Vantrell Software / BB-Demo – Renewal
Callcompleted
Vantrell Software: documents · 2025-05-23 14:45
Renewal call with Hugh Firth, Asif Jagger and Bryony Gilchrist. Usage is stable at three or four active users and nobody raised issues. The call gave both £19,500 and a v2 price of £22,000 for the 1 Jul 2025 renewal.
What was said
What this says
Current to 11 Oct 26Renewal call with Hugh Firth, Asif Jagger and Bryony Gilchrist. Usage is stable at three or four active users and nobody raised issues. The call gave both £19,500 and a v2 price of £22,000 for the 1 Jul 2025 renewal.
What happened: Daniel and Tom Ashdown walked Hugh, Asif (CFO) and Bryony (Accounts Payable) through the Starter renewal. The renewal form close date was set for 17 Jun 2025, with Asif signing.
Customer view: Hugh said the tool delivers on searching support tickets and pulling the contract together. Asif said he was satisfied, and no issues were reported.
Commercial: Tom said the term moves to v2 pricing at £22,000 on 1 Jul 2025, yet also confirmed an invoice of £19,500. The call does not make clear which amount the renewal form carries.
Watch: one person queries it most weeks, a key-person risk, and three or four active users sit against 15 licensed.
Themes
Current to 9 Oct 26Theme
Starter renewal and pricing
Importance
renewal
Sentiment
positive
Voice
decision-maker
Who was there
BB-Demo
CRMmade from
Them
CRMmade from
Follow-up
Next steps
Current to 9 Oct 26- Tom Ashdown to send the renewal form the following week, with a close date of 17 Jun 2025.
- Daniel Okafor to check in with Hugh Firth in early June.
- Tom Ashdown to give Bryony Gilchrist the signed order so she can invoice on time.
Risks
Current to 9 Oct 26- The call gave £19,500 for the invoice and £22,000 for v2 at the same 1 Jul 2025 renewal, so the customer may be unclear on the price.
- One person drives most queries and only three or four of 15 users are active, which weakens the value case.
Opportunities
Current to 9 Oct 26- A clean renewal on Starter keeps the subscription in place.
- Wider use across the customer success team could build the value case before the next price conversation.
Transcript
Daniel Okafor NoneHi everyone, thanks so much for taking the time. Just checking, have we got Hugh, Asif, and Bryony all on?
Tom Ashdown NoneYeah, I'm here as well. How's everyone's week been?
Hugh Firth NoneGood, thanks. Bit manic towards quarter end but nothing unusual.- Daniel Okafor NoneI hear you. Right, so the reason we're here is your contract runs through to 30 June, so we wanted to sit down and walk through the renewal well ahead of time. Make sure we're still the right fit and get everything signed before summer kicks off.
- Tom Ashdown NoneYeah, exactly. So you're on Starter at the moment, 15 users, £19,500 a year. And I've been looking at your usage, you've been pretty consistent. How is the team finding it, Hugh?
- Hugh Firth NoneReally well, actually. When we first signed up I'll admit I wasn't certain how much the team would use it, but the customer success people have come round to it. One person in particular queries it most weeks, and a couple of others jump in when they've got a complex customer issue. The ability to search support tickets and pull the contract at the same time: that was the whole point, and it delivers.
- Daniel Okafor NoneThat's exactly what I wanted to hear. So the dashboards show you at about 3 or 4 active users month on month, and it's been stable. That's good signal that people are getting genuine value out of it. Any gaps in what you're seeing?
- Hugh Firth NoneNo, not really. It does what we need. The refresh timing is fine, I was going to ask actually, is the nightly refresh normal, or is there any way to get more frequent updates?
- Daniel Okafor NoneFor Starter, we refresh every night by seven in the morning your time, so you see changes from the prior day. It's not real-time, but honestly for most use cases, customers find that's perfectly adequate. Is that causing friction for you?
- Hugh Firth NoneNo, no, it's fine. That's what we expected. Just wanted to double-check.
- Tom Ashdown NoneAll right. So from a contract point of view: you're on our v1 pricing at the moment, which is £19,500. You'll stay on that through the end of June. When you renew on 1 Jul 2025, we'll move you to our v2 pricing, which is £22,000. That's not something you need to decide today, we'll walk through that next year, but just so you know.
Asif Jagger NoneOkay, understood. So the invoice for this term is still 19,500?- Tom Ashdown NoneYes, £19,500, same as you're paying now. That invoice will be due by 1 Jul 2025 when the renewal kicks in, and away we go.
- Asif Jagger NoneRight. And Bryony, are we okay with that from your end?
Bryony Gilchrist NoneYeah, that's fine. Just let us know when the invoice goes out.- Daniel Okafor NoneSo what I'll do is, Tom's going to send you the renewal form, it'll have all the terms laid out clearly, and we just need sign-off from you, Asif. The close date on that form is 17 Jun 2025, which gives you a couple of weeks to review and process. Does that slot in for you?
- Asif Jagger None17 Jun 2025, yeah, that works.
- Tom Ashdown NoneBrilliant. I'll get that out to you first thing next week. And Bryony, once it's signed I'll make sure you've got the order so you can invoice on time.
- Bryony Gilchrist NoneThanks, Tom.
- Daniel Okafor NoneAnything else from your side? Any features you'd like us to add, or any other questions about the service?
- Hugh Firth NoneNo, I think we're good. No issues to report. It's been solid.
- Asif Jagger NoneI'm satisfied.
- Daniel Okafor NonePerfect. Well, just to close the loop: you'll get the form from Tom next week, and I'll touch base with you, Hugh, in early June just to make sure everything's on track for 1 Jul 2025 and beyond. Sound good?
- Hugh Firth NoneYep, that sounds good.
- Tom Ashdown NoneCheers, everyone. Speak soon.
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