Brackwell Freight Ltd / BB-Demo – Renewal
Callcompleted
Brackwell Freight Ltd: documents · 2025-09-16 09:00
Tom Ashdown, Marcus Bell, Liam Doherty and Joanne Platt discussed renewal. Liam wants to keep Growth at forty users and grow into it; Joanne cannot pay without a matching purchase order.
What was said
What this says
Current to 10 Oct 26Tom Ashdown, Marcus Bell, Liam Doherty and Joanne Platt discussed renewal. Liam wants to keep Growth at forty users and grow into it; Joanne cannot pay without a matching purchase order.
What happened: Marcus reported usage still well below forty, slightly recovered after the depot session, with the brain technically healthy. Liam said the value is concentrated in the few who use it.
Customer view: Asked directly, Liam said he would sooner grow into forty seats than cut them. He wants a straightforward renewal, not a negotiation.
Commercial: Tom expects the same £44,000 a year but will confirm against the executed order form in writing. The term ends 30 Nov 2025 and renewal starts 1 Dec 2025.
Watch: Joanne will not pay without a purchase order matching the invoice. Liam still has to justify use internally, so Marcus's value note must land before the purchase order is raised.
Themes
Current to 9 Oct 26Theme
Renewal terms and purchase order
Importance
renewal
Sentiment
positive
Voice
champion
Who was there
BB-Demo
CRMmade from
Them
CRMmade from
Follow-up
Next steps
Current to 9 Oct 26- Tom Ashdown confirms price and term dates against the executed order form and emails Liam and Joanne the same day.
- Marcus Bell delivers the value note before the purchase order is raised, plus the second depot session and saved questions.
- Liam Doherty raises the purchase order and passes it to Joanne Platt and Tom.
Risks
Current to 9 Oct 26- Usage is still well below the forty licensed users, so internal approval depends on a value case.
- Without a matching purchase order number on the invoice, finance cannot pay and the renewal invoice would be delayed.
Opportunities
Current to 9 Oct 26- Liam intends to keep all forty seats and grow into them across depot account managers and ops.
- Saved questions and a second depot session could lift chat use before the term ends.
Transcript
Tom Ashdown NoneMorning, morning. Can everyone hear me? Marcus, you're on mute, I think. There you go.
Marcus Bell NoneMorning all. Sorry, new headset. Is that better?
Liam Doherty NonePerfect. Morning. Joanne's just joining, I can see her in the lobby.
Joanne Platt NoneGood morning, everyone. Apologies, I was finishing a payment run. I'm here now.- Tom Ashdown NoneNo bother at all. How's everyone's week been? Liam, I heard your depots have been run off their feet.
- Liam Doherty NoneRun off their feet is about right. It's peak coming in early. But good busy, you know. Can't complain.
- Tom Ashdown NoneGood, good. Right. Well, thanks for making the time, all of you, particularly with it being first thing. This is the renewal conversation, so what I'd like to do is keep it nice and relaxed, no drama. Marcus is going to start with how it's been used, and then I'll talk through the paperwork, and Joanne, I'd like to make sure we do the finance side the right way round for you.
- Joanne Platt NoneThank you, Tom. That would be helpful.
- Marcus Bell NoneOkay, I'll share my screen. Can you see the usage summary? Good. So, I've pulled the numbers. In short, you're on Growth, forty licensed users, and the average number of people active in a day is a handful, a bit under where it was last quarter. It's recovered slightly since we last spoke, but it's still well below the forty.
- Liam Doherty NoneYeah. I've seen that. I've been trying to get the depots on it since the last call. It's moving, but slowly.
- Marcus Bell NoneIt is, and the session we ran with the depot account managers helped. A couple of them have come back and been asking questions in chat, which is what I wanted to see. The rest of the picture is quiet in a good way. Nightly refresh is landing on time, connectors are all loading, and there's been nothing raised with the helpdesk in the last month.
- Tom Ashdown NoneSo technically healthy, and it's just a case of getting more people through the door.
- Marcus Bell NoneThat's it, yes.
- Liam Doherty NoneCan I add something? Because I think the usage number doesn't tell the whole story. The few of us who are in there, we're using it for the thing it was bought for. Seeing the account, the tickets and the calls together. It's caught a couple of retail contracts early this year. That's where the value is, it's just concentrated.
- Tom Ashdown NoneThat's useful to hear, Liam, and that's the kind of thing I'd like to be able to put in front of whoever signs this off. Is that you, or does it go higher?
- Liam Doherty NoneIt starts with me, then finance sign it off with the purchase order. Joanne would know the detail better than I do.
- Joanne Platt NoneYes, I can confirm how that works on our side. Once the renewal is agreed, a purchase order is raised from the business, and I match your invoice against that. Without a matching purchase order I'm unable to pay it. I'd rather say that now than in the last week.
- Tom Ashdown NoneThat's exactly the kind of thing I wanted to flush out, thank you. So the order of play is, we agree the renewal, you raise the purchase order, we invoice against it. Is it the same shape as last year?
- Joanne Platt NoneAs far as I'm aware, yes. I have the earlier invoice in front of me. It matched the purchase order and it was paid within the terms. Brackwell has no outstanding invoices with BB-Demo, and I'd like to keep it that way.
- Marcus Bell NoneAnd that's been spot on, Joanne. Nothing overdue at all. We really appreciate it.
- Joanne Platt NoneThank you, Marcus.
- Tom Ashdown NoneRight, so the contract end date. The current term finishes on 30 Nov 2025 and the renewal would start on 1 Dec 2025. And on the price, I don't want to quote from memory, so I'll confirm it against the executed order form and send it in writing. But my expectation is that it renews at the same forty-four thousand a year. Leave that with me and I'll put it in an email today.
- Liam Doherty NoneOkay, that's what I'd hoped. Same tier, same money?
- Tom Ashdown NoneSame tier, Growth, same forty users. Subject to me confirming the paperwork, as I say. I'll flag it to you straight away if there's anything different, but I'm not expecting any surprises.
- Liam Doherty NoneGood. Because I'll be honest, the question I'm going to get internally is whether we're using enough of it to justify it. And I'd rather go in with a clean answer.
- Marcus Bell NoneThat's fair. And I'd like to help with it. What I can do is write a short note, a page really, with what the brain's been used for, who's been asking questions, and the couple of examples Liam mentioned. Then you've got something to hand to whoever asks. Would that be useful?
- Liam Doherty NoneVery. Yes. Please.
- Marcus Bell NoneI'll get it to you before the purchase order goes in, so that it's there when people are looking at it.
- Tom Ashdown NoneWhile we're on it, there's something I'd like to put to you, Liam, and tell me if this is a stretch. You're paying for forty users and, at the moment, you've got a fraction of that active. Is the right answer to get more people in, or is the number of seats a bit generous for how you work?
- Liam Doherty NoneHmm. That's a fair question, Tom. Honestly? I think forty is the right number for what we want it to be, which is every depot account manager and a few people in ops. We just aren't there yet. I'd sooner grow into it than cut it.
- Tom Ashdown NoneGood. That's what I wanted to know. Because there's no point me selling you something that doesn't fit. If you'd said it was too many, we'd have had a different conversation.
- Liam Doherty NoneNo, I'd like to keep it. I just need to show people it's earning its place.
- Marcus Bell NoneAnd that's where I'd come in. A couple of ideas, if I may. One, a second session for the depots that couldn't make the first. Two, a small set of saved questions that people can just run, so they're not starting from a blank box. Three, a check-in in a month's time so we can see whether the numbers have moved before the term ends.
- Liam Doherty NoneI like all three. The saved questions especially. Copyable, that's what they need.
- Joanne Platt NoneMay I ask a practical question about the invoice, Tom, so I can plan ahead?
- Tom Ashdown NoneOf course, go on.
- Joanne Platt NoneWill the renewal invoice be raised annually in advance, as before? And will it carry the purchase order number on it? I ask because it must match, and a missing reference means it comes back to me and delays the payment.
- Tom Ashdown NoneAnnual in advance, same as last time, thirty-day terms. And I'll make sure our finance team puts the purchase order reference on it, so long as you send it to me. Liam, can you make sure Joanne's team passes it to me once it's raised?
- Liam Doherty NoneI'll chase it. Joanne, I'll ping you once it's agreed.
- Joanne Platt NoneThank you, Liam. Once I have the purchase order and the invoice, I can tell you which payment run it will be on. I'd prefer not to give a date until I've checked it.
- Tom Ashdown NoneThat's all I'd ask. No drama.
- Marcus Bell NoneCan I just check one thing on the user side, Liam? When we were last speaking you said there were people on the licence who'd moved on. Did you get a chance to go through that list?
- Liam Doherty NoneI did. I sent it to you, I think, a while back. A handful of people, mostly depot-side. I'd want to swap them for the people who've joined.
- Marcus Bell NoneYes, I have it. That's fine, swapping people in and out doesn't change the licence, it just keeps the count honest. I'll sort that this week, so by the time we get to the renewal your list is clean.
- Liam Doherty NoneBrilliant. Thanks.
- Tom Ashdown NoneRight. Let me just recap so we've all got the same picture, because I tend to ramble and I'd hate for anything to get lost. Marcus is writing the value note for Liam, and he'll get it to him before the purchase order is raised. Marcus is also doing the second depot session and the saved questions. I'm confirming the renewal terms against the executed order form and emailing Liam and Joanne today. Liam gets the purchase order raised once he's got what he needs internally, and passes it to Joanne and to me. Joanne matches the invoice and tells us the payment run. Have I missed anything?
- Joanne Platt NoneI believe that's complete from my side. I would simply ask that the email states the term dates, so I have them for the file.
- Tom Ashdown NoneAbsolutely. Start and end, both in there. I'll put the 30 Nov 2025 end and the 1 Dec 2025 start in black and white.
- Liam Doherty NoneThat's me covered. And, Tom, just so you know, I'm not looking to haggle or anything. I want this to be a straightforward renewal.
- Tom Ashdown NoneGood, I appreciate you saying. And likewise, I don't want to be the bottleneck on it. If anything slows down, shout and I'll sort it.
- Marcus Bell NoneOkay, I think that's everything from me. Liam, anything else on the product while we're all here? Something that's bugging you, or something you wish it could do?
- Liam Doherty NoneNot really. It does what we need. I'd like it to get picked up more, but that's on us. Let's see how the next month goes.
- Marcus Bell NoneFair enough. Then I'll book the check-in for a month's time, and I'll send the slots for the second session this week.
- Tom Ashdown NoneBrilliant. Thanks, everyone. I'll get that email out today. Cheers, Liam, Joanne, Marcus. Speak soon.
- Liam Doherty NoneCheers all. Bye.
- Joanne Platt NoneThank you, everyone. Goodbye.
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