Your Contract Renewal Agent Sends the Renewal Before the Client Asks
The AgentWorks Contract Renewal Agent keeps your managed services agreements from sneaking up on you. It monitors every contract expiration date, compiles the scope changes from the past year, generates the renewal proposal with updated pricing, and tracks the agreement through signature. The person it frees is your account manager, and often the owner of the MSP, who today builds renewals from scratch the week a contract expires.
What it takes off your plate
Ask any MSP owner how renewals go. The expiration dates live in the PSA, in a spreadsheet, or in someone's memory. A client's agreement comes up for renewal and nobody notices until the billing run, or until the client asks. The proposal gets rebuilt from the original contract, which still lists the headcount, device count and services from when they signed.
Meanwhile the client added a second office, moved to a new line-of-business app and started a backup project. None of that is reflected in the new agreement. The renewal notice arrives late, and the message the client hears is that nobody is paying attention to the account, which is exactly when a competitor's proposal starts to look good. A renewal is the one moment every year when the client decides whether to stay, and it deserves more than a rushed notice.
What the Contract Renewal Agent does, step by step
The Contract Renewal Agent starts with the client communication, then builds the renewal behind it.
- Watches the dates. It reads every agreement's term and expiration date in ConnectWise or your PSA and starts the renewal workflow on the lead time your team sets.
- Tells the account manager. It sends the account manager a notice that the renewal is starting, with the client's current agreement attached.
- Compiles the year's changes. It gathers users and devices added or removed, new sites, projects delivered, services added mid-term and out-of-scope work that was billed separately.
- Checks with the client contact. It emails the client's primary contact to confirm upcoming changes, such as new hires, a planned move or a new application, so the proposal reflects where they are going.
- Generates the proposal. It drafts the renewal proposal with the updated scope and pricing from your current price book, for the account manager to review and approve.
- Sends and tracks. Once approved, it sends the proposal for e-signature, follows up with the client contact on the schedule you set, and answers routine questions about what changed.
- Closes it out. When the agreement is signed, it updates the agreement and billing in the PSA and confirms with the client.
- Hands off what needs a person. A price objection, a client considering a competitor or a request to change the service tier goes to the account manager with the full history.
Where the work is recorded
An agent that cannot record its results is a chatbot. Every email, reply, reminder and signature the AgentWorks Contract Renewal Agent handles lands on the client account in the CRM your team already sees, with the renewal as an opportunity, so anyone can see where it stands.
The agreement, scope and billing live in your PSA, where the service desk and finance already work. The next morning, the account manager sees renewals starting this month, proposals waiting for approval, proposals sent but unsigned, and the clients who raised a question that needs a conversation.
What your people do instead
Your account managers stay with the clients. They schedule the quarterly business review and talk about the client's plans for next year, instead of reconstructing a device count. The owner reviews proposals instead of writing them. When a client raises a concern at renewal, the account manager has time to visit and hear it in person.
The Contract Renewal Agent keeps the dates, proposals and follow-ups moving. Client service and client satisfaction stay with your people.
Renewals go smoother when the service desk runs well all year. Read about the true cost of manual ticket triage, and how to automate helpdesk triage for client accounts.
One next step
If renewals at your MSP start when the client asks, find out which workflow an agent should take first. The free IT Services Industry Assessment walks through your client relations and shows where the Contract Renewal Agent fits, and the IT services industry page shows the agents that work alongside it.
See where the Contract Renewal Agent would start in your it services business.
I'm Ace, the IT Services ambassador here. The free Industry Assessment reads your website and asks how calls, follow-ups and records happen today, then shows the first workflow worth handing to an agent like this one — and what your team gets back. Leave your email and I'll send the link.
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