Apex renewals
No contract renews by surprise, or lapses by accident.
Renewals are the cheapest revenue a company has, and they are often handled from a calendar reminder and a copy of last year's quote. Apex watches every end date, tells the account owner on the days you choose, and drafts the renewal from what the customer actually used.
The renewal clock
Notices on the days you set, before the end date.
For example: 120 days for the account owner, 90 days for the customer, 60 days for finance if nothing has moved. The days are yours.
- 01
Watch
Every contract's end date and notice period are tracked from the structured contract, not a spreadsheet.
- 02
Notify
The account owner, the customer and finance are told at the points you choose, by email.
- 03
Draft
A renewal quote is drafted from the current contract, the customer's usage and any price changes since signature.
- 04
Close
The rep reviews, adjusts and sends. Once signed, the new term starts on the day the old one ends.
What the draft uses
A renewal priced on what happened, not what was guessed.
Actual usage
Customers consistently over their commitment are shown a right-sized commitment; customers under it are flagged before they ask.
Price changes
List price increases and any agreed annual escalation applied to the renewal lines.
Expansion
Add-ons bought mid-term are folded into the renewal at their current quantity.
Risk signals
Falling usage or late payments shown to the account owner beside the draft.
Co-terming
One end date per customer, if you want it.
- Mid-term add-ons
- Prorated to the existing end date so the customer renews everything at once.
- Several contracts
- Aligned to one renewal date at the next renewal, with the short period prorated.
- Evergreen terms
- Contracts that roll over automatically, with a price-change notice on the days you set.
Agents propose, people approve
The agent drafts. A person decides.
A renewal agent drafts each renewal quote from usage, the current contract and your price changes, and explains the changes it proposed. The account owner reviews and sends it.
Every agent stops at an approval gate until it has earned its way out of one. Nothing releases cash, commits spend or touches a customer without a person saying so.
Your dataModels that read your data run inside your environment, behind your firewall. No client data reaches a frontier lab.
Start here, keep the foundation
Start with renewals. Add the rest without starting over.
Start with renewals if expiring contracts are where revenue leaks. Your customers and invoices come down from the ERP into your Ferrata foundation, contracts are structured once, and the renewal clock runs from them. Add billing later and the renewed term bills without being entered again.
FAQ
Questions, answered plainly.
What is contract renewal management?
It is the work of knowing when every customer contract ends, telling the right people early enough to act, and producing a renewal the customer can sign before the term lapses. Apex runs it from structured contracts, so every end date and notice period is tracked.
When are renewal notices sent?
On the days you choose before each end date. A common setup is 120 days for the account owner, 90 days for the customer and 60 days for finance if the renewal has not moved, but every interval is yours to set.
How is the renewal quote priced?
From the current contract, adjusted for the customer's actual usage, any list price changes, agreed escalations and add-ons bought during the term. The rep sees each change against last term's price and can edit any of them.
What is co-terming?
Co-terming aligns several contracts or mid-term add-ons to one end date, so a customer renews everything together. Apex prorates the add-on or the short period so the customer pays only for the days they use.
Does Apex handle auto-renewing contracts?
Yes. Evergreen contracts roll over on their terms, and Apex sends any price-change notice the contract requires on the days you set before the new term starts.
Does an agent send renewals to customers?
The renewal agent drafts. A person reviews and sends. Notices to customers go out by email on the schedule you set, and the renewal quote reaches a customer only after the account owner has read it.
Related in Apex
- Contract managementSigned contracts turned into structured terms, phases and billing schedules.View
- CPQConfigure, price and quote from the items and price lists already in your ERP.View
- Usage-based billingBill what customers used, rated at the price they signed, posted to your ERP.View
- Revenue metricsARR, MRR, NRR, churn and expansion, computed from the schedules you bill from.View
From Ferrata Labs
- Quill, the quoting agentReads every inquiry, prices it against your rules, drafts the quote.
- How it worksAssess, Anchor, a first agent live in under 90 days, then your team.
- The platformThe Brain: retrieval, models and audit inside your own environment.
- Book a discovery callThirty minutes on one workflow, and an honest answer on where to start.
Start with renewals, or talk it through first.
Thirty minutes with Ferrata Labs on one workflow. You leave with a view of where Apex fits, and an honest answer if the sequencing is wrong and you should fix something else first.
Your pricing, approval and billing rules are your advantage, and they stay yours. Apex is configured to the way you sell and bill. You are not handing over a playbook or fitting into a template.