You can speed up your quote preparation and approval cycle with the Mass Contract Renewal feature. In this guide we will discuss:
Preparing for renewals
Steps on how to do renewals
How to send them in batches to save time
Preparing for renewals
Preparation includes validation/addition of information in 3 sections of your settings and in the quotes grid:
Quote settings
Upon renewal, the items presented in your quotes will be copied from your default settings. It is therefore necessary to validate/modify the information in the following sections:
Suggested prefix: to easily find your contracts to be renewed each year, it is recommended that the prefix of the quote number be changed. As an example:
Tip
If you have some clients who receive their renewals by mail, add a line to that effect in your Termes and conditions section.
Here is an example:
Note
Changes such as quote date, deadline, etc. as well as price increases will be made during the renewal step.
List of products and services settings
Validate that each of the quote items to be renewed is in your current products and services catalog, as it may have been deleted or had its name changed.
Tip
If you will create routes from your accepted quotes, you may want to create new "dated" items in your catalogue instead of using the same one year after year.
This will make it easier to sort by quote items. For example:
Snow Removal Contract 2024
Summer 2024 fertilization contract
Etc.
Note
If you are connected to an accounting system, please make sure to fill in the GL account fields (for Acomba and Sage 50) or to select the "Accounting item reference" for Quickbooks for each newly created item.
Labels settings
Labels will be used to filter your categories of quotes to be renewed in bulk. Here are some examples of categories you might like to have and the label names to illustrate:
Quote/Contract Category | Examples of label names |
With different terms and conditions |
|
With different payment schedules |
|
To be renewed manually because of exceptions |
|
Quotes grid
A Renewal label will be automatically assigned to each renewed quote/contract. Therefore, before starting your renewals, you will have to remove the Renewal labels from the previous season to avoid forgetting any. Plannit allows you to remove these labels in batch as follows:
Select the Filter icon to the right of the search bar.
In the Labels field, select Renewal and Apply.
Select all quotes and in the orange bar select -Remove.
Select the label Renewal.
Steps to renew the quotes
Filter the information
From the quotes grid, click on the Filter icon and sort by category/block using the labels you created, then apply (see an example below):
Select your contracts to renew
Click on the square on the left, then on the renew button in the red bar and fill in the fields (see below) then click Next.
Confirm the payment schedule
The schedule that will appear is the one you entered in your quote settings. Change the dates and/or other items as needed and click Next.
Link quote items to those in your catalog
Select the corresponding item from your products and services catalog for each item in your renewal. This step is very important especially if you are connected to an accounting system and to avoid using items that are no longer in your list, which could create errors.
Click Confirm, then confirm the renewal.
Note
In order not to slow down your computer, we suggest that you do not do more than 50 renewals at a time. Once the process is complete, you will see the "Renewal" labels appear on the previous years/seasons contracts and the new renewed contract will have a "draft" status.
Finalize adjustments to prices and/or terms and conditions (if necessary)
If you have contracts with price adjustment tags, filter contract renewals by this type of tag to adjust the price as follows, for each contract:
The Terms and Conditions that will appear on your renewals have been copied from your settings. If you want to modify them, you can do so in one step after selecting the desired block as follows:
Send renewals in bulk
Set the pagination to 50 per page (to facilitate this operation)
Filter the status column for Draft
Select all quotes and click Send in the red bar
Confirm by clicking Yes
The status of your quotes will then change to Sent.
Note
You could have made a mass print by following the steps above but clicking on Print.