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How do you handle a huge number of annual subscription renewals in Salesforce? Without spending hours creating each renewal by hand? At Conga, we found the answer to this question was simple – use Conga Composer!
So what’s our overall process?
- Our super Sales Operations (Sales Ops) team runs a Salesforce report identifying Accounts up for renewal
- Sales Ops clones the most recent Opportunity record and then updates any necessary fields
- Sales Ops uses Conga Composer to generate and send the renewal invoice (alternatively we could schedule our renewal invoices every month)
Let’s dig a little deeper into each part of the process.
We created a custom report, pulling in Accounts with Opportunities. For the time frame, we are referencing a custom field, “Renewal Process Date” with a date range equal to “This Month.” Using summary format and grouping on the “Account Owner: Full Name” and “Account Name” fields provides Sales Ops with a nice overview of each Business Analyst’s Accounts and the related Opportunities per Account.
Using the standard Clone button on the Opportunity works well for cloning an Opportunity, and we used this method for quite some time. After cloning, we would take some time and add in Contact Roles and clear out data in the “Amount Paid” field, the “Reminder Sent” field, etc. Recently, we’ve been able to reduce time spent updating the cloned record with an app called PowerClone. To utilize PowerClone, we took some APEX code and created a new custom button on the Opportunity record. PowerClone allows us to clone the related Contact Roles to the new cloned record, specify default values for fields on the new cloned record (e.g. the field, “Type” is always equal to “Renewal” on the new record) and set certain fields to be cleared of data (e.g. the field, “Date Paid” is always set to be blank on the new record).
Generate and Send
Once the cloned Opportunity is complete, Sales Ops clicks a custom link on the Opportunity record and Conga Composer generates the renewal invoice. Data is merged in from the Contact, the Account, the Opportunity Owner, and Opportunity Products.
Sales Ops is then taken to an email preview screen where they can review the attached renewal invoice PDF and make any changes to the email template if necessary.
Composer saves our Sales Ops team time creating renewal invoices since they don’t need to copy and paste information. Composer’s ability to output the renewal invoice in PDF format ensures the invoice content remains secure and unchanged. Utilizing Composer’s activity logging features allows us to access a copy of the renewal invoice in Notes & Attachments on the Opportunity should we need to reference the document in the future. If we didn’t want to double check the renewal invoice before sending it out, we could fully automate the renewal process with Conga Conductor. We could even schedule Conga Conductor to generate and send renewals on a certain day and time every month, every week, or even every day. Remember, you can always try out Conga products for 30 days for free. Visit the AppExchange to get started!