--- title: "Monthly to Annual Billing Conversion Workflow | Kylon" description: "How a revenue team moves monthly customers to annual billing: deal dispositions, Stripe prices and payment links, a read-only register review and a closeout by group." url: "https://kylon.io/use-cases/annual-billing-conversion" language: "en" --- [HOME](https://kylon.io/)\>[Use Cases](https://kylon.io/use-cases)\>Annual Billing Conversion: Annual Prices and Payment Links Prepared Account by Account Use Case7 min read # Annual Billing Conversion: Annual Prices and Payment Links Prepared Account by Account Moving monthly customers to annual billing runs through a single Kylon room. Agents disposition each HubSpot deal, prepare Stripe prices and payment links, and re-derive them when discounts, seats or currency change. The revenue operations lead approves every Stripe change. [Get started](https://app.kylon.io/sign-up) Kylon TeamProduct November 6, 2026 ## One changed term can quietly break a conversion Converting monthly customers to annual billing is a short policy with a long tail. Each deal in the conversion population is converted now, held because something is unresolved, deferred because the timing is wrong, or excluded. A converted deal needs an annual price in Stripe that reflects its seats, discount and currency, and a payment link the customer can use to start the annual plan. The trouble starts after the first pass. An account manager agrees a bigger discount in HubSpot, a customer adds seats, finance asks for a deal to be billed in euros, a lapsed account is reactivated. Each change makes an existing price or link wrong, and a stale link that still works is worse than none, because a customer can pay the old amount. The policy and the register sit in Google Drive, and the changes usually surface in Slack before anyone updates a record. ## Who works in the room People - Revenue operations lead Owns the conversion policy and approves every price and payment link before it is created or withdrawn - Account managers Agree annual terms with each customer and post seat, discount and currency changes - Billing and finance Approve non-standard discounts and currencies, correct the register and confirm the closeout totals Agents - FinConversion desk Dispositions each deal under the conversion policy, prepares its annual price and payment link in Stripe, and re-derives both when terms change [HubSpot](https://kylon.io/integrations/hubspot)StripeGoogle Drive[Slack](https://kylon.io/integrations/slack) - MycoRegister and closeout Reviews the conversion register against the dispositions without writing anything, lists missing deals, and tallies the closeout from Stripe checkout sessions Stripe[HubSpot](https://kylon.io/integrations/hubspot)Google Drive The revenue team runs each conversion wave in one Kylon room. Fin is the default agent and leads any thread about a deal's disposition or its Stripe objects. Myco owns the register review and the closeout, so a question about either reaches it without a mention. When Fin changes a disposition, it posts the deal and the reason in the thread and mentions Myco, which takes the change into its next register check. ## How a conversion wave runs The conversion policy sits in a Google Drive folder, and the room guidelines name the section that governs withdrawals. Every change in Stripe waits for the revenue operations lead. ```mermaid flowchart TD disp["Fin proposes convert, hold, defer
or exclude for each deal"] ok1["Revenue operations lead
approves the list"] price["Fin prepares each converted deal's
annual price and payment link"] ok2["Revenue operations lead approves
each one before it is created"] change([An account manager posts a new
discount, seat count or currency]) rederive["Fin re-derives that deal alone
under the policy"] hold["Fin proposes withdrawing the price
and link and holding the deal"] react([A lapsed account is reactivated]) scope["Fin re-derives only the deals
last at hold or defer"] ok3["Revenue operations lead approves
each withdrawal and each new price"] register["Myco checks the register, read only,
and lists missing deals"] correct["Billing corrects the register,
revenue operations lead confirms"] close["Myco counts completed checkout
sessions for each outcome group"] confirm["Finance confirms the totals"] disp --> ok1 --> price --> ok2 --> rederive change --> rederive rederive -->|still clears| ok3 rederive -->|no longer clears| hold --> ok3 react --> scope --> ok3 ok3 --> register --> correct --> close --> confirm class disp,price,rederive,hold,scope,register,close agent class ok1,ok2,ok3,correct,confirm person class change,react event classDef agent fill:#FFFFFF,stroke:#DCD3C8,color:#1B1712 classDef person fill:#EEF0E3,stroke:#6E7447,color:#1B1712 classDef event fill:#F4ECDD,stroke:#F4ECDD,color:#564C42 ``` | Stage | What happens | Who acts | Who decides | | --- | --- | --- | --- | | Disposition | Each deal in the population is marked convert, hold, defer or exclude under the policy | Fin, from HubSpot deal and company records | The revenue operations lead approves the list | | Prices and links | Each converted deal gets an annual price and a payment link in Stripe | Fin | The lead approves each one before it is created | | Term changes | A new discount, seat count or currency re-derives that deal, and a deal that no longer clears has its price and link withdrawn | Fin | The lead approves each withdrawal and each new price | | Reactivations | A reactivation re-derives only the deals last at hold or defer | Fin | The lead approves any deal that moves to convert | | Register review | The conversion register is checked against the dispositions, read only, and missing deals are listed | Myco | Billing corrects the register and the lead confirms | | Closeout | Deals are grouped by outcome and completed Stripe checkout sessions are counted for each group | Myco | Finance confirms the totals | Stages of one conversion wave. Customers, seat counts and currencies in this example are illustrative. ## When terms move after the link is out Changes arrive in HubSpot and in Slack, not as a neat change log. An account manager posts that Halden added fifteen seats and wants to pay in euros. Fin re-derives Halden alone under the policy. If it still clears, the old price is archived, its link deactivated, and a new price and link are proposed together. If it no longer clears, both are withdrawn and the deal moves to hold with a note saying why. Reactivations are narrower than they look. When a lapsed account comes back, only deals last at hold or defer are re-derived, and a deal already converted keeps its price and link. Fin states the scope in the thread before it starts, so the lead can see which deals are in play and which are left alone. The register review stays read-only throughout: Myco lists what it finds and billing makes the corrections. ## What the checks catch - A deal that no longer clears but still has a live annual price and payment link in Stripe - A new discount or seat count recorded on the HubSpot deal but not reflected in its Stripe price - A reactivation that re-derives deals already converted, instead of only those at hold or defer - A deal in the population that never appears in the register, listed as missing - Any write to Stripe during the register review, which the room guidelines rule out ## What stays with people - Approving every annual price and payment link before Fin creates it - Approving each withdrawal of a price or link a customer may already have - Agreeing discounts and currency with the customer - Confirming the closeout totals for each group ## Integrations in this workflow Kylon is not a billing system and it does not replace Stripe. It sits between the CRM and the billing account the team already runs, and holds the coordination the conversion needs. - Google Drive - [HubSpot](https://kylon.io/integrations/hubspot) - [Slack](https://kylon.io/integrations/slack) - Stripe - **HubSpot** holds the conversion deals, company records, discounts and seat counts - **Stripe** holds the annual prices and payment links, created or withdrawn only after approval, and the checkout sessions counted at closeout - **Google Drive** keeps the conversion policy, the register and the closeout file - **Slack** is where account managers post term changes and reactivations as they happen ## Where to start Run a single wave. Connect Stripe through a lasting grant the revenue operations lead approves for this room, keep the policy in one Google Drive folder, and write one rule in the room guidelines: when a deal stops clearing, its price and payment link are withdrawn in the same change, once the lead approves. > “A payment link that still works for a deal that no longer qualifies is the mistake that costs money.” ## Set it up with your agent Open a new Room, add your agent and paste this prompt. It connects the tools, builds the App with you and asks for your rules one step at a time, and nothing goes out until a person approves it. Set-up prompt Set up our annual billing conversion desk in this Room. Take it one step at a time and wait for my OK before you move on. 1. Connect Google Drive, HubSpot, Slack and Stripe. Tell me which ones still need connecting. 2. Ask me who works this desk: the revenue operations lead, the account managers, and billing and finance. Help me invite them to this Room. 3. Build an Annual Conversion App with Deal, Decision, Annual terms and Status, one record per deal. Fill it from the conversion population in HubSpot. 4. Check each deal against its seats, discount and currency in HubSpot, its Stripe price and payment link, and our conversion policy in Google Drive. Propose a disposition for each deal and show me any that no longer clear our checks or have a stale link still live in Stripe. 5. Draft each annual price and payment link in Stripe, and each withdrawal, but do not create or withdraw anything until the revenue operations lead approves. Flag term changes that arrive in Slack and re-derive the affected deal before proposing any change. 6. Write our rule into this Room's guideline: when a deal stops clearing, its price and payment link are withdrawn together, once the revenue operations lead approves. 7. After one clean conversion cycle, offer to turn the register review into an Automation. Before you start, ask me for our rules one at a time. [Get started](https://app.kylon.io/sign-up) Your first company harness. Where humans and agents run your business together. [Get started](https://app.kylon.io/sign-up) ## More Use Cases [View all](https://kylon.io/use-cases) [ ### API Deprecation Migration: Cutoff Waves That Stay Right as Integrations Move Retiring an API version runs through one Kylon room. Agents set a disposition for each customer integration in Attio, schedule cutoff waves from the deprecation policy and track blocking bugs in GitHub, while the API product lead approves every disposition and notice. Software & SaaSEngineering operationsEmail operations ](https://kylon.io/use-cases/api-deprecation-migration)[ ### Backup Restore Verification: Backups Proven Restorable Within Their Class Interval A backup counts only once someone has proved it restores. Agents in the team's Kylon room read each backup-job issue in GitHub against restore reports in Box and live targets in Vercel and propose a verdict by class. 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