This explains how to view and manage your renewals schedule in ScaleXP.
ScaleXP allows you to create "Contracts" which represent the entire invoice schedule for a contract with your customer.
Before moving on to managing your Renewals, be sure you are happy with your setup in Contracts. See View your Contracts.
Once a contract is created, ScaleXP automatically generates a renewals schedule for those contracts.
How to find and Configure the Renewals Schedule
By default, the renewal will be a mirror of the contract in terms of contract length and amount, starting at the end of the contract.
To view your renewals schedule, go to Customers (Top Navigation Menu) > Renewals (Left Sidebar).
There is lots of data on this page, so you can collapse the left sidebar to view more data on the screen using the arrow button.
Use the filters at the top to show only the relevant renewals
Change the configuration options in the Settings menu at the top right
Setting
Description
Filter by accounts
By filtering to specific accounts here, you select the relevant accounts to include in your renewal calculations. For example, if the original contract included a one-time setup fee or hardware that you do not include in your renewals, you can filter to only the recurring or renewable accounts. This ensures the renewal forecast includes only relevant nominal codes (GL Accounts).
Default Renewal %
If you forecast renewals at a fixed percentage, use this setting to adjust your renewal forecast. For example, if your Net Revenue Retention (Net Dollar Retention) is 110%, set this to 110%, so every renewal is forecasted at 110% of the original contract value.
Set default date
While renewals commonly begin immediately at the end of the original contract (0 months), there may be a lag time between contract end and renewal start. You can delay the pending renewal start date by specifying the number of months here.
With filters applied and configuration complete, you're now ready to view your renewals.
You will see a list of contracts with end dates in the select time frame (Existing Contract, left side) and associated renewal contracts (New Contract, right side).
Field Name
Description
Current Contract - Contract Name
The name of the accounting customer
Current Contract - Start Date
Start date chosen when creating the contract or identified by ScaleXP Invoicing
Current Contract - End Date
End date chosen when creating the contract or identified by ScaleXP Invoicing
Current Contract - Value
Combined total of all the issued and pending invoices in the contract
Expected Renewal - CRM Deal Name
If you manage renewal deals in your CRM, you can map a renewal deal to the expected renewal which will use the deal parameters as the source of truth. Without a deal mapped here, ScaleXP uses the original contract as the source of truth.
Expected Renewal - Status
Automatically updated by the mapped deal. If no mapped deal, you can manually choose a status of your renewals.
Expected Renewal - Stage
Stage is only relevant to and populated by the mapped CRM deal.
Expected Renewal - Contract Value
The amount expected for the renewal factoring in renewal percentage and account filters chosen in configuration, unless you've mapped a renewal deal from your CRM.
Expected Renewal - Contract Start Date
The expected contract start date from the renewal either determined by the original contract or the mapped renewal deal.
Expected Renewal - Contract End Date
The expected contract end date from the renewal either determined by the original contract or the mapped renewal deal.
When you Close Win a renewal in ScaleXP, you are prompted to create the new contract associated with the renewal and the prior contract is set to Closed Renewed.
When you Close Lose a renewal in ScaleXP, the prior contract is set to Closed Lost.
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