> For the complete documentation index, see [llms.txt](https://cyberpassion.gitbook.io/internal-docs/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://cyberpassion.gitbook.io/internal-docs/client-renewals/introduction.md).

# Introduction

## Purpose

• Ensure timely renewal of client services

• Maintain uninterrupted website and software support

• Improve client retention and satisfaction

• Generate renewal invoices on time

• Maintain proper coordination between Sales, Accounts, and Support Teams

## Step 1: Review Renewal Due List

At the beginning of each month, review all clients whose services are due for renewal.

Services may include:

• Website Maintenance Renewal

• Software AMC Renewal

• ERP Renewal

• Hosting Renewal

• Domain Renewal

• SSL Renewal

• Email Hosting Renewal

• Mobile Application Support Renewal

## Step 2: Contact the Client

The responsible team member must contact the client before the renewal due date.

Communication methods:

• Phone Call

• WhatsApp Message

• Email

• Follow-up Call

During the discussion:

• Confirm service satisfaction

• Inform renewal due date

• Explain renewal benefits

• Confirm renewal intention

• Answer client queries

## Step 3: Record Client Response

Every client response must be recorded properly.

Status Categories:

#### Renewal Confirmed

Client has agreed to continue the service.

#### Follow-up Required

Client needs additional discussion or approval.

#### Renewal Pending

Client has not yet provided confirmation.

#### Renewal Declined

Client does not wish to continue the service.

## Step 4: Inform Accounts Department

Once the client confirms the renewal, the responsible executive must immediately share the following details with the Accounts Department:

• Client Name

• Organization Name

• Service Name

• Renewal Period

• Renewal Amount

• GST Details (if applicable)

• Billing Address

• Contact Person Details

• Renewal Confirmation Date

## Step 5: Invoice Generation

The Accounts Department shall generate the renewal invoice based on the approved renewal details.

Invoice should include:

• Client Information

• Service Description

• Renewal Duration

• GST Details

• Invoice Number

• Payment Terms

• Company Bank Details

## Step 6: Share Invoice with Client

After invoice generation, the invoice must be sent through all applicable channels:

#### Email

Send official invoice from company email.

#### WhatsApp

Share invoice PDF for quick reference.

#### Postal Courier (If Required)

Send signed hard copy to the client.

## Step 7: Payment Follow-up

Regular follow-up should be conducted until payment is received.

Follow-up methods:

• Phone Call

• WhatsApp Reminder

• Email Reminder

• Official Letter (if required)

## Step 8: Payment Confirmation

After receiving payment:

• Verify payment details

• Confirm transaction with Accounts Department

• Issue payment acknowledgement

• Update renewal records

## Step 9: Service Activation / Renewal Update

After payment confirmation:

• Renew website maintenance services

• Renew software support services

• Extend hosting or domain validity

• Update AMC validity records

• Activate support coverage period

## Step 10: Update Renewal Register

All completed renewals must be updated in the Renewal Tracking Register.

Required Details:

• Client Name

• Service Name

• Renewal Date

• Invoice Number

• Payment Status

• Renewal Validity

• Responsible Executive

## Responsibilities

#### Renewal Executive

• Contact clients

• Follow up regularly

• Obtain renewal confirmation

• Coordinate with Accounts Department

#### Accounts Department

• Generate invoices

• Verify payments

• Maintain billing records

#### Technical Team

• Renew services

• Update support validity

• Ensure uninterrupted service delivery

***

## Important Guidelines

• Contact clients at least 30 days before expiry.

• Maintain professional communication.

• Record every interaction.

• Inform Accounts Department immediately after confirmation.

• Ensure invoice delivery through Email and WhatsApp.

• Track payment status regularly.

• Update renewal records after completion.

• Do not close any renewal case without proper documentation.

####


---

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