Skip to content
  • There are no suggestions because the search field is empty.

Prepare for a renewal conversation

Bring usage, cost and alternatives into the negotiation.

What you get

Evidence. You arrive knowing what you use, what you pay, and what you should be paying — which is the whole difference between a renewal and a negotiation.

The four numbers to bring

All four sit on the app's record. Open it from Apps.

  • Seats held — Users → App Users
  • Seats actually used — Users → Usage Activity
  • Cost per user — Overview, or the Renewals row
  • Spend trend — Overview — last twelve months against last year

The gap between the first two is your opening position. In our example account, cost per user on one app had reached $61,461.98 a year — a figure nobody had seen until usage data existed.

Two more tabs before you call

Alternative Apps — so you know your options and the vendor knows you know them.

App Integrations — so you know what depends on this tool before you threaten to leave it.

The three asks

Pick the one the evidence supports:

  • Fewer seats. Usage shows unused licences. The easiest yes.
  • A better rate. Cost per user is above what alternatives charge.
  • Annual billing. You are on monthly; annual is cheaper per seat — in our example account, $19.99 to $13.33 per user per month.

Recording the contract

Whatever you agree, put it on the app's Contracts tab — dates, pricing model, the document itself. Next year's preparation starts there.

What you've unlocked

Next: Record what happened at renewal