How to Set Up Pipedrive Recurring Products Reporting in Dear Lucy

If you're using Pipedrive Dear Lucy recommends using Recurring Products for the most accurate representation of recurring revenue reporting.

Once a product is attached to a deal, it becomes a line item. By adding products, or services for that matter, to your deals, you can correctly allocate, for example, a one-time setup project and a recurring subscription within the same deal — and accurately show the time points for when payments are made.

 

Key advantages of Dear Lucy's Recurring Product Reports for Pipedrive:

1. One-Time vs Recurring Revenue: Immediate split between One-Time and Recurring payments by month and quarter..
2. Currency Conversion: Dear Lucy handles currency conversions of line items in different currencies, correctly converting them to your main Pipedrive reporting currency. 
3. Filter & Drill-down: With Dear Lucy's recurring product reports you can filter and drill-down into your data on any sales dimension available in your data. E.g. Sales person, product, pipeline, customer etc.

Required Fields for Recurring Products Reporting

To generate a basic line item report, Dear Lucy needs just a few fields in Pipedrive:

1. Product: Either from the product library or if you create a product under the Add Product view, but a product needs to be attached to the deal.
2. Billing Start Date: It's important that there is a start date for all products. Dear Lucy uses this as the base of all future payments for this product in this deal.
3. Price: All products / services must have a price in order for us to correctly display the Amount (price x Quantity), which is the value shown on the report.
4. Billing Frequency: This allows you to separate between e.g. One-time, monthly, quarterly and annual payments.
5. Cycles: The cycles is important to fill in for all line items that have a fixed contract end. This enables Dear Lucy to calculate a Billing End Date. If you select "Renew until cancelled", 
6. Quantity: If quantity is 0, the recurring product will not show any value. A minimum quantity of 1 is required for the products to show value in the reports.

If you have populated these fields in your Pipedrive, the standard line item report in Dear Lucy requires no customisations and will work right away. Please just contact us and we will add it to your environment.

Report specs:

Periodic Segmentation: A line item with a "Monthly" Billing Frequency, will show up on a monthly basis in the report, "Quarterly" once per quarter and an "Annually" once per year. 

However, the deepest level of payment allocation in Dear Lucy is monthly. Meaning that it does not go into the specific week, or day of the month that the billing occurs. It will just allocate the amount to the correct month, quarter and/or year of the payment. In other words, the level of detail of the report does not go beyond a monthly level in terms of level of depth and weekly billing frequencies are summed up to a monthly level.

Billing Period: Dear Lucy will sum values from the first billing month until the second to last billing month. For example, if you have a recurring product starting 15th October 2026 with a 12-month term, the start date will be 2026-10-15 and the end date will be 2027-10-15. Dear Lucy's line item reports will then add the monthly value of the line item starting in October 2026 up until (and including) September 2027. No value for the line item will be included in the last month of the term, as that would sum up to 13 months, not 12 months.

Weekly Payment Frequencies: Dear Lucy will create and spread the monthly value of the weekly billing amount, over all the months that the weekly recurring product touches.

One-Time vs Recurring Revenue: Any line item tagged "One-time" will be counted as a One-time product and all of its value will be attributed to the first month of the period. All other ("Weekly" through to "Annually") are considered recurring revenue products. Please note, Dear Lucy does not support Installments.

Currency conversions: Dear Lucy is able to convert recurring products (regardless of the currency of the line items) into the equivalent correct value of your main Pipedrive reporting currency. However, it is not possible to convert the full line item reports into separate currencies. Please note, a price for each currency option of the product is needed in your product library for this to work properly.

Additional recommendations:

Churn:

The default way to indicate Churn with line item reporting is simply to collect line items whose contracts end at a given point in time, and there is no renewal line item in the same deal. However, this might not always be accurate and/or might not be true, as one line item's contract might end, but not other line items under the same deal. 

We therefore recommend adding a custom Churn Date field, either on the Line Item level or on the Deal level (depending on what would be most accurate in your case). Dear Lucy will then be able to use that field to capture true churned line items, deals or customers, as opposed to line item contracts that were not renewed. Customisation by Dear Lucy is required for this solution to be implemented.