Renewals & Payments

What we sell (quick reminder) #

All advertising is monthly (rolling). Clients can choose to prepay for:

• 1 month (rolling)
• 2 / 3 / 6 / 12 months

Our job is to keep renewals organised, keep payment up to date, and avoid campaigns running without agreement/payment.

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The 3 key fields to use every time #

On the advertiser Company record:

1. Monthly Price Agreed
2. Prepay Term (1 / 2 / 3 / 6 / 12 months)
3. Next Review / Renewal Date (this drives retention)

If these 3 are set properly, renewals are easy.

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Payment Status (what each option means) #

Use Payment Status like this:

• Invoice Needed
  Deal agreed, but invoice hasn’t been raised/sent yet.
• Invoiced
  Invoice has been sent, waiting for payment.
• Paid
  Payment received for the current term.
• Overdue
  Payment is late. Start chasing and flag internally.
• On Hold
  Pause/stop activity until resolved (payment issue or client request).

Rule: don’t leave Payment Status blank once a deal is agreed.

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Setting the Next Review / Renewal Date (how to do it) #

This is the date we’ll use to:

• check-in
• renew
• upsell
• secure the next prepay

If Prepay Term = 1 month (rolling) #

Set Next Review / Renewal Date to:

• 3–4 weeks after Campaign Start Date, or
• your normal monthly review week

If Prepay Term = 2 / 3 / 6 / 12 months #

Set Next Review / Renewal Date to:

• Campaign Start Date + term
• (or 1-2 weeks before that date if you want time to renew before it ends)

When they renew or prepay again #

Every time money/term is confirmed:

• Update Payment Status (Paid/Invoiced/etc.)
• Update Prepay Term if it changes
• Move Next Review / Renewal Date forward

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Monthly renewal process (simple, repeatable) #

14 days before Renewal Date #

• Add a Task: “Renewal check-in – [Company]”
• Check performance/feedback and confirm next term.

7 days before Renewal Date #

If not confirmed yet:

• Follow up again (call/email)
• If they’re staying on, confirm term and move forward:
  • Payment Status → Invoice Needed / Invoiced
  • Renewal Date → move forward by term

On/after Renewal Date #

• If they’ve renewed and paid → set Payment Status = Paid
• If they haven’t paid → Payment Status = Overdue and chase
• If unresolved → Payment Status = On Hold and flag internally

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Campaign Status vs Payment Status (how they work together) #

Use Campaign Status to show what’s happening on air.

Recommended use:

• If payment is Overdue and unresolved → consider Campaign Status = Paused (if you use “Paused”)
• If cancelled → Campaign Status = Cancelled
• If running normally → Campaign Status = On Air

Tip: Payment Status tells us money, Campaign Status tells us delivery.

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What to do in common situations #

1) Client wants to “pause for a month” #

• Campaign Status: Paused
• Payment Status: On Hold
• Set a Task: “Restart discussion” + set a new Next Review / Renewal Date

2) Client is happy and wants to continue rolling monthly #

• Prepay Term: 1 month (rolling)
• Payment Status: update to Paid when received (or Invoiced if waiting)
• Move Next Review / Renewal Date forward ~1 month

3) Client prepays 3/6/12 months #

• Prepay Term: set correctly
• Payment Status: Paid (once received)
• Next Review / Renewal Date: move forward by that term

4) Client is overdue #

• Payment Status: Overdue
• Add a Task: “Payment chase” (due today/tomorrow)
• If they still don’t respond: set On Hold and flag internally

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How to record discounts or changes #

If the monthly price changes:

• Update Monthly Price Agreed
• Add a note: what changed + when + who agreed
• Update the next renewal date as normal

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Quick phone script (renewal check-in) #

“Hi [Name], it’s [You] from Energy 106. Just checking in on how the adverts are going and whether you’d like to keep it running for the next [term]. We can keep it rolling monthly, or if you prefer you can prepay 3 or 6 months. What works best for you?”

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Mini checklist (every time a renewal is confirmed) #

✅ Payment Status updated (Invoice Needed/Invoiced/Paid)
✅ Prepay Term confirmed
✅ Next Review / Renewal Date moved forward
✅ Notes updated (what was agreed)
✅ Task set if follow-up is needed