Contract renewal

Carry the continuing agreement into its next term with explicit pricing, notice and customer acceptance.

6 stages · 2 approvals

Roles and responsibilities

Sales Ops Sales Rep Sales Manager System 1 Identify renewal Contracts 2 Assess the account Accounts 3 Prepare the nextterm Renewals 4 Approve renewal Contracts 5 Verify acceptance SignatureRequests 6 Continue or close Contracts
  1. Step 1Identify renewal
    Contracts Up for RenewalUpcoming
    Renewal NumberContractAccountOwner
  2. Step 2Assess the account
    Pending ActivitiesOpen
    TypeSubjectRelated ToDue Date
    Meeting
  3. Step 3Prepare the next term
    Pending Quote ApprovalsPendingApproval
    Quote NumberOpportunityTotal AmountCurrency
  4. Step 5Verify acceptance
    Contracts Up for RenewalUpcoming
    Renewal NumberContractAccountOwner
  5. Step 6Continue or close
    Contracts Up for RenewalUpcoming
    Renewal NumberContractAccountOwner
Red diamonds require approval.Rows show responsibility for each step.

Process steps

Follow the process from start to finish. Select a step to see who acts and what changes.

Identify renewal

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 Terminated or superseded terms make obsolete pending renewals ineligible for new successor actions.

Responsible
Sales Ops
Records
ContractsRenewalsDocumentVersions
Effect
Identify one current term requiring action

Assess the account

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.

Responsible
Sales Rep
Records
AccountsActivitiesCasesRenewals
Effect
Record the customer context and dated risk

Prepare the next term

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.

Responsible
Sales Rep
Records
RenewalsOpportunitiesQuotesContractItems
Effect
Preserve the base and propose incremental scope
Approval required

Approve renewal

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.

Responsible
Sales Manager
Records
ContractsApprovalDecisionsConfigurations
Effect
Authorize the complete successor terms
Approval required

Verify acceptance

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.

Responsible
Sales Manager
Records
SignatureRequestsDocumentVersionsRenewals
Effect
Verify the applicable acceptance conditions

Continue or close

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.

Responsible
Sales Manager
Records
ContractsContractCyclesRenewals
Effect
Record the effective successor or ending path
Approvals and controls

2 approvals required in this process

  • Approve renewal Sales Manager signs · verify acceptance waitsContracts, ApprovalDecisions, Configurations
  • Verify acceptance Sales Manager signs · continue or close waitsSignatureRequests, DocumentVersions, Renewals
  • A term's renewal identity survives retryRepeated generation cannot create another opportunity for the same continuation.
  • Continuing recurring valueUplift, expansion and one-time charges retain separate source amounts on the stated currency basis.
  • Renewal pricing applies the accepted method oncePrior-price uplift and a current-price alternative are not both applied by default.
  • Auto-renew follows actual notice and change termsA scheduled task or reminder is not customer acceptance evidence.
  • Prior and successor agreements preserve service boundariesLine lineage. Suspension or termination cannot silently delete already billed obligations.
  • Not-renewingLost, termination and lapse retain their reason and effective treatment, with obsolete pending actions suppressed.
  • Historic imported contractsRenewal outcomes remain nonposting evidence, preventing duplicate order, invoice or earning generation at cutover.

Records and postings

StageRecordsEffect
1 Identify renewal ContractsRenewalsDocumentVersions Identify one current term requiring action
2 Assess the account AccountsActivitiesCasesRenewals Record the customer context and dated risk
3 Prepare the next term RenewalsOpportunitiesQuotesContractItems Preserve the base and propose incremental scope
4 Approve renewal ContractsApprovalDecisionsConfigurations Authorize the complete successor terms
5 Verify acceptance SignatureRequestsDocumentVersionsRenewals Verify the applicable acceptance conditions
6 Continue or close ContractsContractCyclesRenewals Record the effective successor or ending path
Data model →

Process reports

All reports

Renewal Pipeline

Current nonobsolete renewal term population by due quarter, separately showing prior continuing recurring base, proposed recurring/one-time amounts, agreed uplift/upsell, currency and evidenced AtRisk state; superseded and nonrenewing terms remain historical rather than generating another live opportunity.

Revenue by Product × Territory

CRM accepted net-bookings view by frozen product/territory/region/segment and currency, with recurring, one-time and committed-usage bases separate; the retained report name does not imply recognised revenue, which remains an explicitly reconciled external accounting measure.

Activity Leaderboard

Actual PerformedAt calls/meetings and actual sent MessageDeliveries by rep/week, deduplicated by source identity and distinguished from scheduled tasks and provider-reported opens; pipeline correlation is descriptive, not a causal or guaranteed outcome.

Run by an agent

Agent support

Required human decisions remain with the accountable role. An assistant cannot turn a preparation task into qualification, commercial approval, technical exception approval or commission payout authorization. It cannot use broad access to expose another rep's pay, bypass a communication preference or reuse an old signature after terms change. Uncertain sends and payouts need reconciliation before another request can create an additional effect.

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# Example after configuration $ curl -fsSL https://www.erp.ai/skill.md | paste into your agent › contract renewal · identify renewal on Contracts, Renewals, DocumentVersions ✓ Sales Ops monitors eligible active contract terms and their accepted notice policy. › contract renewal · assess the account on Accounts, Activities, Cases, Renewals ✓ Sales Rep reviews the customer's contacts, service issues, recent activity and documented risk. › contract renewal · prepare the next term on Renewals, Opportunities, Quotes, ContractItems ✓ Sales Rep carries forward the eligible recurring base and separately proposes uplift, added quantity or products, usage commitments and one-time charges. › contract renewal · approve renewal on Contracts, ApprovalDecisions, Configurations ⏸ approval · waiting for the sales manager # 2 more stages after approval: verify acceptance, continue or close

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