Send Contract via Docusign
Please see instructions in
this article. Please follow instructions
very carefully.
Create Contract in Autotask
Depending on the service, use either "Microsoft 365" or "Office 365" in the title (no quotes) for Workflow Rule purposes. (Rule won't fire if contract title doesn't have the key words the rule trigger is looking for.) The ideal title is:
[Customer Name] Microsoft 365 Annual Agreement
or
[Customer Name] Office 365 Annual Agreement.
Do not check Default Service Desk Contract.
- Choose a contact for the contract. We use Autotask notifications to auto-remind the customer's Primary Contact and the contract contact of term renewal.
Contract Period Type depends on the billing type.
- For annual subscriptions billed monthly, contract period type should be MONTHLY.
- For monthly subscriptions, contract period type should be MONTHLY.
- For annual subscriptions billed annually, contract period type should be ANNUAL.
End date should be exactly 1 year after start. (E.g., if start date is 10/28/24, end date should be 10/27/25)
Renewal
Roberta and office admin will receive an email three weeks before renewal of an annual MS contract. Customer is auto-notified of renewal via AT workflow rule as well. If customer wants to remove licenses, we need to decrement license count before renewal date.
To renew the contract in Autotask
As soon as the renewal reminder arrives, the AT contract can be renewed. If the customer wants to change the license count, we can always edit the new contract, provided this is done before the date of the renewal. Once the contract renewal date passes, we are committed to MS for the current number of annual licenses, and so the customer is committed to us.
To create a contract renewal, follow these steps:
- Search for the contract in AT by filtering on the account name. The contract you want to renew should have "Microsoft 365 Annual Agreement" in the title.
- Hover over the hamburger menu on the same line as the contract you want to renew and click on "renew contract wizard."
As an alternative to steps 1 and 2, if you have an email with a link to the contract, you can open the contract and then choose "Renew Contract" from the Options dropdown box.
- Remove the prepended "[Renewal of]" from the contract name.
- Append the contract name with the year of the renewal. (If the contract already has a year appended to it, replace that year with the new renewal year.)
- Click Next twice. You should now be at the screen that lists the services that are on this contract. If you already know what changes are being made to the license count, you can make the changes on this screen.
- If pricing has change for any of the services, edit the prices.
- Counts, continue to hit Next until you reach the Finish button. This will create a new contract that lasts for a year and starts the day after the previous contract expires.
If a customer adds a new product ("SKU") before the end of the agreement term, you must create a new Autotask contract with the correct start date and a one-year term.