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

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.

Process under construction.

What’s most important in renewing a Deal? This is our time to review their account and make sure we have the big things right.

  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

  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)

  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

  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.

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?

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