PromptusphereHow to renew a client by confirming their details, what changed and the plan they choose
This template prepares the renewal before the period ends: your client confirms their contact and billing details, tells you what changed in their business and chooses how to continue. From there you send the renewal quote for them to approve.
Included in the 14-day trial, no card needed.
Describe how you work today and we'll suggest the questions
The problem
A renewal usually starts with an “it is about to expire” email and continues as a string of messages: whether the legal name is the same, whether they opened another location, whether they want the same plan. The new invoice goes out with old details, the price does not reflect that the client now has more staff, and nobody can say what the client accepted in the previous period.
When to use it
- You sell services by period, such as maintenance, memberships, licenses or service plans.
- The price depends on users, equipment or locations that can change between periods.
- You need to confirm the billing details are still current before renewing.
- Your clients sometimes want to move up or down a plan, or talk it over before deciding.
How it works
1. Adjust the template
Start from the renewal template. Change the plans, billing frequencies or what you count per user, piece of equipment or location, and publish it.
2. Send it before it expires
Send the invitation by email, private link or a prepared WhatsApp message with time to spare. Email reminders follow the schedule you set and are cancelled once the client finishes.
3. Quote and approve
From their answers you build the renewal quote. Your client confirms their details and approves the renewal separately, so if you adjust the price later, they do not have to confirm their details again.
The template, question by question
This is how it arrives in your workspace. Change questions, options and approvals to fit the way you work.
What it asks
It starts by asking the client to confirm name, email and phone, and whether their billing details are unchanged; only if they changed does it ask for the legal name, RFC and an updated tax certificate. Then it asks whether anything changed in their business or needs, and if so asks them to describe it, for example more staff, new locations or more volume. Next the plan: keep it, move up, move down or talk it over first; if they have decided, they pick monthly, quarterly or annual billing. Finally it asks how many users, pieces of equipment or locations to include, when the renewal should start and any comments. The client approves two things: the details confirmation and the renewal approval, which depends on the quote.
Approvals
- 01Details confirmation (your customer)
- 02Renewal approval (your customer)
What reopens when something changes
- Details confirmationReopens if this changes: Full name, Email, Phone or WhatsApp, Legal name, RFC (Mexican tax ID)
- Renewal approvalReopens if this changes: the quote
| Question | Answer | Required |
|---|---|---|
| Confirm your details | ||
| Full name | Short text | Yes |
| Short text | Yes | |
| Phone or WhatsApp | Short text | Yes |
| Are your billing details still the same? | One option: Yes, nothing changed, No, they changed | Yes |
| Legal name | Short text | If it applies |
| RFC (Mexican tax ID) | Short text | If it applies |
| Updated tax status certificate | File: PDF, 10 MB | No |
| Changes since the last period | ||
| Has anything changed in your business or needs? | One option: No, everything is the same, Yes, there are changes | Yes |
| Tell us what changed | Long text | If it applies |
| Your plan | ||
| How would you like to renew? | One option: Keep my current plan, Move to a bigger plan, Move to a smaller plan and 1 more | Yes |
| Billing frequency | One option: Monthly, Quarterly, Annual | If it applies |
| Users, devices or locations to include | Quantity | No |
| When should the renewal start? | Date | Yes |
| Comments | Long text | No |
Common mistakes
Renewing with old tax details
Always ask whether billing is unchanged and request the updated certificate when it changed.
Quoting without asking what changed
More staff or more locations change the price. Ask before you send the quote.
Forcing a plan decision
Offer the option to talk it over first so you do not lose a client who still has doubts.
Sending the renewal on the expiry date
Send it ahead of time and let the reminders do the follow-up.
Frequently asked questions
What happens if the client changes their RFC after confirming?
The details confirmation reopens and you see the before and after. The renewal approval stays in place if the quote did not change.
How do I collect payment for the renewal?
You add your own payment link or bank details to the request and your client uploads their receipt. Promptusphere never handles the money.
Is the renewal quote an invoice?
No. It is a branded quote with an expiry date and lines such as IVA 16%, but it is not a tax invoice or a CFDI.
Does my client need an account?
No. They open the link, confirm their email with a 6-digit code and answer from their phone, without paying anything.
How much does Promptusphere cost?
MXN 299 per month, VAT included, with a 14-day trial, no card and every template included.
Start with this template
It lands in your workspace ready to adjust. Your customers answer it for free from their phone.
Use this template