Agreement renewals and seat true-ups, never a surprise
Every agreement's end date in view, the next term sent months ahead, and added users and devices signed as variations along the way.
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QuoteCloud gives each managed services agreement an expiry date, and the Expiring Soon filter lists agreements ending next so you can send the next term early, one at a time or by bulk send. When a client adds users or devices mid-term, send a variation they sign. QuoteCloud never renews or changes an agreement by itself.
A sample seat change for a fictional MSP, Quillfield IT, and its client Thornbury & Webb. The managed services agreement QF-4108 covers 42 users; four new starters have joined, shown as four extra seats. A variation, V-01, prices them at $127 per user per month (support tier, Microsoft 365 and backup): the agreed $6,935.00 a month becomes $7,443.00 from 1 April. The practice manager signs it, and only then do the four seats join the agreement. Nothing changes by itself.
Every change to the agreement has a signature behind it
Thornbury & Webb's agreement over three years: each added user, service or device went out as a variation the client signed. This is what the monthly figure looks like, document by document.
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Agreement signed
Standard tier for 42 users, 51 devices, 2 servers and Microsoft 365, on a 36-month term.
Monthly $6,935.00
-
Four new starters
Four users at $127 a month each for support, Microsoft 365 and backup: the variation shown here, as signed.
+$508.00 a monthMonthly after it $7,443.00
-
Security training, from the QBR
Chosen in the third-quarter review and signed as a variation the same week.
+$184.00 a monthMonthly after it $7,627.00
QBR proposals & upsell -
Detection and response on the servers
Two servers at $25 a month, an option from the review that the partners took up later.
+$50.00 a monthMonthly after it $7,677.00
-
Renewal offer sent
The next term is offered on the figures the client has actually signed for, not on a count someone remembers.
Offered on $7,677.00 a month
Four graduates start on 1 April. Each needs managed support, a Microsoft 365 Business Premium licence and backup from day one.
| Change | Agreed | Varied | Price |
|---|---|---|---|
| Managed IT · Standard | 42 users | 46 users | +$340.00 |
| Microsoft 365 Business Premium | 42 seats | 46 seats | +$148.00 |
| Microsoft 365 backup | 42 users | 46 users | +$20.00 |
- Agreed monthly
- $6,935.00
- This variation (V-01)
- +$508.00
- Revised monthly ex tax
- $7,443.00
All other terms of QF-4108 are unchanged, including its end date of 31 December, year 3.
Accept the variation
Rebecca Webb · Practice manager, Thornbury & Webb
Signed online · 3 Mar, 10:14 am
Agreement summary
- Users
- 42 → 46
- Monthly
- $7,443.00 + tax
- From
- 1 April
Certificate of authenticity and audit trail attached
A variation is its own documentDuplicate your variation template, change the counts and send it. The client signs; you update your billing. Revise Last Version changes an unsigned one without starting again; version history is on Business.
The running monthly figure is drawn from the signed documents for this page. QuoteCloud doesn't track users or devices, and never trues up an agreement from your RMM or licence counts.
The next term, sent months before this one ends
The renewal is a new agreement, QF-4108-R, built from your renewal template with the users and services the client has signed for. The client chooses 24 or 36 months, and upgrades sit as options they can tick. Try it.
Renewing a quarter's worth of clients? Bulk send the same renewal template to each of them as a personalised copy and watch who has opened and accepted.
- Term editing: 24 or 36 months, total contract value recalculated
- Upgrades as optional rows, priced from your catalogue
- Bulk send to every client renewing this quarter
Bulk send: Essentials and up, volume-based costs
Renewal and upsell quotesYour next term: current users and services
| Item | Qty | Monthly | Once-off |
|---|---|---|---|
| Managed IT, per user | $3,910 | — | |
Managed IT · StandardMS-STD-U · 46 users today
|
$3,910 | — | |
| Devices, servers & sites | $989 | — | |
Device managementEP-MGD-D · Laptops and desktops
|
$459 | — | |
Managed serverSRV-MGD
|
2 | $290 | — |
Managed firewall & switchingNET-MGD · Per office
|
2 | $240 | — |
| Security | $846 | — | |
Managed detection & responseMDR-247 · Per device
|
51 | $612 | — |
Managed detection & response, serversMDR-SRV · Added by V-03
|
2 | $50 | — |
Security awareness trainingSAT-USR · Added by V-02, per user
|
46 | $184 | — |
| Microsoft 365 & backup | $1,932 | — | |
Microsoft 365 Business PremiumM365-BP · Per user · annual commitment
|
46 | $1,702 | — |
Microsoft 365 backupBKP-365 · Per user
|
46 | $230 | — |
| Upgrades for the next term Tick to add | |||
| 46 | $1,564 | — | |
| 1 | $390 | — | |
- Monthly recurring
- $7,677/mo
- Once-off
- $0
- Total contract value over 36 months
- $276,372
All prices excluding tax. Nothing changes until this offer is signed; your current agreement ends on 31 December.
- Harbourside Dentalpractice.harbourside@example.com Accepted18 users · 36 months
- Pellow Architectsoffice.pellow@example.com Opened24 months
- Ferngrove Logisticsit.ferngrove@example.com Opened31 users
- Brindle & Co. Engineersadmin.brindle@example.com SentComplete tier
- Sent
- 4
- Opened
- 3
- Accepted
- 1
A renewal plan for the agreement's last five months
How Quillfield plans the end of a 36-month agreement. The months are an example; every step is your team's, using the QuoteCloud feature beside it.
AugustYear 3
- About 120 days out
Review the account
Find the agreements ending next, then check users, devices and services against the signed variations.
Expiring Soon filter
SeptemberYear 3
- About 90 days out
Send the next term
The renewal offer from your template, with term editing and upgrades as options; bulk send for the quarter's renewals.
Bulk sendEssentials and up
OctoberYear 3
- About 60 days out
Answer and adjust
Questions answered in comments. A change before signing goes out as a revised version.
Revise Last VersionVersion history: Business
NovemberYear 3
- About 30 days out
Both partners sign
Each signer signs in their own block, with no account needed, and a certificate for both.
Several signers
DecemberEnds 31 Dec
- 31 December
Old term ends, new one starts
The signed renewal takes over from 1 January. If it isn't signed, nothing renews: you decide the next step.
No auto-renewal
This is the team's plan, not something QuoteCloud runs: QuoteCloud doesn't send renewal reminders, renew agreements or raise prices by itself.
Find the agreements ending next, today
Free for 14 days, no credit card required. Set expiry dates on your agreements and see them in Expiring Soon from the first day.
What QuoteCloud never does on its own
No auto-renewals. No silent true-ups. No surprise price rises.
Every new term, every added seat and every price change in an agreement is a document the client reads and signs. That's what makes a renewal conversation easy instead of awkward.
What keeps renewals and seat changes clean
The QuoteCloud features an MSP uses at the end of a term and in the middle of one.
Expiry dates and Expiring Soon
Give each agreement its end date and the Expiring Soon filter on the documents dashboard lists the ones ending next.
A renewal template
Current tiers from your price book, term editing and upgrade rows, so each renewal starts complete. Templates.
Bulk send
One renewal template sent as a personalised copy to every client renewing this quarter, with who opened and accepted. Essentials and up.
Variations for seats
Added users, devices or services go out as a short variation the client signs, with the monthly before and after.
Revise Last Version
Change an unsigned offer without starting again; version history on Business keeps each version.
Opens and reading time
See when a renewal is opened and how long it's read, so the follow-up call comes at the right time.
Renewal and true-up questions
How do I see which managed services agreements are coming up for renewal?
Give each agreement an expiry date when you send it. The Expiring Soon smart filter on the QuoteCloud documents dashboard then lists the documents nearing their expiry date, so your team can review the account and send the next term well before it ends.
Does QuoteCloud renew agreements automatically?
No. QuoteCloud does not auto-renew agreements, apply price rises or extend a term by itself. The next term goes out as a new renewal document from your template, and it only takes effect when the client signs it. If it isn't signed, nothing renews.
How do I handle seat true-ups when a client adds users?
Send a short variation: the users or devices before and after, the price per user and the new monthly figure. The client signs it online and you update your billing. QuoteCloud does not count users from your RMM or Microsoft licences, and does not true up an agreement on its own.
Can I send renewals to many clients at once?
Yes. Bulk send one renewal template to a list of clients as personalised copies, and see who has opened and accepted each one. Bulk send is on Essentials and above, with volume-based costs. Larger accounts may still warrant their own renewal offer.
Can the client choose a longer term or add upgrades at renewal?
Yes. Turn on term editing so the client can switch between, say, 24 and 36 months and see the total contract value change, and add upgrades such as a higher support tier as optional rows. The monthly total updates as they tick.
What if the client wants changes before signing the renewal?
Answer questions in comments on the document, then change the offer and send it again. Revise Last Version keeps the change as a new version of the same document, and version history is on the Business plan.
More for IT service providers
Every page of the QuoteCloud IT services microsite.
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Per-user & per-device MSP pricingSupport tiers priced per user, devices and servers per unit, Microsoft 365 per seat, on the term the client picks.Explore
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QBR proposals & upsellQuarterly reviews that end in priced recommendations the client can choose and sign in the same document.Explore
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Microsoft 365, licensing & hardware resaleLicences as monthly rows, laptops and network gear outright, with your cost and margin hidden from the client.Explore
- Support tiers & service levelsEssentials, Standard and Complete side by side, response targets by priority, and your SLA wording locked.
- Break-fix to managed servicesTurn a year of call-out invoices into one proposal for a predictable monthly fee per person.
- Project statements of workMigrations, network refreshes and cloud projects priced by milestone, with a Gantt plan and sign-off at each stage.
- Security & compliance assessmentsAssessment proposals with fixed scope, optional tests and a remediation plan the partners choose from.
- Approvals, discounts & margin controlBig agreements and deep discounts go In Review before they're sent; cost and margin stay with your team.
- PSA, CRM & accounting integrationsSigned agreements into your CRM and accounting software, and to your PSA or service desk through Zapier or the API.
- IT services templatesReal QuoteCloud templates for managed services, SLAs, security, network projects and break-fix work.
- QuoteCloud implementation for MSPsYour agreement template converted, price book imported, SLA wording locked, approvals, integrations and training.
- FAQAnswers to the questions MSPs and IT service companies ask most.
Send your next renewal before it's due
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