Renewal

Step by step

1. Review the term Deal Desk

   Deal Desk reviews the contract approaching its notice window and the current effective recurring contract lines. Accepted amendments are included; replaced, canceled and one-time lines are excluded as appropriate. Renewal decisions retains the term identity, notice, deadline and any supported non-renewal instruction. Repeated jobs reuse the same term decision.

   • Current recurring scope, notice and decision retained
   • Updates Contracts, Contract lines, Renewal decisions

2. Prepare the proposal Sales Rep

   Sales Rep reviews a manual renewal or any requested commercial change. The default basis is prior accepted recurring net price plus the signed uplift once. A current-book basis applies only when the executed terms selected it. Sales Rep submits changed quantities, products, dates or concessions through normal version-bound quote and approval controls before sending.

   • Renewal basis applied once and changes prepared for review
   • Updates Quotes, Quote lines, Quote versions, Quote version lines, Quote discount allocations

3. Send and decide Sales Rep

   Sales Rep sends the reviewed manual proposal and follows complete buyer acceptance for its exact revision. An unchanged automatic renewal instead requires the signed policy, valid notice and recorded term decision; absence of a decline webhook is insufficient evidence. A timely non-renewal instruction remains effective whether or not an envelope was sent.

   • Manual acceptance or signed automatic-renewal authority established
   • Updates Renewal decisions, E quote envelopes, E quote events, Quotes, Business events

4. Contract and order Deal Desk

   Deal Desk verifies the new agreement and confirms its allocated order against execution or valid automatic-renewal authority, purchase-order requirements and credit exposure. A changed automatic renewal cannot bypass commercial review. The new contract points to its predecessor, while the renewal order names the effective new contract. Only authorized scope is released.

   • Verified successor and authorized order released
   • Updates Contracts, Contract lines, Sales orders, Sales order lines, Order allocations, Renewal decisions
   ApprovalA person approves before the work moves on.

5. Activate billing Billing Specialist

   Billing Specialist reconciles the final old-term obligations with the new term’s line-level schedule and activates the approved new plan. The new term begins at the old term’s exclusive end, preserving the shared service boundary without an extra day. Remaining old invoices stay collectible; creating the renewal does not erase them or repeat their billing.

   • New-term billing reconciled and activated
   • Updates Invoice schedules, Invoice schedule lines, Sales orders, Contracts
   ApprovalA person approves before the work moves on.

6. Close the chain Deal Desk

   Deal Desk checks the effective outcome. The prior agreement becomes renewed when the successor takes effect, or reaches its non-renewed expiry under the recorded decision. Recurring measures follow effective dates and current lines. Renewal Outcomes distinguishes pending, renewed and lost business without counting both contracts as current revenue.

   • Effective renewal or non-renewal outcome recorded
   • Updates Contracts, Contract lines, Renewal decisions

Sales Rep

Prepares and follows manual renewals and changes.

Sales Manager

And Executive Approver decide assigned concessions.

Deal Desk

Verifies renewal authority and releases orders.

Billing Specialist

Reconciles and activates schedules.

Admin

Maintains governed templates, notice configuration and integration controls.