The expiry date is known. The paperwork still gets missed.
Account teams may track renewal dates accurately but begin the contract process too late. They may need to confirm updated pricing, approve revised terms, send a renewal agreement, and follow up with the customer. If these steps depend on a calendar reminder alone, a renewal can become urgent before anyone notices.
A CRM-linked UnderSign workflow can start the signing process after the renewal terms have been reviewed and approved. The date can prompt preparation, but the actual send should be gated by commercial approval and the correct document version.
Work backward from the renewal date
A practical renewal workflow has separate milestones:
- Preparation: identify upcoming renewals and confirm account ownership.
- Commercial review: validate pricing, service scope, and any changes.
- Approval: ensure the renewal document is authorized.
- Signature request: send the approved document to the known signer.
- Follow-up: track pending or declined requests and assign the next action.
- Completion: record the signed result and update the renewal record.
This avoids sending a contract merely because a date has arrived when the terms are still under negotiation.
Three renewal patterns
One strategic account: Use a standard signature request with the named customer contact after negotiation and approval.
A large customer cohort: Use Bulk Signing when many customers need the same updated terms but each must sign independently. Maintain a batch record and individual outcomes.
A self-service renewal or acknowledgement: A public Signing Link may be appropriate for a simple, standardized document where customers initiate the process themselves. Do not use a public link for a negotiated renewal that must go to a specific authorized signer unless the process includes suitable controls.
Renewal reporting that helps account managers
Track renewals due, agreements not yet prepared, requests pending, requests declined or expired, and completed renewals. Separate "renewal won" from "renewal agreement signed" if those are different operational milestones in your business.
UnderSign can provide the signing component for an API-based workflow. Confirm which status updates, API functions, and plan limits are available for the required implementation.
Frequently Asked Questions
Can the CRM send a renewal contract before expiry?
A configured workflow can prepare or initiate a request based on renewal milestones, provided terms and approvals are ready.
Should renewal requests be sent automatically on the expiry date?
Usually not. Use an earlier preparation process and require approval before sending the final terms.
Can I renew many customer agreements at once?
Bulk Signing can help when a group of known customers each needs an independent request.