Renewal management software that starts 90 days early
OneVio puts every renewal for the next twelve months on one screen, gives each a stage, and creates the playbook tasks automatically when a renewal is 90 days away. Nothing depends on someone remembering.
Why renewals slip
Renewals rarely fail on the day. They fail ninety days earlier, when nobody booked the kickoff call, the quote went out late and procurement ran out of time. In a spreadsheet, a renewal is just a date in a column, and dates do not chase anyone.
Renewal management software fixes that by turning the date into a process: a stage everyone can see, tasks with owners and due dates, and a record of how each renewal ended. That is what OneVio does, with the defaults already set up for a B2B SaaS team.
How OneVio manages renewals
The Renewals view groups accounts by renewal month, twelve months ahead. Each renewal carries a stage you change inline: Not started, Outreach, Quote sent, Negotiating, Committed or At risk. Above the board, four figures cover the next 90 days: ARR due, ARR committed, best case (everything except At risk) and ARR at risk, with a count of renewals not started yet.
When an account comes within 90 days of renewal, OneVio creates one task per playbook step for its CSM, each due a set number of days before the renewal date. The default playbook has seven steps:
- Renewal kickoff call, 90 days before
- Health and usage review, 75 days
- Send renewal quote, 60 days
- Negotiate terms, 45 days
- Confirm commercials, 30 days
- Contract out for signature, 14 days
- Confirm signature and billing, 7 days
Admins edit the steps, timings and priorities in Settings, and the playbook is shared by the whole team. Tasks are seeded once per renewal date, so editing the playbook never duplicates work already on someone’s list. Renewals in the next 30 days also appear in the notification bell, and each CSM gets a daily email listing their renewals due in the next 30 days.
QBRs on a schedule, not on memory
Each account can have a QBR frequency of quarterly, semi-annual or annual, and a next QBR date. Log a QBR activity and OneVio moves the next QBR date forward by the account’s frequency. The dashboard shows which QBRs are due within 30 days and which are overdue.
Every Monday, each CSM gets a QBR nudge by email: the QBRs due in the next 14 days, plus past QBR dates with no QBR logged near them. That second list is worded as a question, not an accusation, because it usually means the meeting happened and was never written down.
Renewal outcomes and churn reasons
When a renewal closes, the CSM records it with the new renewal date and the new ARR. OneVio keeps the old and new ARR, so price rises flow into expansion and discounts into contraction in your NRR and GRR reporting. The stage resets to Not started, ready for next year.
When a customer leaves instead, the churn is recorded with a date and a reason: Price, Product fit, Champion left, Competitor, Business closed or Other. The Renewal outcomes by quarter table then shows, for the current quarter and the four before it, the ARR renewed, the ARR churned, renewals that slipped past their date, the win rate and the 90-day commit forecast taken at the start of the quarter.
Who uses it
CSMs and account managers work their renewals and playbook tasks from one list. CS leaders use stages and the 90-day commit to forecast, and the outcomes table to check the forecast against what happened. Health feeds in too: an account that drops to Red is easy to spot on the renewals board. Read how the customer health score works.
Related
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Renewal management questions
When does OneVio create renewal playbook tasks?
When an account comes within 90 days of its renewal date, OneVio creates one task per playbook step for the account’s CSM, each due a set number of days before renewal. Tasks are created once per renewal date, so they are never duplicated.
Can I change the renewal playbook?
Yes. Admins can add, remove and edit steps in Settings, including the title, how many days before renewal each is due and its priority. Changes apply to renewals seeded from then on; tasks already created stay as they are.
What renewal stages does OneVio use?
Not started, Outreach, Quote sent, Negotiating, Committed and At risk. The stage is changed inline on the Renewals view, and Committed renewals in the next 90 days roll up into the commit figure.
How do QBR reminders work?
Set a QBR frequency and next QBR date on the account. Logging a QBR moves the next date forward by the frequency. The dashboard shows QBRs due within 30 days, and every Monday each CSM gets an email listing QBRs due in the next 14 days and past QBR dates with nothing logged.