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Ongoing fee renewals your team sees coming

Renewal dates as expiry dates, the Expiring Soon filter, and a new version for each client to read and sign before the date.

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Ongoing fee arrangements may need renewing under the rules that apply to your adviser. In QuoteCloud each agreement's renewal date can be its expiry date, the Expiring Soon filter lists those coming up, and you send each client a new version to sign, individually or with bulk send (Essentials and up). Nothing renews by itself.

A year of a fictional firm's ongoing fee arrangements by renewal date, from October to September, a few dots in each month. The Expiring Soon window, the next 45 days from Thursday 22 October, glows over late October, November and early December, where five arrangements fall due. Each becomes a sent renewal copy and its status appears: Robert Nyhan, 4 November, opened; Lucy and Evan Marsden, 9 November, sent; Helen Achebe, 20 November, sent; Margaret and Ian Pettigrew, 30 November, 1 of 2 signed; the Fairweather family, 4 December, draft. Nothing renews by itself.

One renewal, from the list to both signatures

Margaret and Ian Pettigrew's ongoing fee arrangement reaches its renewal date on Mon 30 November. This is how Ferrowby's client services team handled it, using QuoteCloud at each stage.

  1. 45 days

    On the list

    Their current agreement's expiry date is its renewal date, so it appears in the Expiring Soon filter.

    Expiry dates · Expiring Soon
  2. 42 days

    New version ready

    Hollie revises their last agreement: the Comprehensive service, $440 a month, the next 12 months.

    Revise Last Version
  3. 41 days

    Sent with November's renewals

    Their copy goes out with the other November renewals in one bulk send, each personalised.

    Bulk send · Essentials
  4. 39 days

    Margaret signs

    She reads the services and the fee and signs. The agreement shows 1 of 2 signed.

    Every signer
  5. Renewal date

    Signed by both, or ended

    Ian signs, or the service ends on the date. QuoteCloud never renews or bills it by itself.

    2 of 2 to continue

A sample process for one firm. Ongoing fee arrangements may need renewing under the rules that apply to your adviser: check the timeframes that apply to you. QuoteCloud doesn't send reminders.

Every arrangement due, in one filtered list

Give each ongoing fee arrangement an expiry date that matches its renewal date. The Expiring Soon filter then lists the ones coming up, nearest first, with those inside 14 days in red.

The list replaces the renewal spreadsheet: it's the agreements themselves, so the status beside each one is always current.

  • Expiry date on each agreement
  • Expiring Soon filter across the firm's documents
  • Status beside each: draft, sent, opened, signed

Expiry dates and the Expiring Soon filter: Essentials and up

Renewal quotes in QuoteCloud
Documents · Expiring SoonFerrowby Advice & Lending Sample data
  • All
  • Sent
  • Signed
  • Expiring Soon

5 ongoing fee arrangements reach their renewal date in the next 45 days

  • Ongoing service · renewalMargaret & Ian Pettigrew · FA-R-1874 Expires Mon 30 Novin 39 days 1 of 2 signed
  • Ongoing service · renewalRobert Nyhan · FA-R-1861 Expires Wed 4 Novin 13 days Opened
  • Ongoing service · renewalLucy & Evan Marsden · FA-R-1866 Expires Mon 9 Novin 18 days Sent
  • Ongoing service · renewalHelen Achebe · FA-R-1870 Expires Fri 20 Novin 29 days Sent
  • Ongoing service · renewalThe Fairweather Family · FA-R-1879 Expires Fri 4 Decin 43 days Draft

This month's renewals, sent in one go

Choose the clients whose arrangements renew in November and bulk-send the renewal agreement. Each client gets their own copy with their own service level, fee and dates.

You see each copy's status as it changes: sent, opened, signed. Your team follows up with whoever hasn't opened theirs.

  • One template, a personalised copy per client
  • Status per client
  • Bulk send has volume-based costs

Bulk send: Essentials and up

Bulk send
Bulk send · November renewalsFerrowby Advice & Lending Sample data
Your ongoing service for the next 12 monthsRenewal agreement, one copy per client 4 personalised copiesOngoing clients · renewal date in November
  • Margaret & Ian Pettigrewmargaret.pettigrew@example.com AcceptedMargaret signed
  • Robert Nyhanrobert.nyhan@example.com OpenedOpened on Tuesday
  • Lucy & Evan Marsdenlucy.marsden@example.com OpenedLeft a comment
  • Helen Achebehelen.achebe@example.com Sent
Sent
4
Opened
3
Accepted
1

From a renewal spreadsheet to a renewal list that keeps itself current

What changes in your client services team's renewal month.

The jobSpreadsheet and mail mergeQuoteCloud
Know what's due A spreadsheet of renewal dates someone has to keep up to date. Each agreement's expiry date, listed by the Expiring Soon filter.
Prepare each agreement A mail merge into a Word letter, then a PDF per client. The last agreement revised as a new version, or one template bulk-sent as personal copies.
Send them One email at a time, with attachments. Bulk send to this month's clients from one screen.
Know who has signed Check the inbox and update the spreadsheet. Sent, opened and signed beside each client, per signer.
Keep the record Scanned signatures filed by hand. Each signed version with a certificate of authenticity; earlier versions kept.

Run your next renewal month in QuoteCloud

Free for 14 days, no credit card required. Send us your ongoing service agreement and we'll convert one template for you during the trial.

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A new version the clients read and sign

The renewal is a new agreement for the next 12 months, not a silent roll-over: the service, the fee per month and per year, the start date and the next renewal date, in words the clients can check.

Margaret has signed; Ian's signature is still to come. Ferrowby invoices the monthly fee itself once the new arrangement starts.

  • The ongoing fee as a repeating charge shown in the agreement
  • Both clients sign the new version
  • Nothing renews, and nothing is billed, by itself
Couples, trustees & multiple signers
Ferrowby Advice & LendingOngoing fee arrangement FA-R-1874 Sample · fictional firm
An older couple smiling together by the sea

Ongoing fee arrangement

Your ongoing service for the next 12 months

Prepared for Margaret & Ian Pettigrew · Prepared Mon 19 Oct 2026 · Valid until Mon 30 Nov 2026

Your current arrangement reaches its renewal date on Mon 30 Nov. Here's the service and the fee for the next 12 months. If you'd like to continue, please both sign.

Your ongoing fee arrangement

Repeating charge

Comprehensive

$440 a month incl. tax

$5,280 over 12 months

  • Two review meetings a year
  • Quarterly check-ins
  • A tax-time call with your accountant
  • Questions by email or phone, any time
Starts
Tue 1 Dec 2026
Term
12 months
Renewal
Next renewal date: Tue 30 Nov 2027

Invoiced by Ferrowby each month. QuoteCloud shows this fee in your agreement; it doesn't bill it.

Ongoing fee arrangements may need renewing under the rules that apply to your adviser. This is a new version for you to read and sign. Nothing renews by itself, and you can end the service at any time by telling us.

Continue your service

1 of 2 signed

  • Margaret PettigrewClient SignedWed 21 Oct, 11:02 am
  • Ian PettigrewClient Awaiting signature

Certificate of authenticity and audit trail attached

Renewal questions, answered

Does QuoteCloud renew ongoing fee arrangements automatically?

No. Nothing renews by itself. Each renewal is a new version of the agreement that the clients read and sign. If they don't sign, the arrangement isn't renewed in QuoteCloud. Ongoing fee arrangements may need renewing under the rules that apply to your adviser, so check the timeframes that apply to you.

How do we see which arrangements are due for renewal?

Set each agreement's expiry date to its renewal date. The Expiring Soon filter lists the documents approaching their expiry, nearest first, with the status of each. Expiry dates and the Expiring Soon filter are on the Essentials plan and above.

Can we send all of this month's renewals at once?

Yes, with bulk send on Essentials and above. Choose the clients and the renewal template, and each client receives their own personalised copy with their own details. You see each copy's status. Bulk send has volume-based costs.

Does QuoteCloud bill the ongoing fee?

No. The ongoing fee is a repeating price item shown in the agreement, per month and over the term. Your firm invoices it through its own systems. QuoteCloud doesn't bill, collect or remind clients about ongoing fees.

Does QuoteCloud send renewal reminders to clients?

No. Your team can see who has opened and who has signed, and follows up with those who haven't. Slack and Microsoft Teams alerts for document updates, comments and actions are available if your team works there.

Can both clients sign the renewal?

Yes. Add both as signers. The agreement shows 1 of 2 signed until the second signature comes in, and the signed version carries a certificate of authenticity and audit trail.

More questions from advisers and brokers

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