Renewals
The contract a won deal becomes, the notice deadline and lead time on it, the renewal opportunity the system opens in time, and the expansion sold on top.
StatusActiveInRenewalnext 120 days
The contract record
A contract is created from the accepted quote when the deal desk confirms the win. It carries what billing and customer success need without opening the PDF:
| Field group | What it holds |
|---|---|
| Parties | The account, the source opportunity, the accepted quote and the owner on our side |
| Term | Start date, end date, term in months, signed date |
| Notice | Notice period in days, the notice deadline, the renewal lead time, auto-renew flag |
| Value | Annual value, total value, currency, billing frequency |
| Lines | Each product under contract with quantity, price, annual value, its own dates, and the deal and quote line it came from |
| Status | Draft, signed, active, in renewal, extended, renewed, not renewed, expired, terminated |
| Risk and churn | Renewal risk (low, medium, high, unknown) set by customer success; the churn reason on a contract that was not renewed |
| Document | The signed agreement |
Lines have their own dates because a customer adds a module mid-term and the co-terming question, whether the addition ends with the main agreement or runs its own year, is answered by the line dates. Each line also names the deal that sold it, so a contract grown through several expansion deals shows where every line came from.
Approval conditions
A rejection returns it to the rep with the approver's comments (Status: Submitted → Rejected → Draft) and the rejected step stays on the record.
When every step is approved the quote moves (Status: Submitted → Approved → Sent) and the PDF goes to the Recipient.
Submitted
- QTS-86244 OPP-23900 today
- QTS-21185 OPP-16865 1 d
- QTS-76426 OPP-72019 12 d
- QTS-39374 OPP-81279 9 d
- QTS-74206 OPP-84417 4 d
QTS-86244
- Opportunity
- OPP-23900
- Account
- ACC-84150
- Total
- 820
- AnnualValue
- 390
- DiscountPercent
- 20
Approval conditions.
End date, notice deadline and lead time
The end date is the renewal date: the day the next term starts. The notice deadline is the end date less the notice period, and it is the last day the customer can walk away. The countdown starts from the deadline, and the renewal lead time on the contract says how many days before it the renewal opportunity opens. A contract with a ninety-day notice period and a December end has a September deadline. A customer success manager who starts the conversation in November is negotiating after the customer has decided. Auto-renew contracts still get a renewal opportunity, because the price uplift and the expansion conversation still need to happen before the customer’s window to cancel.
Approval conditions
Deal Desk approves the booking (Status: PendingClose → Won), which moves the deal to the ClosedWon stage, writes the StageHistory row and stamps ValidatedBy and ValidatedDate.
PendingClose
- OPP-68261 ACC-87580 8 d
- OPP-26755 ACC-82366 4 d
- OPP-10704 ACC-78824 11 d
- OPP-37680 ACC-39847 in 11 d
- OPP-87781 ACC-79573 in 2 d
OPP-68261
- OpportunityName
- Opportunity 705
- Account
- ACC-87580
- Owner
- HC
- Amount
- 660
- AnnualValue
- 920
Booking waits for the deal desk.
The renewal opportunity
On the day the lead time says, the system creates an opportunity of type renewal on the account, linked to the contract in both directions. It copies annual and total value, selects the forecast amount from the owner’s quota basis, and uses the contract owner as the deal owner, and the contract moves to in renewal. From there it is an ordinary deal: buying committee rebuilt, activities logged, a quote approved through the same rules as new business, forecast category set each week, and the win validated by the deal desk.
When the renewal is won, the accepted quote creates the next contract and the old one is marked renewed. When it is lost, the old contract is marked not renewed with a churn reason, and it ends on its end date. Sales Manager checks the signed agreement and recorded notices before an agreed extension or permitted expiry. Auto-renew agreements follow their agreed renewal terms, even if the sales opportunity is still open. Terminated is reserved for a contract ended early, with the termination date and reason, so the renewal book does not count an early exit as a lost renewal.
YouStatusOpenPendingClose
Risk
Customer success sets renewal risk on each contract from what they see: usage where a connected product reports it, support history, a champion who left, an unanswered business review. Risk is a select so the renewal book can be sorted by it and the executive can see the at-risk value by quarter. Changing risk to high creates a task for the owner and shows on the account.
Openoverdue
| Opportunity Number | Account | Owner | Stage | Amount |
|---|---|---|---|---|
| OPP-42816 | ACC-35498 | BP | PS-2777 | 400 |
| OPP-98871 | ACC-99423 | TK | PS-4397 | 20 |
| OPP-24625 | ACC-12828 | CM | PS-2214 | 640 |
| OPP-22125 | ACC-66328 | RF | PS-5995 | 30 |
| OPP-42975 | ACC-45563 | PJ | PS-7949 | 200 |
| OPP-69824 | ACC-59598 | UP | PS-9249 | 770 |
Expansion
An expansion is an opportunity of type expansion on a customer account: more seats, another site, a new module. It follows the ordinary pipeline. The account plan’s whitespace field is where expansion is planned, and the plan review is where the manager asks why none of it is in the pipeline yet. Expansion sold mid-term becomes contract lines with their own dates on the existing contract, each line naming the expansion deal, or a new contract, as the deal desk decides.
Sentnext 14 days
| Quote Number | Opportunity | Account | Total | Sent Date |
|---|---|---|---|---|
| QTS-41521 | OPP-39941 | ACC-73648 | 740 | 10 Sep |
| QTS-11987 | OPP-48051 | ACC-39714 | 100 | 11 Sep |
| QTS-86979 | OPP-38871 | ACC-99603 | 380 | 10 Sep |
| QTS-34399 | OPP-39267 | ACC-25250 | 580 | 09 Sep |
| QTS-61914 | OPP-46860 | ACC-85819 | 50 | 05 Sep |
| QTS-59650 | OPP-24991 | ACC-60901 | 590 | 06 Sep |
Modules
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Accounts
The company record everything else hangs off: hierarchy, sites, ownership by territory, the account team and the yearly plan for the accounts that matter most.
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Contacts
The people at each account: who they are, who they report to, the part they play in a purchase, and whether you may contact them.
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Pipeline
Leads in, opportunities through the stages, a next step with a date on every deal, and a history that shows how each one really moved.
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Quotes
Priced proposals built from a price book, versioned as the deal moves, and approved by the right person whenever a rep goes past their authority.
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Activities
Every call, meeting, email, demo, task and note, logged against the account and the deal, synced from mail and calendar, and rolled up into the fields managers sort on.
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Renewals
The contract a won deal becomes, the notice deadline and lead time on it, the renewal opportunity the system opens in time, and the expansion sold on top.
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Forecast
Forecast categories on every deal, a quota per rep per period, a weekly submission with commit and best case, and a manager review that is kept alongside it.
Reports
All reportsRenewal Book
Contracts by notice deadline month with owner, annual value, renewal risk and the status of the renewal opportunity, and the value not renewed with its churn reason.
Roles and permissions
Works inbound and outbound leads to qualification and hands them to an account executive.
Owns the accounts, contacts, opportunities and quotes in their territory and submits the weekly forecast.
Runs a team of reps: approves negotiation and discounts within manager authority, approves the team's realignment moves, reviews forecasts and sets quotas.
Guards price, terms and bookings: approves quotes below floor price or outside standard terms, validates closed-won deals against the accepted quote, and maintains the price books and thresholds.
Owns customers after the win: contracts, renewal risk, renewal and expansion deals.
Owns territories, stages, quotas, sources, campaigns, rates and data hygiene, without a book of business.
Reads the forecast, the pipeline and the renewal book without editing any of it.
Related processes
Lead to deal
From a lead arriving to a signed contract handed to customer success: routing, qualification, acceptance, proposal, negotiation, the bookings check and the handover, with the gates where a person decides.
6 stages · 3 approvals
Quote approval
How a priced proposal gets from a rep's draft to the customer's inbox: the rules that decide who must approve, the steps in sequence, and what happens on rejection, revision and expiry.
6 stages · 1 approval
Forecast cycle
The weekly rhythm: reps categorise every open deal and submit, managers review and adjust on the record, and the period locks so the forecast can be checked against what closed.
6 stages · 2 approvals