Renewal
Prepare the next service term from current contracted entitlements and the renewal terms the buyer accepted.
6 stages · 2 approvals
Roles and responsibilities
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Step 1Review the term
Contract NumberAccountOwnerStart Date
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Step 2Prepare the proposal
Quote NumberOwnerAccountGrand Total
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Step 3Send and decide
Quote NumberOwnerAccountGrand Total
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Step 4Contract and order
Sales Order NumberAccountQuoteContract
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Step 5Activate billing
Sales Order NumberAccountQuoteContract
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Step 6Close the chain
Contract NumberAccountOwnerStart Date
Process steps
Follow the process from start to finish. Select a step to see who acts and what changes.
Review the term
Deal Desk reviews the contract approaching its notice window and the current effective recurring ContractLines. Accepted amendments are included; replaced, canceled and one-time lines are excluded as appropriate. RenewalDecisions retains the term identity, notice, deadline and any supported non-renewal instruction. Repeated jobs reuse the same term decision.
Prepare the proposal
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.
Send and decide
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.
Approval required
Contract and order
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.
Approval required
Activate billing
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.
Close the chain
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.
Approvals and controls
2 approvals required in this process
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Contract and order
Deal Desk signs · activate billing waits
Contracts, ContractLines, SalesOrders, SalesOrderLines, OrderAllocations, RenewalDecisions -
Activate billing
Billing Specialist signs · close the chain waits
InvoiceSchedules, InvoiceScheduleLines, SalesOrders, Contracts - Renew current recurring entitlements after amendmentsRather than copying the original quote or all historic lines.
- Prior-net upliftA current-book basis are distinct signed policies; applying both unintentionally changes the bargain.
- Non-renewal retains its deadlineEvidence independently of signature-provider events.
- One contract-term identity prevents duplicate renewal quotesAgreements, orders or schedules.
- Co-term datesPartial-period amounts and retained old invoices reconcile across the boundary; an old unpaid balance does not disappear at renewal.
Records and postings
| Stage | Records | Effect |
|---|---|---|
| 1 Review the term | ContractsContractLinesRenewalDecisions | Current recurring scope, notice and decision retained |
| 2 Prepare the proposal | QuotesQuoteLinesQuoteVersionsQuoteVersionLinesQuoteDiscountAllocations | Renewal basis applied once and changes prepared for review |
| 3 Send and decide | RenewalDecisionsEQuoteEnvelopesEQuoteEventsQuotesBusinessEvents | Manual acceptance or signed automatic-renewal authority established |
| 4 Contract and order | ContractsContractLinesSalesOrdersSalesOrderLinesOrderAllocationsRenewalDecisions | Verified successor and authorized order released |
| 5 Activate billing | InvoiceSchedulesInvoiceScheduleLinesSalesOrdersContracts | New-term billing reconciled and activated |
| 6 Close the chain | ContractsContractLinesRenewalDecisions | Effective renewal or non-renewal outcome recorded |
Process reports
All reportsRenewal Outcomes
Expiring contract terms from RenewalDecisions: completed renewal, evidenced nonrenewal, expired or unresolved. Before/after ARR uses effective renewable ContractLines and the signed price basis/uplift, excluding one-time items and repeated term generation.
Quote Velocity
Elapsed time from Quotes.CreatedAt to each frozen version SentAt and valid acceptance/decline/expiry. Provider recipient views/signatures are distinct from full envelope completion; deduplicate EQuoteEvents by source key and retain unresolved attempts separately. Slice by owner, family and provider; no fabricated terminal time for still-open work.
Bundle Attach Rate
For each bundle or promotion, eligible quote versions with that bundle attached divided by eligible evaluated quote versions; show denominator and exclude duplicate evaluations. Revenue and margin come from final allocated bundle-group value and all component costs; unknown-cost coverage remains visible.
Bookings by Period
Accepted, executed and verified commitments recognized under the selected booking policy, with written acceptance awaiting signature shown separately. Original/add amounts, signed replacement/cancellation ChangeAmount and renewals are distinct; reconcile ContractLines, accepted versions and order allocations without double-counting staged orders or replacement states. Report ARR as run rate, not cash or revenue recognition.
Billing Backlog
Accepted released allocation net amount less issued schedule consumption, by account/contract/service period. Separate active due plans, pending milestones, inactive schedules and released amounts without a plan; credit memos do not silently make the same obligation billable again.
Days Sales Outstanding
For a stated rolling period: end-of-period gross receivables divided by net credit sales during that period times period days. Use finalized issued invoice totals less issued credits as sales, with cash sales excluded by the frozen Invoices.SaleType classification; denominator zero/negative yields unavailable. Payment/application dates provide separate actual days-to-settle cohorts, not a substitute DSO formula. No GL or revenue-recognition result is implied.
Run by an agent
Agent support
Configure human approval actions separately from assistant preparation. Discount and terms decisions, contract verification, order confirmation and release, schedule activation and credit decisions stay with authorized people. An assistant cannot grant itself delegation, change an accepted proposal, treat a missing provider response as success or turn a suggested cash match into an approved correction.
# Example after configuration
$ curl -fsSL https://www.erp.ai/skill.md | paste into your agent
› renewal · review the term on Contracts, ContractLines, RenewalDecisions
✓ Deal Desk reviews the contract approaching its notice window and the current effective recurring ContractLines.
› renewal · prepare the proposal on Quotes, QuoteLines, QuoteVersions, QuoteVersionLines, QuoteDiscountAllocations
✓ Sales Rep reviews a manual renewal or any requested commercial change.
› renewal · send and decide on RenewalDecisions, EQuoteEnvelopes, EQuoteEvents, Quotes, BusinessEvents
✓ Sales Rep sends the reviewed manual proposal and follows complete buyer acceptance for its exact revision.
› renewal · contract and order on Contracts, ContractLines, SalesOrders, SalesOrderLines, OrderAllocations, RenewalDecisions
⏸ approval · waiting for the deal desk
# 2 more stages after approval: activate billing, close the chain
Other processes
5 moreQuote to cash
Connect a configured proposal to its approvals, executed terms, fulfilled order and reconciled invoice.
8 stages · 4 approvals
Configure and price
Build a complete product configuration and a traceable price before submitting the quote for review.
6 stages · 0 approvals
Discount approval
Review concessions and terms against the complete proposal, with clear authority, delegation and revision history.
6 stages · 1 approval
Acceptance to order
Verify the executed sale and release only the quantities, terms and value the buyer authorized.
6 stages · 2 approvals
Schedule to invoice
Activate the agreed billing plan, issue each obligation once and reconcile cash and credits to the account.
6 stages · 2 approvals