SaaS metrics definitions sheet
When finance and sales report different ARR, the problem is almost never arithmetic. It is an undecided question: does a signed contract that has not started count, is usage in or out, and whose system is the source of truth. This sheet writes down one formula, the inclusions and exclusions, an owner, and a worked example for each metric, so the definition is settled once instead of argued in every meeting.
Download it
What you get
- Definitions and formulas for ARR, MRR, NRR, GRR, logo churn, CAC, win rate, ACV, coverage, CAC payback, and sales cycle
- Explicit includes and excludes for each metric, the part most definitions skip
- A named owner and source-of-truth system for every metric
- Worked examples that show the arithmetic
- A checklist of the edge cases your team must decide before the sheet is final
Who it's for
- RevOps leaders reconciling sales and finance reporting
- Finance partners who own ARR and retention definitions
- CROs tired of arguing about whose number is right
What's inside
5 sections, each listed with its own size. The first is previewed below; the remaining 4 come with the download, with blank rows ready to fill in.
| Section | Size | Previewed |
|---|---|---|
| Revenue and retention metrics | 7 columns, 5 worked example rows | Below |
| Acquisition and sales metrics | 7 columns, 6 worked example rows | In the download |
| Governance | 6 fields to complete | In the download |
| Edge cases to decide before you publish | 10-point checklist | In the download |
| Why definitions drift | Guidance notes | In the download |
Preview of section 1
Revenue and retention metrics
Worked examples are illustrative. Replace includes and excludes with your team's decisions.
| Metric | Definition | Formula | Includes | Excludes | Owner | Worked example |
|---|---|---|---|---|---|---|
| ARR | Annualized recurring subscription value of active contracts at period end | MRR x 12, or sum of annual recurring contract value | Committed subscription fees, committed minimum usage | One-time services, uncommitted overage, signed contracts not yet started (unless decided otherwise) | Finance | 1,500,000 MRR x 12 = 18,000,000 |
| MRR | Monthly recurring subscription value at period end | Sum of monthly recurring value of active contracts | Annual contracts divided by 12 | Same as ARR | Finance | Annual contract of 120,000 contributes 10,000 |
How to use it
1. Get finance and sales in the same room
Draft the sheet in RevOps, then review it line by line with the finance lead and the sales leader. A definition only one side agreed to will be ignored at the first inconvenient number.
2. Decide the edge cases explicitly
Work through the edge-case checklist and write each decision into the includes or excludes column. Most disputes come from edge cases nobody decided.
3. Name one owner per metric
The owner approves any change to the definition and resolves disputes. Finance usually owns ARR, retention, and CAC; RevOps usually owns win rate, coverage, and cycle time.
4. Version it and restate history on change
Give the sheet an effective date. If a definition changes, restate prior periods under the new definition or show both, so trends stay comparable.
Frequently asked questions
What is the difference between NRR and GRR?
NRR includes expansion from existing customers; GRR does not. NRR = (Starting ARR + Expansion - Contraction - Churn) / Starting ARR. GRR = (Starting ARR - Contraction - Churn) / Starting ARR. GRR can never exceed 100%.
How is ARR calculated?
ARR is the annualized value of active recurring subscription contracts at a point in time, usually MRR x 12. Decide explicitly whether signed-but-not-started contracts and committed usage are included.
Who should own SaaS metric definitions?
Finance typically owns ARR, retention, and CAC because they tie to reported financials. RevOps typically owns pipeline and sales process metrics. Each metric needs one named owner who approves changes.
Why do finance and sales report different ARR?
Usually because of timing (signature vs contract start), treatment of usage and services, or currency conversion. Writing down inclusions and a single source of truth resolves most of the gap.