expected state
• Execute migration: Run the subscription recreation process
• Verify creation: Confirm each new subscription is active in destination account
• Cancel old subscriptions: Deactivate source subscriptions only after verification
• Document everything: Save complete logs and audit trail

Verification

• Count subscriptions: New account subscription count matches source
• Check billing dates: Sample subscriptions have correct billing anchors
• Verify amounts: Subscription amounts match expected pricing
• Test Stripe Dashboard: Buyer can access and manage subscriptions

Post-Close: Stabilization

First 24 Hours

• Monitor for errors: Watch for failed payments or unexpected charges
• Check customer support: Be ready for any billing-related questions
• Confirm webhooks: Ensure new account receives subscription events

First Week

• First billing cycle: Verify that scheduled renewals process correctly
• Review any failures: Address payment failures with appropriate dunning
• Customer communication: Handle any questions or concerns

First Month

• Complete audit: Confirm all subscriptions are billing correctly
• Close old account: Once stable, wind down the seller’s Stripe account involvement
• Archive documentation: Store migration records for future reference

Common Issues and Solutions

Missing Payment Methods

Symptom: Some customers show as “no payment method” in new account

Cause: Payment method may not have been included in Customer Data Copy

Solution: Customer will need to re-enter payment details; reach out proactively

Incorrect Billing Dates

Symptom: Customer reports being charged on unexpected date

Cause: Billing anchor wasn’t set correctly during recreation

Solution: Adjust anchor or provide credit/refund as appropriate

Double Charges

Symptom: Customer charged by both old and new subscription

Cause: Old subscription wasn’t canceled before new one billed

Solution: Immediate refund, customer communication, process review

Subscription Not Found

Symptom: Active subscription in source not appearing in migration

Cause: Mapping CSV may be incomplete or subscription state changed

Solution: Manually handle outliers, investigate root cause

Special Considerations

Annual Subscriptions

Annual subscriptions have already collected revenue. Agree on:

• How prepaid revenue is handled in purchase price
• Whether subscriptions are migrated or left to expire

Trials in Progress

Customers on trial need careful handling:

• Migration should preserve trial end date
• First charge should align with trial completion

Failed Payment States

Subscriptions with past-due invoices:

• Decide whether to migrate as-is or resolve first
• May need manual intervention

Enterprise/Custom Deals

Large customers with custom arrangements:

• Document any special terms
• May need individual migration approach

Legal and Tax Considerations

This is a billing transition, so involve appropriate advisors for:

• Tax reporting implications of the transition
• Revenue recognition for in-progress billing periods
• Any contractual obligations around payment processing changes

Tools and Resources

For Migration

• MoveMRR: Automated subscription migration with safety checks
• Stripe Customer Data Copy: Official Stripe process for data transfer
• Restricted API Keys: Security best practice for migration

For Documentation

• Spreadsheet of all subscriptions with mapping
• Complete audit log from migration tool
• Confirmation screenshots from Stripe Dashboard

---

Planning a SaaS acquisition? Learn how MoveMRR handles billing transfer or review our Knowledge Base for technical details.