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Rob Coons

Rob Coons

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  1. View a renewal Task / Deal in Hubspot

    1. Select Renewal Deal Task Queue

  2. Pull up open up key resources

    1. Financial 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

    2. Adoptions Info

      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. Features info

      1. ShelterBuddy: Customers Enabled Features doc (2024) https://docs.google.com/spreadsheets/d/1UYIz3X_rlXbqbQwssCew85cxI8tFLFpbrH_OQLSB5cs/edit?gid=0#gid=0

  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 needing review.

    2. ❗Amount - Amount is only the amount that we are directly invoicing the customer, not HomeAgain, Adopets, or other agreements. Source of truth here is Xero.

      1. Subsidy Amount - This is what we receive from third parties (e.g. HomeAgain). This is separate from Amount! Source of truth:https://docs.google.com/spreadsheets/d/1i-OE9pNtIlKUfN1JCZregjtGUGD9cEvY5zBvkgQc9gU/edit?gid=847771488#gid=847771488

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

    3. Currency Type - Copied by Workflow. Have it align with their locality if it’s empty.

    4. Yearly Adoptions -

    5. Modules - Copied automatically by Workflow. Check Customers Enabled Features to be sure

    6. Subsidy - 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

    8. Deal Start Date & Deal End Date - Service period dates for this Deal. Just extend them one year from the previous Deal and make sure they align with the dates in the Deal Name.

  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.

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