Renewal quotes from seats used, not seats sold
The last 30 days of usage against the licence, turned into a renewal order form your team reviews and sends before the expiry date.
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With QuoteCloud, a software vendor's renewal is an order form built from the renewal template with the account's real usage: seats from your own rule, the customer's request and any discount, which waits for approval over your limit. Expiry dates and the Expiring Soon filter show what's due. Agreements never renew by themselves.
Last reviewed by the QuoteCloud team
An engineered isometric drawing of the last 90 days of Mossbank Health Partners' agreement with Plinthwork, laid out as a runway on a plinth with pads at 90, 60 and 30 days and a dark expiry pad for 31 Jan 2027 (4). Docked at the start, the Expiring Soon list floats over the plinth (1). The agreement, a small dark block (3), moves from pad to pad. At day 60 the renewal order form (2) lands above the runway, an aqua route carries it on to day 30 when it is sent, and a tick lands on the day-30 pad when both have signed, before the expiry date. A circular detail enlarges the expiry pad: nothing renews by itself. A card shows the Expiring Soon list: Mossbank Health Partners in 12 days, Harbourline Facilities Group in 26, Brackenridge Foods in 40 and Ashcombe Dental Group in 46. The status card steps through 90 days out, on the list; 60 days out, renewal drafted from usage; 30 days out, 12% approved and sent by Theo; signed by Dana and Eamon before 31 Jan.
Plinthwork's 90 days before an expiry date
The customer success team's own plan for every renewal. QuoteCloud gives them the list, the draft and the signature; people decide when each step happens.
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90 days
It shows up on the list
Every agreement has an expiry date, so the Expiring Soon filter shows Priyanka what's coming.
Expiring Soon filter -
60 days
The renewal is drafted
From the renewal template with this year's usage, by Theo, through Zapier from the CRM, or by an assistant through MCP.
Template, Zapier or MCP -
45 days
Discount approved
12% is over the 10% limit, so the draft waits In Review until Hollis approves.
Approval workflow Business -
30 days
Sent and signed
Theo sends it; Dana changes the seats she needs, then she and Eamon sign.
eSignature -
Expiry
Nothing lapses
If a renewal isn't signed, the old agreement simply expires. Nothing renews or bills by itself.
Expiry date
Plinthwork's own timeline, shown as an example. QuoteCloud doesn't send reminders or renew agreements automatically.
Mossbank's renewal, from seats used
Mossbank licensed 120 seats; 134 people used Plinthwork in the last 30 days. Plinthwork's rule (active users plus 4%, up to the next 5) puts 140 seats in the renewal, with analytics for the same 140 and single sign-on.
Dana asked for 12% off over 24 months. That's over the 10% limit, so Hollis approved it before Theo could send it. Change the seats or the term as Dana would: the monthly amount and the total contract value follow.
- Usage shown from your own data
- Seats and term the customer can change
- Discount over your limit approved first
- Two signers, certificate of authenticity
Price tables: Essentials and up · approval workflow: Business
Discount approvals and deal deskUsage at a glance Last six months
Who uses what
- Work orders92%
- Planned maintenance78%
- Mobile app66%
- Analytics41%
API calls
1.42 of 1.0 million calls a month included
Figures from Plinthwork's own usage data, as at 30 Sep 2026. QuoteCloud shows them; it doesn't measure them.
Your renewal
| Item | Qty | Monthly | Once-off |
|---|---|---|---|
| Subscription · Growth plan | |||
Growth seatsPW-GRW · Per seat · change the number of seats12% off
|
seats | $3,942.40 | — |
Analytics add-onPW-ANL · Per seat12% off
|
seats | $739.20 | — |
Single sign-on & audit logPW-SSO · Per account
|
1 | $250 | — |
| Options Tick to add | |||
| 1 | $120 | — | |
| 1 | $450 | — | |
| Once-off | |||
Training for new usersPW-TRN · Two live sessions for the 20 added seats
|
1 | — | $1,200 |
- Monthly after discount
- $4,931.60/mo
- Once-off
- $1,200.00
- Total contract value over 24 months
- $119,558.40
Prices ex tax. Plinthwork invoices the subscription monthly in advance; repeating charges are shown here for agreement, not billed by QuoteCloud.
Document workflow
ApprovedTriggered when Discount percentage greater than 10
- Hollis GrantSales directorApproved
Must be approved before the order form can be sent.
- Approval request sent by Theo Marchetti
- Approved by Hollis Grant
Approval workflow · Business plan
Accept the renewal
2 of 2 signed
- Dana WhitcombeOperations director, Mossbank Health Partners Signed9 Dec, 10:41 am
- Eamon KerrChief financial officer, Mossbank Health Partners Signed9 Dec, 2:18 pm
Agreement summary
- Plan
- Growth · 140 seats
- Monthly
- $4,931.60 + tax
- Term
- 24 months
- Total value
- $119,558.40
Certificate of authenticity and audit trail attached
Growing, steady or shrinking: the same template
Three of Plinthwork's renewals this quarter, each drafted from its own usage with the same seat rule.
Usage at a glance Last six months
Who uses what
- Work orders92%
- Planned maintenance78%
- Mobile app66%
- Analytics41%
API calls
1.42 of 1.0 million calls a month included
Figures from Plinthwork's own usage data, as at 30 Sep 2026. QuoteCloud shows them; it doesn't measure them.
Your renewal
| Item | Qty | Monthly | Once-off |
|---|---|---|---|
| Subscription · Growth plan | |||
Growth seatsPW-GRW · Per seat · change the number of seats12% off
|
seats | $3,942.40 | — |
Analytics add-onPW-ANL · Per seat12% off
|
seats | $739.20 | — |
Single sign-on & audit logPW-SSO · Per account
|
1 | $250 | — |
| Options Tick to add | |||
| 1 | $120 | — | |
| 1 | $450 | — | |
| Once-off | |||
Training for new usersPW-TRN · Two live sessions for the 20 added seats
|
1 | — | $1,200 |
- Monthly after discount
- $4,931.60/mo
- Once-off
- $1,200.00
- Total contract value over 24 months
- $119,558.40
Prices ex tax. Plinthwork invoices the subscription monthly in advance; repeating charges are shown here for agreement, not billed by QuoteCloud.
134 active on 120 seats: renew at 140
Mossbank outgrew its licence. The renewal adds 20 seats, training for the new users, and the API pack as an option.
- 140 Growth seats at 12% off
- 24 months, approved by Hollis
- Training for 20 new users
Approval workflow: Business
QBR reports with expansion quotesUsage at a glance Last six months
Who uses what
- Work orders88%
- Planned maintenance81%
- Mobile app72%
- Sandbox12%
API calls
0.6 of 2.0 million calls a month included
Figures from Plinthwork's own usage data, as at 30 Sep 2026. QuoteCloud shows them; it doesn't measure them.
Your renewal
| Item | Qty | Monthly | Once-off |
|---|---|---|---|
| Subscription · Scale plan | |||
Scale seatsPW-SCA · Per seat · change the number of seats0% off
|
seats | $2,940 | — |
| Options Tick to add | |||
| 1 | $450 | — | |
- Monthly
- $2,940.00/mo
- Total contract value over 12 months
- $35,280.00
Prices ex tax. Plinthwork invoices the subscription monthly in advance; QuoteCloud shows the repeating charges for agreement and bills nothing.
55 active on 60 seats: renew as is
Harbourline uses what it pays for. The renewal keeps 60 Scale seats for 12 months and offers the premium support Oliver asked about as an option.
- 60 Scale seats, no discount
- Premium support to tick
- No approval needed
Price tables: Essentials and up
Seat-based order formsUsage at a glance Last six months
Who uses what
- Work orders84%
- Planned maintenance61%
- Mobile app58%
- Analytics22%
API calls
0.9 of 1.0 million calls a month included
Figures from Plinthwork's own usage data, as at 30 Sep 2026. QuoteCloud shows them; it doesn't measure them.
Your renewal
| Item | Qty | Monthly | Once-off |
|---|---|---|---|
| Subscription · Growth plan | |||
Growth seatsPW-GRO · Per seat · change the number of seats5% off
|
seats | $4,864 | — |
Analytics add-onPW-ANL · Per seat5% off
|
seats | $912 | — |
Single sign-on & audit logPW-SSO · Per account
|
1 | $250 | — |
- Monthly after discount
- $6,026.00/mo
- Total contract value over 24 months
- $144,624.00
Prices ex tax. Plinthwork invoices the subscription monthly in advance; QuoteCloud shows the repeating charges for agreement and bills nothing.
152 active on 200 seats: right-size to 160
Brackenridge is in a budget review. Renewing at 160 seats for 24 months at 5% off keeps the account and shows the customer you're watching their usage.
- 160 Growth seats, 5% off
- Under the 10% limit: no approval
- The customer can still change the seats
Price tables: Essentials and up
Renewals drafted by your AI assistantStart your renewals from usage, not last year's PDF
Free for 14 days, no credit card required. Send us your renewal order form and we'll convert one template during the trial.
See which agreements expire next
Every Plinthwork agreement goes out with an expiry date. The Expiring Soon filter lists the ones ending in the next weeks, so Priyanka starts each renewal in time.
For many small renewals at once, bulk send creates a personalised copy of one template for each customer (Essentials and up, with volume-based costs).
- Expiry dates on every agreement
- The Expiring Soon filter
- Bulk send for many small renewals
Expiry dates and bulk send: Essentials and up
Bulk send5 subscription agreements near their expiry date
- Growth, 120 seats, 12 monthsMossbank Health Partners · PW-1904 Expires 31 Janin 12 days Accepted
- Scale, 60 seats, 24 monthsHarbourline Facilities Group · PW-1622 Expires 14 Febin 26 days Accepted
- Growth, 200 seats, 24 monthsBrackenridge Foods · PW-1650 Expires 28 Febin 40 days Accepted
- Starter, 25 seats, 12 monthsAshcombe Dental Group · PW-1958 Expires 6 Marin 46 days Accepted
- Scale, 310 seats, 36 monthsQuarrybrook Council · PW-1188 Expires 19 Marin 59 days Accepted
A renewal is a new agreement your customer signs, not something that happens to them
QuoteCloud never renews, raises prices or bills by itself. Your team sends the renewal; the customer reads it, adjusts it and signs.
Send a renewal from usage data in five steps
The same steps whether Theo builds the draft, a Zap does or an assistant does.
Find what's expiring
The Expiring Soon filter lists agreements near their expiry date.
Draft from the template
Seats from your own rule and usage data, by hand, through Zapier, or by an assistant.
Approve the discount
Over your limit, it waits In Review for an approver (Business).
Send it
A person sends it, or bulk-sends many small ones from one template.
The customer signs
They adjust seats or term and sign; the deal goes to your CRM.
SaaS renewal questions, answered
Does QuoteCloud renew SaaS subscriptions automatically?
No. QuoteCloud doesn't renew agreements, raise prices, provision seats or bill subscriptions. Agreements carry an expiry date and the Expiring Soon filter shows which ones are due, so your team sends a renewal order form in time. The customer signs it like any other document.
How do we work out the seats for a renewal?
With your own rule and your own usage data. Plinthwork's sample rule is active users over the last 30 days plus 4%, rounded up to the next 5. Put the figures in the renewal yourself, through Zapier or the API from your systems, or have an assistant connected through QuoteCloud's MCP service draft it for review.
Can the customer change the seats or term on a renewal?
Yes, on the lines you make editable. With quantity editing they change the seats, and with term editing they choose 12, 24 or 36 months. The monthly amount and the total contract value follow, and the signed version records what they chose.
How do renewal discounts get approved?
On the Business plan, set an approval rule on discount percentage or total value. A renewal over the limit, such as 12% against a 10% limit, waits In Review until the approver agrees, and it can't be sent before then. Discounts under the limit go straight through.
Can we send many small renewals at once?
Yes. Bulk send, on Essentials and up with volume-based costs, creates a personalised copy of one template for each customer, and you see who has opened and accepted. For larger accounts, send each renewal on its own with its usage and terms.
More for customer success teams
Renewals sit beside the quarterly review and the assistant that drafts both.
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QBR reports with expansion quotesUsage, adoption and recommendations in one report, with the expansion lines the customer can tick and sign.Explore
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Renewals & QBRs drafted by your AI assistantAn assistant connected through QuoteCloud's MCP service drafts from your CRM and usage data; your account executive reviews and sends.Explore
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Discount approvals & deal deskDiscounts over your limit and large deals wait In Review for the right approver before the customer sees them.Explore
- Seat-based order formsSeats, plan and term the customer can adjust on the price lines before signing, with the totals following.
- Plan tiers & add-onsStarter, Growth or Scale as a single choice in the order form, with add-ons the customer ticks.
- Ramp, usage & ROI calculatorsSeats × tier price × term, ramped by year, in a spreadsheet block whose cells set the price lines.
- Implementation statements of workDiscovery, migration, set-up and training as milestones, a plan on a Gantt chart and a deposit on signing.
- Security reviews & DPAsYour security answers, data processing terms and policies as locked blocks and attachments in the agreement.
- CRM, billing & data integrationsHubSpot, Salesforce, Pipedrive, Xero, QuickBooks and your own systems, connected the way each one really connects.
- Software & SaaS templatesReal QuoteCloud templates for SaaS proposals, software quotes, SLAs and acceptance forms.
- QuoteCloud implementation for software vendorsYour price book, order form and renewal templates, approval rules and integrations set up with your team.
- FAQAnswers to the questions software vendors, account executives and customer success teams ask most.
Renew on the seats your customers use
Free for 14 days. No credit card required.