Renewal prep
A one-page brief for each renewal, ready well ahead of the date: what they pay, what they use, what went wrong and what your team promised. Anything outside your pricing rules goes to a person.
Go into every renewal call knowing the account cold.
Here’s a typical run, step by step: what automation handles, what the agent does, and the calls that stay with your team.
Step 1 of 5Spot what’s coming up
Automation
Lists every contract renewing in your window and starts a brief for each, with the account manager and the renewal date on it.
Renewal dates are fields on the contract. Finding the ones in range is a filter.
- CRM
- CRM
~4 hours a month back
Step 2 of 5Pull the numbers
Automation
Pulls what Aldous Vet Group pays, 84 of 120 seats in use, a year of usage and every ticket since the last renewal.
Each number already lives in billing, the product or the support desk. Gathering them is fetching.
- Billing
- Product data
- CRM
~24 hours a month back
Step 3 of 5Read the history
The agent
Reads the contract, a year of CRM notes and call summaries, and finds the promise to set up a new clinic in May, since done.
Promises sit in call notes and emails, in words like “we’ll sort that before renewal”, never in a field.
- Contracts
- CRM
- CRM
~36 hours a month back
Where teams differA brief can cover the whole relationship, or only the year since the last renewal.
Step 4 of 5Write the brief
The agent
Puts the account on one page: what they pay and use, what went well, what went wrong, what was promised, and three talking points.
Talking points depend on this account’s year, not a template. Picking the three that matter takes judgment.
- CRM
- CRM
~40 hours a month back
Step 5 of 5Check the price terms
Automation
Compares the planned increase with the contract and your pricing rules. A 7% increase against a 5% cap goes to the account manager.
The cap is a number in the contract, so a breach is a comparison.
Your teamIf it breaks a contract term
Renews Aldous Vet Group at the 5% the contract allows, or plans a conversation about a new term instead.
The renewal price is a commercial decision about one customer. The person who owns the account should make it.
- Contracts
- CRM
~6 hours a month back
Where teams differSome contracts cap increases, some tie them to an index, and some leave the price open.
What changes
The account manager gets one page: what the customer pays, uses and asked for, and what your team promised. Pricing that needs a decision is flagged early.
- 3steps automated
- 2steps for the agent
- 1call kept with your team
Pick any step to see what happens there and why it sits in that lane.
What it could be worth
~110 hours a month back
$72,600 a year in time
For a team renewing about 60 customer contracts a month, at $55 an hour. We work out yours from your own volumes before you sign.
Let’s build your agentOne proven agent, plugged into how you work.
Every team does this job a little differently, so we set these five with the people who do it today. We’ve done this in dozens of businesses, so we know where teams usually differ and ask about those first.
The agent
Same for every client- Follows the same proven steps
- A person on every exception
- Every decision logged
- Tested on your past work first
- Never sends a renewal quote or changes a price
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Your systems
Where the work comes in, and where the result goes.
For this agentContracts from your CRM or contract folder, usage from your product, tickets from your support desk.
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Your rules
The limits and exceptions it works to.
For this agentHow far ahead each brief is ready, your price increase rules, and what counts as a risk.
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Your team
Who signs off, and who covers when they’re away.
For this agentThe account manager for each renewal, the head of customer success above a set value.
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Your channels
Where your team hears from it.
For this agentThe brief in the CRM, Slack when a new one is ready.
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Your output
What it hands back, in the format you already use.
For this agentA one-page brief with talking points, every line linked to its source.
Spotting accounts going quiet and drafting proposals are other agents in the catalog. The renewal conversation and the price stay with your team.
The agent, and everything that keeps it working.
- The agentRunning on your systems, under your rules.
- The review screenWhere the exceptions land for your account managers.
- Your rulebookYour limits, exceptions and who signs off, in one place, often for the first time.
- A test reportYour past renewals, run through it and checked against the number.
- The runbookHow it works, what to check, and what to do if it stops.
- 30 days of tuningAfter it goes live, through a full month of your real renewals.
Hours your account managers spend preparing each renewal. We measure it before we start, and again at day 30.
Live in 3 to 6 weeks. About seven hours of your time.
We do the building. Your side: access, your contracts and the last year of renewals, and a short weekly check-in.
Then 30 days of tuning, with a short check-in each week, about two hours of yours. At day 30 we show you the number and hand everything over.
It keeps running whether or not we stay.
It runs in your accounts
Your cloud, your systems, and an AI account in your name, billed by the provider at their rates.
Changes in the first 30 days are included
A new rule, a changed limit, someone new signing off. That’s what tuning is for.
After that, your call
Your team edits the rulebook, the care plan covers it, or a bigger change is quoted first.
About this agent.
How far ahead is each brief ready?
Where does “what we promised” come from?
Does it set the renewal price?
Our process isn’t quite like this. Will it still work?
How do we agree the number?
What does it cost to run once it’s live?
How far ahead do your renewal conversations start?
Tell us how your team handles renewals today. We’ll show you this agent on examples like yours, and whether it fits the fixed price.
- 3 to 6 weeksto live, then 30 days of tuning
- $12,500fixed, per agent
- Yours to keepno license fees