Renewals and Amendments

Once a contract is active, there are three ways to change it: All three are buttons in the sidebar of a contract page. They only appear on Active contracts. A draft contract can only be deleted, and a cancelled contract has no actions.

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Starting a renewal or amendment

Renewals and amendments are always tied to a CRM record, so your account needs a connected Salesforce or HubSpot integration. Without one, the Continue button stays disabled and Veles asks you to connect your CRM in Settings. The new quote is named after the contract, for example “Renewal for Contract #0042” or “Amendment for Contract #0042”. It starts with a Contract block showing the contract it came from, and one pricing option copied from the contract. From here the quote follows the normal path: edit it, get it approved, convert it to an Order, and execute the order. Nothing happens to the contract until the order is executed.

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Renewals

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What the renewal quote contains

Veles copies the last Phase of the contract into a single one-year Phase on the renewal quote:

• Products and quantities are copied from the last Phase’s lines.
• Prices are copied from the contract. Each line keeps its contracted pricing. Nothing is repriced from your current price book.
• Dates: if the Proration feature is on and the contract has an end date, the Phase starts the day after the contract ends and runs for one year. Otherwise it’s a 12-month Phase with no fixed start date.

Reps can then change quantities, prices, products, and years like on any quote. Use Compare in the quote’s sidebar to see how the renewal differs from the contract’s last Phase before you send it. While a renewal quote is open, the contract page shows a Renewal in Progress banner that links to it.

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What happens when the renewal order is executed

The order’s confirm button reads Execute & Create Contract. Executing it:

• Creates a new, active contract from the renewal order. Its history starts with an amendment called “Initial Contract”.
• Links the new contract to the original. The new contract shows a Renewed From banner pointing back to it.
• Leaves the original contract unchanged. Its Phases, lines, and history stay as they were.

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Amendments

An amendment changes a contract you already have. Use it to:

• add or remove products
• change quantities
• change prices
• add years

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What the amendment quote contains

The amendment quote is a full copy of the contract: every Phase, with its real dates, lines, quantities, and contracted prices. The rep edits it into what the contract should look like after the change.

• Phases that have already ended are locked. They can’t be edited.
• Years can be added but not removed.
• The Effective date is set in the quote’s settings bar. It’s when the amendment takes effect, and it’s where proration starts. It defaults to today, or to the start of the contract if the contract hasn’t started yet.

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The effective date rule

An amendment’s effective date must be on or after the effective date of the contract’s latest amendment. You can’t slip a change in before one that’s already been applied. If you try, the order shows an error and won’t save.

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What happens when the amendment order is executed

The order’s confirm button reads Execute & Amend Contract. The amendment order restates the whole contract, not just what changed. On execution, Veles compares the order with the current contract and updates the same contract to match: How lines are matched: a line copied from the contract matches the line it came from. Any other line matches by product and billing type. How removals work:

• A removed line or Phase that hasn’t started yet is deleted.
• One that’s already active is ended the day before the amendment’s effective date. Its history is kept.

Changes inside the active Phase are valued only for the time left, starting on the effective date. See Proration Logic for how that’s calculated, with worked examples.

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Price preservation

Because the amendment quote is copied from the contract, every line starts at its contracted price, not today’s list price. A rep who adds seats to an existing line keeps the customer’s negotiated rate unless they change it on purpose. Veles doesn’t reapply your price book or pricing rules to the copied lines.

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The Amendments tab

Every change to a contract is recorded as a numbered amendment. The contract page’s Amendments tab lists them newest first. Each card shows:

• the amendment’s type
• the order it came from
• its Effective and Created dates
• the Contract Value after the change
• the Payable Impact: how much the change added or removed

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Viewing the contract as of an amendment

Select any amendment to see the contract exactly as it stood after that change.

• The header shows the amendment’s name and date. Older amendments are highlighted so you can tell you’re looking at history.
• While you’re viewing a past amendment, the Renew, Amend, and Cancel buttons are locked. Select Back to current to return.
• The current amendment is the latest one whose effective date has arrived. An amendment dated in the future becomes current on its effective date.

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What changed on each line

When you view an amendment, each line it touched is badged ADDED, MODIFIED, or REMOVED. Lines whose change was valued for part of a Phase are also badged PRORATED. Select a line and open its Amendment Impact tab to see:

• the line before and after the change
• the proration window
• the Payable Impact and Contribution behind the numbers

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Cancelling a contract

To end a contract without an order, select Cancel in the sidebar of an active contract, then confirm with Cancel Contract. Cancelling:

• Marks the contract Cancelled. It stops counting toward ARR and revenue metrics, and won’t prompt renewals.
• Adds a Contract Cancelled amendment to the history, effective immediately.
• Leaves the Phases and lines as they were, so the record of what the customer had is preserved.

A cancelled contract can’t be renewed, amended, or reactivated.

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What’s next