Contract renewal

Step by step

1. Identify renewal Sales Ops

   Sales Ops monitors eligible active contract terms and their accepted notice policy. The source term produces one renewal record and owner assignment. A repeated scheduled run keeps the same identity. Terminated or superseded terms make obsolete pending renewals ineligible for new successor actions.

   • Identify one current term requiring action
   • Updates Contracts, Renewals, Document versions

2. Assess the account Sales Rep

   Sales Rep reviews the customer’s contacts, service issues, recent activity and documented risk. The renewal retains dated evidence and a next action. A risk flag informs the conversation without deciding the outcome or changing a signed price. The account’s permitted customer context remains separate from another rep’s commission history.

   • Record the customer context and dated risk
   • Updates Accounts, Activities, Cases, Renewals

3. Prepare the next term Sales Rep

   Sales Rep carries forward the eligible recurring base and separately proposes uplift, added quantity or products, usage commitments and one-time charges. Currency and annual or full-term basis are explicit. The continuation opportunity includes the existing business rather than only the upsell; proposed usage remains outside committed value unless agreed.

   • Preserve the base and propose incremental scope
   • Updates Renewals, Opportunities, Quotes, Contract items

4. Approve renewal Sales Manager

   An independent Sales Manager approves the exact successor commercial scope within authority. Technical changes return to CPQ Admin where required. Auto-renew uses the price, notice and acceptance authority already signed; it does not authorize unrelated changes. Material revisions invalidate stale decisions and pending acceptance requests.

   • Authorize the complete successor terms
   • Updates Contracts, Approval decisions, Configurations
   ApprovalA person approves before the work moves on.

5. Verify acceptance Sales Manager

   Sales Manager verifies the required current signatures or the evidenced contractual auto-renew/equivalent acceptance path. All required parties and conditions must be satisfied. A partially signed replacement, obsolete notice or edited renewal status cannot establish a new active agreement.

   • Verify the applicable acceptance conditions
   • Updates Signature requests, Document versions, Renewals
   ApprovalA person approves before the work moves on.

6. Continue or close Sales Manager

   Sales Manager activates the evidenced successor or records the authorized ending path with its effective date and remaining obligations. The new term links to its predecessor and keeps the agreed boundary. Delivered, billed and earned prior scope remains intact; order, cycle and commission effects consume the new accepted scope once.

   • Record the effective successor or ending path
   • Updates Contracts, Contract cycles, Renewals

Sales Ops

Coordinates renewal generation and operational follow-through.

Sales Rep

Develops the continuation proposal.

Sales Manager

Independently approves terms and verifies acceptance.

CPQ Admin

Reviews technical changes.

AR Clerk

Reconciles remaining billing and credit obligations under the accepted agreement.