Renewal
From a contract's notice deadline to the next contract signed: the opportunity the system opens, the risk call, the renewal quote and approval, and what happens when the customer says no.
6 stages · 2 approvals
Roles and responsibilities
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Step 1Trigger
Opportunity NumberOpportunity NameAccountOwner
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Step 2Assess
SubjectTypeAccountContactMeeting
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Step 3Engage
SubjectTypeAccountContactMeeting
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Step 4Quote
Quote NumberOpportunityAccountTotal
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Step 5Close
Opportunity NumberOpportunity NameAccountOwner
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Step 6Continue
Contract NumberAccountAnnual ValueEnd Date
Process steps
Follow the process from start to finish. Select a step to see who acts and what changes.
Trigger
RenewalLeadDays before NoticeDeadline, the workflow creates an opportunity linked to the contract in both directions. It copies AnnualValue and TotalValue, chooses Amount from the owner's quota basis, and assigns the contract owner. The contract moves to InRenewal. The existing RenewalOpportunity link prevents duplicate creation if the trigger is retried.
Assess
The customer success manager sets renewal risk on the contract from what is known: product usage where it is reported, support history, whether the champion and economic buyer are still there, whether the last business review happened. Setting the risk to high creates a task for the owner.
Engage
The buying committee on the renewal deal is rebuilt. The people who signed two years ago may have moved; the contact records show who left. Calls and a business review are logged as activities, and expansion whitespace from the account plan is raised in the same conversation.
Approval required
Quote
The renewal quote is built from the current price book with the uplift the company applies and any expansion lines. It goes through the ordinary approval: discount above the owner's authority up the reporting line, price below floor or changed terms to the deal desk. A renewal at a discount to protect a risky account is approved by someone who can see the risk and the history.
Close
The customer accepts or declines. Won goes through the bookings check, then creates the next contract from the accepted quote with new dates and marks the old contract renewed. Lost records the loss reason and competitor on the deal and marks the old contract not renewed with its churn reason.
Approval required
Continue
Sales Manager reviews the signed agreement and recorded notices before deciding the next action. An agreed extension records ExtendedTo; expiry is recorded when the agreement permits it. AutoRenew contracts follow their agreed renewal terms and must not be expired merely because the sales opportunity remains open.
Approvals and exception handling
2 approvals required in this process
When the process needs attention
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exception
The notice window that passed
The notice deadline is the end date less the notice period, and the countdown starts from it. Renewals Due in 120 Days sorts by it with the status of each renewal deal beside the date, so a contract close to its deadline with no deal being worked is visible.
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exception
The champion who left
A confirmed departure updates Contacts.Status to LeftCompany. The renewal owner then checks the buying committee for a replacement; an out-of-office reply alone is insufficient.
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exception
The auto-renew nobody priced
Auto-renew contracts still get a renewal opportunity, because the uplift and the expansion conversation happen whether or not the paperwork renews itself.
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exception
Churn nobody analysed
A lost renewal has a loss reason on the deal and a churn reason on the contract, so churn appears in Win and Loss Analysis and in the Renewal Book.
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exception
The early exit counted as churn
A contract ended before its end date is terminated, with a termination date and reason, and stays out of the not-renewed numbers.
Records and postings
| Stage | Records | Effect |
|---|---|---|
| 1 Trigger | OpportunitiesContracts | renewal deal opened and linked |
| 2 Assess | ContractsActivities | at-risk value visible in the renewal book |
| 3 Engage | OpportunityContactsActivitiesAccountPlans | committee and whitespace refreshed |
| 4 Quote | QuotesQuoteLinesQuoteApprovals | approved renewal price |
| 5 Close | OpportunitiesContractsContractLines | next term recorded, churn reason kept |
| 6 Continue | Contracts | extension or expiry recorded |
Process reports
All reportsPipeline by Stage
Open amount and deal count at each stage, weighted and unweighted, by owner and territory in the reporting currency, with the movement since last week and the deals whose close date slipped between the two weekly snapshots.
Pipeline Created
New opportunities and amount added per week by owner, source, campaign, partner and type.
Renewal 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.
Discount Analysis
Blended discount by rep, product family and deal size, with the approvals requested, how each was decided and the quotes that expired unanswered.
Win and Loss Analysis
Deals won and lost in a period by loss reason, competitor, source, campaign, deal size band and industry, including lost renewals by churn reason.
Run by an agent
Agent support
The configured workflows must keep lead acceptance with Account Executive, negotiation approval with Sales Manager and bookings validation with Deal Desk. An agent can prepare evidence and drafts for those decisions. Forecast review, quote approval and realignment approval also remain human actions. Rehearsal must verify refusal of unauthorised actions and attribution of every permitted write before the agent is enabled.
# Example after configuration
$ curl -fsSL https://www.erp.ai/skill.md | paste into your agent
› renewal · trigger on Opportunities, Contracts
✓ RenewalLeadDays before NoticeDeadline, the workflow creates an opportunity linked to the contract in both directions.
› renewal · assess on Contracts, Activities
✓ The customer success manager sets renewal risk on the contract from what is known: product usage where it is reported, support history, whether the champion and economic buyer are still there, whether the last business review happened.
› renewal · engage on OpportunityContacts, Activities, AccountPlans
✓ The buying committee on the renewal deal is rebuilt.
› renewal · quote on Quotes, QuoteLines, QuoteApprovals
⏸ approval · waiting for the sales manager
# 2 more stages after approval: close, continue
Other processes
4 moreLead 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
Territory realignment
Changing who owns which accounts without losing deals in flight: modelling the new rules, approving the moves, applying them in bulk, handing over open deals, and checking nothing was orphaned.
6 stages · 2 approvals