Renewal sales 90 days before expiry
Enter the end date, and renewal sales start 90 days out
A sales team at a company that rents copiers, water purifiers and air purifiers to businesses under separate contracts per item set up a flow so that no contract quietly lapses or moves to a competitor, even when one customer holds several contracts ending on different dates.
The problem
- 01
Expiry dates on a spreadsheet
One customer could hold a contract per item, each ending on a different date, and reps tracked them in their own spreadsheets, so upcoming expiries slipped by.
- 02
Outreach right before the end
Renewals came up only as the term ran out, after the customer already had a competitor’s quote, leaving the team matching terms from behind.
- 03
Renewals lost with a rep change
When a rep moved on or was away, the dates they remembered went with them, and some contracts ended without a call.
How Trackit solves it
- 1
Register each contract under its customer
The team adds each contract to a Contracts object with its customer, items and expiry date, and registers a new contract when a renewal is signed. That is all a person does. When a contract is created, a record-created trigger starts a workflow for that contract alone, so several contracts at one customer each run on their own dates.
- 2
Trackit waits until 90 days out, then prepares the renewal
A wait-until block pauses the run until 90 days before the contract’s expiry date. On that day a create-record block adds a renewal deal linked to the contract and the customer, and a reminder block schedules an alert to the owner 30 days before expiry. If a contract is already inside 90 days, the run continues right away.
- 3
Outreach becomes the owner’s task, and progress stays on the deal
A create-task block assigns a renewal call to the customer’s owner, who gets a task-assigned notification. Contracts, deals and tasks stay together on the customer record, so a new owner picks up from the same place.
- TriggerRecord createdStarts when a new contract is registered.
- ActionWait untilWaits until 90 days before that contract ends.
- ResultCreate recordAdds a renewal deal linked to the contract.
- ActionReminderSchedules an owner alert 30 days before expiry.
- ResultCreate taskAssigns a renewal call to the owner.
Dohyun Park
Jechul ChoWhat changed
Before Trackit
With Trackit
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