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Did You Know...? | Agreement Manager

Successware makes managing your agreements easy and time-efficient. We know how essential agreements are for your business to have a steady revenue stream, so we have put them all into one convenient location in our platform.

Successware allows you to manage your agreements, create marketing lists for renewal reminders, and process bulk invoice from the agreement manager module. This module is one of the most robust managers in our software and houses many different types of information.

You can easily search and filter in the agreement manager based on what you want to see. You can pull up visits due by a particular date range, sort by equipment age, or filter by scheduled or unscheduled agreement visits. We make it easy to get the information you want without the hassle.

Easily Create Marketing Lists for Unscheduled Agreements or Renewals

Once you are in the agreement manager, you can filter by customers who have unscheduled agreements. From here, it is easy to create marketing lists that your Customer Service Reps (CSRs) can start using to call customers and get agreements on the dispatch board.

You can also choose to print labels from this list for direct mail marketing, or you can export email addresses for email blasts. Both ways are cost-effective ways of marketing to your customers and reminding them they have a service due. They will appreciate the reminder, and it will take your employees next to no time to create.

You can save marketing lists and rerun them at any point to generate an updated list.

Generate Invoices for Perpetual Monthly Billings Due with the Touch of a Button

You can pull a list of billings due each month for any perpetual billing agreements. When you generate the list, it will show you everything due. From here, you can create periodic invoices in bulk based on what you sorted and filtered by.

When you click on "Create Periodic Invoices", Successware will create one invoice for each billing due. The list will include invoices that are already paid, but you can easily filter these out and have only unpaid invoices.

Generating the invoices takes less than 5 minutes for your employee. The actual processing of the agreements runs in the background of Successware and will not interfere with any additional tasks you are completing while the invoices are being generated.

If you use our payments partner, Global Payments Integrated, any amount paid towards the invoice will be automatically documented. If you are not using Global Payments Integrated, you will have to manually go in and mark each invoice as paid when you receive payment.

Once your invoices have been paid and marked as paid, you can now post the invoices.

Quickly Identify and Renew Fixed Term Agreements

Fixed-term agreements only last a certain amount of time, such as one-year or 3-year agreements. Fixed agreements have a renewal date where you can reach out to your customer and see if they would like to extend their agreement.

In Successware, you can easily pull a list of customers who have expiring agreements. From here, you can create a renewal document that you can email or mail to your customer. The renewal document contains:

  • Agreement number
  • Agreement type
  • Coverage period
  • Agreement price
  • Renewal slip

When you mail or email out renewal notices, it is a good idea to include a marketing incentive for your customer so they want to renew and continue doing business with your company. You can include a marketing piece where your customer saves 10% if they renew by the end of the month. Or, you can put in a document that says how much they saved by partaking in the agreement to entice them to continue.

When your customer mails back their renewal agreement or calls in to renew, you can quickly go to the agreement manager, click on the renewal button, and renew right from there. Once you renew an agreement, an invoice is generated automatically, and you can take payment right there on the phone to make the agreement active.

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