Content Comparison

For reference https://docs.google.com/document/d/1Dka1HGglmoos1RRtR6yo65u8CgKpQE_GifguUO6Jgec/edit

https://www.loom.com/share/2dc1eb1394d64a04b67749e2760768b3

Renewing Contracts

Service dates refer to the time period that a Deal refers to. While a contract may be ongoing, terms change (services, pricing, shelter throughput, and more). Every year, we review the Deal and make sure that the terms are accurate. Also, replicating the Deal ensures that we have an accurate snapshot into our current customer count.

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1. Are they using the features that they’re paying for?

2. Is the shelter sized and priced appropriately? Is our Yearly Adoptions figure consistent with their records and with our internal documentation?

3. 🤔 Consider migrating info between Company and Deal records.

Process

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View a renewal Task / Deal in Hubspot

1. Select Renewal Deal Task Queue

Pull up open up key resources

Amount

Key Resources

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

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

Modules

1. ShelterBuddy: https://docs.google.com/spreadsheets/d/1UYIz3X_rlXbqbQwssCew85cxI8tFLFpbrH_OQLSB5cs/edit?gid=0#gid=0

Process

1. Select a Hubspot Task / Deal to renew from the Awaiting Renewal Hubspot Deal Stage.

2. Enter all of the updated information below in the new Deal. The key fields are:

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

      1. Note: The Service Period part of this is inherited from the previous Deal, so it’ll need to be updated to the current year.

      2. 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

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

   3. 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)

   4. 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.

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

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

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

   8. 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.

3. 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.

4. 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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