Contract renewals
The Renewals dashboard flags every annual-commitment service that's approaching its end date so you can proactively renew, adjust pricing, or cancel before the auto-renewal fires.
Who sees this
Renewals lives under Billing → Renewals and needs the billing.view permission. Staff without this permission don't see the navigation entry. The dashboard blends two datasets that each carry their own permission: support contracts (requires helpdesk.manage) and client subscriptions (requires subscriptions.view). A viewer who lacks one of these simply doesn't see that dataset.
Urgency bands
Every renewal is categorised by how close its end date is:
| Band | End date | What it means |
|---|---|---|
| Overdue | In the past | Auto-renewal didn't fire, or the customer is on borrowed time. Investigate immediately |
| Urgent | Next 14 days | Contact the customer this week |
| Soon | 15–30 days | Scheduled follow-up window |
| Upcoming | 31–90 days | Visibility only, no action needed yet |
The dashboard shows the next 90 days. Use the urgency filter to narrow to a single band.
Columns
Customer: which company the service is attached to
Service: the catalogue item in question
End date: when the commitment expires
Value: monthly fee × 12 (or total fee for annual-paid)
Auto-renew: whether the service is set to renew automatically
Status: the urgency band
Actions: renew now, negotiate, cancel, or open the service detail
Automatic renewal
If auto-renew is on, the concorbit:process-renewals command (runs 06:15 daily) processes support contracts whose renewal date has reached today: it advances the renewal date by one interval (a month, or a year for annual contracts) and, for block-hours contracts, credits a fresh block of hours for the new period (billed automatically, the same as a manual top-up). The action is recorded in the application log.
Turn auto-renew off for contracts where you want a manual touch, for example a customer you're negotiating with, or a service you're planning to deprecate.
Renewing manually
From the Renewals dashboard, click Renew on a row. You'll be prompted to:
Confirm (or adjust) the renewal term
Apply any price changes (uplifts are common on annual renewals)
Optionally attach a new e-sign contract
The renewal creates a new commitment that starts the day after the current one ends.
Cancelling at renewal
Click Cancel at end date. The service continues to bill until its current end date, then stops. The customer gets a cancellation confirmation; staff get an internal note.
Reports
The Renewals dashboard exports to CSV, useful for feeding revenue forecasts into your finance planning. Export includes customer, service, value, and renewal date.
Notifications
Staff with billing.renewals.view receive in-app notifications for renewals moving into the Urgent band. Configure who gets renewal emails in Settings → Notifications.