Three hundred client licenses now sync into one renewals pipeline that emails customers at 90, 60 and 30 days with a ready-made quote — and escalates silence to an account manager before anything lapses. Renewal rate is up 19 points.
Typical results
87%
Renewal rate, up from 68%
1
Lapse per quarter, was 11
3 hrs
Monthly renewals admin
90 days
Head start on every renewal
Figures reflect typical results for this kind of automation.
The challenge
Renewal dates for 300+ licenses and support contracts lived in vendor portals and a battered spreadsheet. Reminders depended on someone remembering to look, so quotes went out days before expiry — or after it. Eleven licenses lapsed in a typical quarter, taking recurring revenue and client trust down with them.
Before and after
Renewal rate
+28%Lapsed licenses per quarter
−91%Renewals admin per month
−85%The automation
We synced every license and support-contract end date into a renewals pipeline in the CRM. At 90 days out, Make generates a renewal quote with current pricing and emails it to the client, with follow-ups at 60 and 30 days. Unanswered renewals escalate to an account manager with the full contact history attached, and a live dashboard shows exactly what expires when — across every vendor.
How it works
- 01
Every date synced
License and support-contract end dates from all vendors flow into one renewals pipeline.
- 02
Quote builds itself
At 90 days out, a renewal quote generates automatically with current pricing.
- 03
Clients reminded
Emails at 90, 60 and 30 days deliver the quote with a one-click way to accept.
- 04
Silence escalates
Unanswered renewals route to an account manager with the full history — before they lapse.
- 05
Nothing slips
A live dashboard shows exactly what expires when, across all 300+ licenses.
Starts from
- License & contract dates
- 90/60/30-day triggers
Delivers
- Renewal quotes emailed
- Account manager escalation
- Live renewals dashboard
The impact
The renewal rate climbed from 68% to 87% — nineteen points — and lapses dropped from eleven a quarter to one. Admin time on renewals fell from twenty hours a month to three, and clients started renewing early because the quote was already sitting in their inbox.
Questions about this automation
Where do the license and contract dates come from?
End dates are collected from vendor portals, exports and the existing spreadsheet, then stored as renewal records in the CRM linked to each client. New licenses are added as they are sold, so every date sits in one pipeline instead of being spread across several vendor accounts.
How is the renewal quote created?
At 90 days before expiry, the automation builds a quote from the license record with current pricing and the client's details, then emails it with a one-click way to accept. Reminders follow at 60 and 30 days with the same quote attached, unless the client has already accepted.
What happens if a client does not respond?
If a renewal is still unanswered after the 30-day reminder, it escalates to the account manager with the full contact history, so a call can happen before the license lapses. The live dashboard shows every renewal by status and expiry date across all vendors.