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Quotivity Help Center

Renewing a contract

Create a renewal quote manually or automate renewals with a contract-based HubSpot workflow.

Contracts are enabled per account. Your HubSpot portal must have access to the Contracts API beta, and Quotivity must enable contracts for your account. Contact help@quotivity.com to get set up.

A renewal quote carries the contract’s recurring products into a new term. It starts when the current contract ends; one-time charges are not carried forward. When the customer accepts, Quotivity creates the renewal contract and links it to the previous contract.

Choose a renewal deal pipeline

Section titled “Choose a renewal deal pipeline”

When Quotivity creates a deal for a renewal, it uses the pipeline and stage configured in Studio:

  1. In Quotivity Studio, open Settings → Quoting → Contracts.
  2. Under Contract Renewals, select a Renewal deal pipeline.
  3. Select a Renewal deal stage.

Changes save automatically. If you leave these fields unset, Quotivity uses the default deal pipeline’s first stage. The setting does not move deals that already exist. If the pipeline and stage fields are greyed out, follow Authorizing HubSpot contract access.

Create a renewal quote from a contract

Section titled “Create a renewal quote from a contract”
  1. In HubSpot, open the contract record.
  2. On the Quotivity Contract card, click Create renewal quote.
  3. Under Associate with a deal, select an existing associated deal or Create a new deal.
  4. Click Create quote. Quotivity opens the renewal in Quote Builder. It uses the price book of the quote that created the contract unless a Set Price Book rule chooses another.
  5. Review the recurring products and the start date shown under Renewing this contract.
  6. Make any renewal changes, such as updated prices or additional products.
  7. Submit, approve, publish, and send the quote through your normal process.

The quote begins with recurring products as they stand at the end of the current contract. It does not include one-time charges from the original agreement. Change and renewal quotes sync to HubSpot in real time so HubSpot has the line items required to create the next contract.

Automate renewal quote creation

Section titled “Automate renewal quote creation”

Use a HubSpot workflow when you want Quotivity to prepare renewal quotes before their renewal dates. The Create a Renewal Quote with Quotivity action runs in two kinds of workflow:

  • Deal-based workflows, available on any HubSpot plan with workflows. Enroll the deal when its associated contract’s renewal date is near; Quotivity renews the deal’s active contract. A deal must have exactly one active contract, or you pass the Contract ID yourself.
  • Contract-based workflows, available with Revenue Hub Professional and Enterprise. Enroll the contract itself.
Section titled “Add a recommended workflow from Studio”
  1. In Quotivity Studio, open Settings → Quoting → Contracts.
  2. Under Recommended renewal workflows, set Days before renewal (the notice period; 90 by default).
  3. Click Add to HubSpot on the workflow that matches your portal — Renewal quote from the deal for any plan, Renewal quote from the contract when you have Revenue Hub.
  4. Click Open in HubSpot to review the workflow. It is created switched off: check the enrollment filters, add a Create task or Send internal notification action for the owner so the draft gets reviewed, then turn it on.

Every company renews a little differently, so treat the recommended workflows as starting points and adjust the filters, notice period, and re-enrollment settings to match your process.

Build the workflow yourself

Section titled “Build the workflow yourself”
  1. In HubSpot, go to Automation → Workflows.
  2. Create a Deal-based or Contract-based workflow.
  3. Set an enrollment trigger on the contract’s Renewal date — in a deal-based workflow, use the associated contract’s properties. For example, enroll when the renewal date is less than 90 days from now.
  4. Add the filter Status is any of Active so completed and terminated contracts do not enroll.
  5. Add the Create a Renewal Quote with Quotivity action and leave Contract ID empty: Quotivity uses the enrolled contract, or the deal’s active contract.
  6. Add a Create task or Send internal notification action for the owner so the draft gets reviewed.
  7. Review the workflow’s re-enrollment settings, then turn it on.

Quotivity creates the renewal quote on a new deal in your configured renewal pipeline and stage. The workflow controls timing, filters, notifications, and whether a record can enroll again.

Contracts that renew automatically

Section titled “Contracts that renew automatically”

An auto-renewing (evergreen) contract has no end date, so there is nothing to renew. When the Create a Renewal Quote with Quotivity action runs on one, it creates a change quote instead: the contract’s current products, effective at the next billing date, not prorated, on a new deal in your renewal pipeline. Edit prices on that quote to apply a price increase for the coming period — for annual billing, the next billing date is the anniversary. For contracts billed monthly, the change takes effect at the next monthly bill, not at the anniversary.

The action’s Quote type output is Renewal quote or Change quote, so a workflow branch can treat the two differently. Contracts with no recurring products fail the action with “nothing to renew”.

Tip: Choose a notice period that matches your renewal process. If your team already created a renewal manually, unenroll that contract or remove the duplicate draft before sending anything to the customer.

What happens after acceptance

Section titled “What happens after acceptance”

Accepting the renewal quote creates a new contract that starts when the current contract ends. HubSpot links the two contracts so your team can follow the relationship from the previous term to the renewal.

Troubleshooting

Section titled “Troubleshooting”

Create renewal quote is unavailable

Section titled “Create renewal quote is unavailable”

The contract must have an end date. An evergreen contract has no fixed end date, so there is no renewal date to start from — create a change quote for the next billing period instead, or let the workflow action do that for you. Terminated contracts cannot be renewed.

No active quote templates found

Section titled “No active quote templates found”

Quotivity needs an active quote template before it can build the renewal. Ask an admin to activate a template, then create the renewal again.

The workflow action says it could not find a contract

Section titled “The workflow action says it could not find a contract”

In a deal-based workflow the deal must be associated with exactly one active contract. If the deal has none, or more than one, pass the Contract ID in the action or enroll the contract itself in a contract-based workflow.

The workflow created an unwanted or duplicate renewal

Section titled “The workflow created an unwanted or duplicate renewal”

Delete the draft quote using your normal quote process. Then update the workflow enrollment filters or re-enrollment settings, or unenroll the contract.

The renewal deal is in the wrong pipeline

Section titled “The renewal deal is in the wrong pipeline”

Check Quotivity Studio → Settings → Quoting → Contracts. New renewal deals use the selected pipeline and stage; existing deals are not moved.

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