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1. View a renewal Task / Deal in Hubspot

   1. Select Renewal Deal Task Queue

2. Pull up their information

   1. Hubspot Deal - When time for a renewal, the shelter should have a Deal titled “Shelter Name - Product Name - [Current Year] - Renewal]”

      1. Adopets & HomeAgain: review & update previous Deal’s Subsidy Revenue & Adopets Revenue

   2. Hubspot Company

   3. Accounting / invoicing info

      1. https://docs.google.com/spreadsheets/d/1Bw_ougUhsV_b0Kp9V46PxcXOJ6nO0iU0/edit?gid=1749222115#gid=1749222115

      2. https://docs.google.com/spreadsheets/d/1h_FTnH_eC7KWgeQF_T1cQOr1DlWdX81Gs4Jwz4jkIHk/edit?gid=0#gid=0

   4. Adopets and/or ShelterBuddy dashboard

      1. Adopets: rescue.adopets.com/reports (when logged in through their 1password)

      2. ShelterBuddy Adoptions: https://docs.google.com/spreadsheets/d/1izNs6CA9BH3fkNhjBm2Jbea6JpjA0erEjtZvnaAadOc/edit?gid=1185301362#gid=1185301362

3. Enter all of the updated information below in the new Deal. In areas of discrepancies…

   1. Deal Name - “[ShelterName] - [PL Software] - [Service Period]” “[Audit]” for Deals that need review.

   2. Amount - Very important - Check invoicing records Xero - Amount is only the amount that we are directly invoicing the customer, not HomeAgain, Adopets, or other agreements.

      1. Subsidy Amount - This is the amount we receive from third party subsidy partners, primarily HomeAgain. This is separate from Amount!

      2. Adopets Revenue - This is the transactional revenue we receive from Adopets.

   3. Currency Type - Copied by Workflow

   4. Yearly Adoptions

   5. Modules - Should be copied over Copied automatically by Workflow. Check by looking at the Customers Enabled Features

   6. Subsidy - Should be copied over Copied automatically by Workflow. If not, double-check and then copy from previous Deal.

   7. Close Date - Set to be the start day of the service period

4. Update users

   1. Open Company Record

   2. Click “View Associated Contacts” in the upper right Contacts window

   3. When Contacts are displayed, filter by Last Contacted Date is over 6 months ago.

Crucial Fields

1. Yearly Adoptions

2. Amount (update to check on Adopets actual revenue vs expected)

3. Contacts - attach the correct contacts with their roles to the Deal

4. Products Subscriptions - are they using what they’re paying for? Are they paying for what they’re using?

   1. Example: API turned on for people who aren’t using it.

5. Service Dates - Start & End (for renewals, assume the year following the existing service period)

6. Subsidy - Is this deal subsidized by multi-year agreements, third party partners, bundle agreements, or other discounts?

Updating a Company’s Contacts

If anyone has left the company, dis-associate them from the Company record.

When Done

🚧 How do we identify to Marissa that the customer needs audit?

🚧 What to do when we face contradiction?