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Start here · 3-minute guide

A renewal review
that ends with a next step.

What to check, which gaps to surface and how to leave the meeting with something more useful than an updated dashboard.

Read the guide
01 / Getting readyGive your assistant useful company knowledge.02 / Working with AISet approval rules people can actually follow.03 / Explore the numbersWhat could a better renewal rate mean?
A practical renewal review

Finish with a decision.
Not just a number.

A simple structure to try with your team. Adapt the window and checks to your contracts.

1. Agree the working window.

Start with accounts renewing soon enough to need work now. Sixty days is a useful example, not a universal rule. Include the renewal date, owner and contract value. Keep missing information visible.

2. Look beyond the date.

Check the latest conversation, whether a quote is recorded and whether the next step has an owner. Bring in relevant support or invoice context when you have it. A missing CRM note is a question to ask, not proof that nobody spoke to the customer.

3. Choose the next action.

For each account that needs attention, write down the action, the owner and when it should happen. “Send a renewal quote” is useful. “Improve account health” is not yet a task.

4. Return to the outcome.

At the next review, ask what happened. A prepared email is not a conversation. A conversation is not a renewed contract. Keep those states separate so you can see where work is getting stuck.

Leave with three things.

An account, an owner and a dated next step. That is the minimum useful output of the review.

See how Renewal Watch supports the process ↗
Prepare your company knowledge

Write down what
your best people know.

You don’t need a perfect wiki. Start with the answers that change the quality of everyday work.

What do we sell?

Describe the products, who they fit and where they don’t. Include approved explanations and the questions that need a specialist. Keep current information separate from old collateral.

What are the commercial rules?

Document pricing, renewal terms, discount authority and who can approve an exception. Use direct statements: “Discounts above 10% require approval” is easier to apply than “Use sensible judgement on discounting”.

How do we sound?

Give a few good examples of real emails and proposals, with sensitive details removed where needed. Explain what makes them good. Say which phrases or claims your team should avoid.

Who keeps it current?

Give each important page an owner. Review it when a product, price or process changes. In Zarco, published pages inform the work; drafts stay with your team.

Start small, but make it real.

A clear product page, a pricing policy and a useful proposal template are a stronger start than a large collection of contradictory documents.

Meet the assistant that uses this context ↗
Set sensible approval rules

Decide what can happen.
Before it happens.

A starting point for your team’s workflow. The right controls depend on the action and its consequences.

Separate preparation from action.

Researching an account and drafting a quote are different from changing a record or sending a message. Define each step so “done” does not quietly mean “sent”.

Name the person who decides.

Make approval ownership explicit. An account owner may review a follow-up; a commercial lead may need to approve a discount. Decide what happens if that person is away.

Put evidence beside the work.

A reviewer should be able to see why the work was prepared, which sources informed it and what will happen on approval. Keep missing or uncertain information visible.

Keep a record of the outcome.

Record what was approved, who approved it and what happened next. Review the process before allowing a class of actions to run with less supervision.

Capacity first. More autonomy only where it helps.

The immediate win can be consistent work prepared for a person to review. You do not need to remove that person to make the process useful.

Explore the work you could start with ↗

Prefer to see it?

Walk through a meeting brief, a renewal review and the prepared work.

Try the interactive demo ↗