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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. Amount

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

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

      3. Adopets: https://docs.google.com/spreadsheets/d/10RHKciZ-mB2m5XeowzbDU5_hcRuLJFI1/edit?gid=407797226#gid=407797226

    2. Adoptions

      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. Modules

      1. ShelterBuddy: 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. The key fields are:

    1. Deal Name - “[ShelterName] - [PL Software] - [Service Period]”

      1. Add “Audit” to the end of a Deal if you’re not comfortable renewing it without an account manager’s oversight. Do this in , like cases where the Amount, Modules, or any other field have significant discrepancies from what you’ve found and what was in the prior year’s service periodvaries significantly from what you expected going into the task.

    2. ❗Amount - Amount is only the amount that we are directly invoicing the customer (not HomeAgain, Adopets, or other agreements). Source of truth: https://docs.google.com/spreadsheets/d/1Bw_ougUhsV_b0Kp9V46PxcXOJ6nO0iU0/edit?gid=1749222115#gid=1749222115 & https://docs.google.com/spreadsheets/d/1h_FTnH_eC7KWgeQF_T1cQOr1DlWdX81Gs4Jwz4jkIHk/edit?gid=0#gid=0

      1. Subsidy Amount - If Subsidy is Known, seehttps://docs.google.com/spreadsheets/d/1i-OE9pNtIlKUfN1JCZregjtGUGD9cEvY5zBvkgQc9gU/edit?gid=847771488#gid=847771488 and enter the trailing 12 month figure in Subsidy Amount.

      2. Adopets Revenue - This is the transactional revenue we receive from Adopets, sourced via https://docs.google.com/spreadsheets/d/10RHKciZ-mB2m5XeowzbDU5_hcRuLJFI1/edit?gid=407797226#gid=407797226

    3. Currency Type - Copied by Workflow. If empty, align with their country.

    4. Yearly Adoptions -

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

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

    5. 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.

    6. Currency Type - Copied by Workflow. If empty, align with their country.

    7. Modules - Copied by Workflow. Check Customers Enabled Features if unsure

    8. Subsidy - Copied by Workflow. If unsure, double-check & copy from previous year’s Deal.

    9. Close Date - Workflow automated, .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 NameCopied by Workflow.

  4. Update users

    1. Open Company Record

    2. See “Associated Contacts” in the upper-right. Quickly scan activity and make sure that the Contacts listed are still engaged with that Company. If known, identify Contacts as known Billing Contact or Key Point of Contact. This helps us curate our points of contact.

  5. Close the task

    1. If a Deal looks good, move the Stage to Closed Won and mark the Task as complete

    2. If something is off about the deal, put the word “audit” in the Deal Name, then mark the renewal Task as complete.

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