How to Clean B2B Renewal Data!

Ensure all customer and contract information is correct, complete, and updated, so your renewal process doesn’t hit any delays or errors.

1. Verify Contract Details
   1. Check contract start and end dates.
   2. Validate SKUs and product descriptions.
   3. Confirm quantity/licensing count is correct.
   4. Make sure the renewal type (auto/manual) is clearly marked.
2. Confirm Customer Contact Info
   1. Is the billing contact person still with the company?
   2. Validate email addresses and phone numbers
   3. Confirm the account owner or internal point of contact is correctly assigned.
   4. Check if the decision-maker changed
3. Validate Commercial Terms
   1. Cross-check previous pricing and any discounts applied
   2. Verify payment terms (Net 30, upfront, quarterly, etc.)
   3. Confirm if there are special clauses (custom SLAs, add-ons, etc.).
4. Match Data with Distributor/Vendor
   1. Ensure each SKU is mapped to the correct vendor or distributor
   2. Check if the vendor has updated pricing or discontinued any SKUs
   3. Get confirmation if the price list is still valid for the current FY/QTR
5. Check CRM & Quoting Tool Sync
   1. Is your CRM (like Salesforce/Zoho) in sync with your quoting tool (like Yagna CPQ)?
   2. Ensure no duplicate or outdated entries exist
   3. Resolve conflicting records between internal sources and distributor data
6. Review Customer Notes or History
   1. Look for past complaints, pending support issues, or renewal hesitations.
   2. Check for any customizations agreed on during the previous cycle
   3. Review account activity or usage data that could impact renewal pricing
7. Validate Tax, Region, and Compliance Info
   1. Check if tax rules (GST, VAT) are updated for the customer’s region
   2. Ensure billing address and legal entity names are correct
   3. Ensure data protection compliance (e.g., GDPR/DPDP) for customer data handling

1. Do this quarterly for large accounts.
2. Do this monthly for accounts expiring in the next 90 days.
3. For long-tail or automated renewals, set up alerts or automated scripts.

1. ✅ CRM (Salesforce, Dynamics 365, Hubspot)
2. ✅ CPQ/Quoting Platforms (Yagna iQ)
3. ✅ Excel/Google Sheets with validation rules
4. ✅ Internal Contract Management System
5. ✅ Distributor Portals (for quote match and SKU check)

Cleaning and preparing your renewal data isn’t just a routine task — it’s the foundation of a smooth, successful, and scalable renewal operation. Whether you’re managing strategic accounts or long-tail contracts, getting the basics right can help you reduce churn, close faster, and build customer trust.

Start with this checklist, adapt it to your process, and make it a habit.
Because in renewals, being proactive isn’t just good — it’s everything.