Pentreath Cold Chain / BG-Demo – Renewal
Callcompleted
Pentreath Cold Chain · 14 Oct 2024 16:30
Philip Annear noted eleven active users against fifty licensed seats and asked what it saves. Order form and invoices both show £43k. Renewal paperwork is targeted for 16 Dec 2024.
What was said
What this says
As at Fri 9 Oct 2026Philip Annear noted eleven active users against fifty licensed seats and asked what it saves. Order form and invoices both show £43k. Renewal paperwork is targeted for 16 Dec 2024.
What happened: Daniel Okafor opened the renewal conversation with Philip Annear and Bryony Searle, with Tom Ashdown. The contract runs to 27 Dec 2024 and the renewal date is 28 Dec 2024.
Customer view: Philip put it bluntly: fifty seats paid for, eleven people logging in. He said quiet can also mean nobody is looking, and he would not ask people to log in to improve a graph.
Commercial: Tom said the order form is £43k a year and matches what was invoiced, and Bryony agreed. No renewal price was quoted; it is to follow in writing.
Watch: There were no tickets in the last month and the refresh landed on time, so the risk is value, not service. The depot teams are the possible growth route if a real use is shown.
Themes
As at Fri 9 Oct 2026Theme
Renewal, seat usage headroom
Importance
renewal
Sentiment
mixed
Voice
decision-maker
Who was there
BG-Demo
CRMmade from
Them
CRMmade from
Follow-up
Next steps
As at Fri 9 Oct 2026- Daniel Okafor to send the usage summary by the end of the week after the 14 Oct 2024 call.
- Tom Ashdown to send renewal terms in good time, aiming for agreed paperwork by 16 Dec 2024.
- Tom Ashdown to give Bryony the invoice date and purchase order reference in the same email.
Risks
As at Fri 9 Oct 2026- Eleven active users against fifty licensed seats weakens the value case.
- Philip does not renew on autopilot and no number is yet quantified for savings.
- Purchase orders have been rejected before when the reference was missing.
Opportunities
As at Fri 9 Oct 2026- Bringing the depot teams in could spread use across the three sites if a real benefit is shown.
- A usage summary by person and by month can give Philip evidence for renewal.
Transcript
Daniel OkaforGood afternoon, everyone, and thank you for making the time. I can see Philip, and Bryony has just joined. Tom, are you with us?
Tom AshdownI'm here, I'm here. Sorry, was on mute. Afternoon all. How's your week been, Philip? Hope it's not been all budget meetings.
Philip AnnearMostly budget meetings, yes. It's that time of year. Afternoon, Bryony, Daniel.
Bryony SearleAfternoon. Sorry, I'm in a bit late, I was finishing off something with the ledger.- Daniel OkaforNo trouble at all. So, just to set the scene, this is the renewal conversation. Your contract runs to 27 Dec 2024 and the renewal date is 28 Dec 2024, so there's a bit of time, but Tom and I wanted to start early so nothing lands as a surprise.
- Philip AnnearGood. Before we go any further, who's using it?
- Daniel OkaforFair question, and I thought you'd start there. On a typical day it's about eleven people active, and that's up a little on the previous quarter, around five percent. Mostly the account managers, plus Dan on the data side.
- Philip AnnearEleven. And we're licensed for fifty.
- Daniel OkaforThat's right, fifty licensed users. I won't dress it up, there's headroom. The people using it are using it properly, but it hasn't spread across the three sites the way we hoped when you started.
- Philip AnnearSo we're paying for fifty seats and eleven people have found a reason to log in.
- Tom AshdownCan I jump in there, Philip? Not to defend it, but the account managers were always going to be the core. It's the temperature-excursion tickets, the orders and the contract reviews all in one place per client. That was the thing you bought it for.
- Philip AnnearI remember. What does it save us, though? In practice.
- Daniel OkaforMm. I'd rather say what I've actually heard than invent a number. The account managers tell me that before a client review they used to pull things from three places and now they ask once. How is the team finding it, Bryony? You don't use it day to day, but you hear the noise.
- Bryony SearleI hear less grumbling about chasing paperwork for the reviews, if that counts. Honestly, I'm more on the invoice side. I only look at it when I need to see a client's history.
- Philip AnnearThat counts for something, but it isn't a number. Daniel, any problems we should know about? Tickets, outages, anything.
- Daniel OkaforNothing. No tickets in the last month, nothing high priority, and the nightly refresh has been landing on time. I'd tell you if it hadn't.
- Philip AnnearGood. Quiet is fine. Quiet can also mean nobody's looking, so.
- Daniel OkaforWhich is exactly why I'd like to show you the usage properly, by person and by month, rather than just tell you. I can put that together.
- Philip AnnearPlease do. I don't renew on autopilot, Tom, you know that.
- Tom AshdownNo drama, wouldn't expect you to. Right, so on the commercial side. The order form is £43,100 a year and that's what's been invoiced, so those two match. For the renewal I'm hoping to get paperwork agreed by 16 Dec 2024, which gives everybody a clear fortnight before the end of the term.
- Bryony SearleCan I just check that on our side? I've got £43,100 invoiced and nothing outstanding, so that agrees with what Tom's saying.
- Tom AshdownBrilliant, thanks Bryony. That's the figure for the current term. For next year I'm not going to quote you a number off the top of my head. Let me confirm what the renewal looks like and I'll put it in writing.
- Philip AnnearSend me the renewal in good time. And I mean good time, not the week before. I'd like the invoice warned about as well, Bryony will need to know when it's coming.
- Bryony SearleYes, if I can have a heads-up on the date and whether there's a purchase order needed, that helps. We've had them rejected before when the reference was missing.
- Tom AshdownLeave that with me. I'll flag the invoice date to you in the same email and we'll make sure the reference is right this time.
- Daniel OkaforOne more thought, if I may. Since there's room on the licence, it might be worth thinking about whether the depot teams should be brought in before you decide anything. I don't want to push it, but I'd rather you saw the value spread across the sites than judged it on eleven people.
- Philip AnnearI'm not against it. But I'm not going to ask people to log in just to improve a graph. If there's a use for them, show me.
- Daniel OkaforUnderstood, and that's the right way round. I'll speak to the account managers about where the depots would actually benefit and include that in what I send you.
- Philip AnnearFine. So, usage summary from you, renewal terms from Tom, invoice warning for Bryony.
- Daniel OkaforJust to close the loop: I'll come back to you with the usage summary by the end of next week. Tom, you'll have the renewal terms to Philip in good time, and Bryony gets the invoice date and the purchase order detail.
- Tom AshdownYep, all of that. Let's get something in the diary for early December so we're not leaving it to the last minute.
- Philip AnnearEarly December is fine. Thank you, all.
- Bryony SearleThanks, bye for now.
- Daniel OkaforThanks again for your time, everyone. Speak soon.
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