Harcastle Environmental - Renewal Proposal v1
Documentdraft Harcastle Environmental · renewal_proposal · draft · 2026-01-28
Internal draft renewal proposal for the Growth subscription, prepared by Lewis Kerr on 28 Jan 2026 and not shared with the customer. It proposes £44k annual price for twelve months from the day after the term ends on 10 Apr 2026. It states no availability % or P1 response time figure.
What it says
What this says
Current to 13 Oct 26Internal draft renewal proposal for the Growth subscription, prepared by Lewis Kerr on 28 Jan 2026 and not shared with the customer. It proposes £44k annual price for twelve months from the day after the term ends on 10 Apr 2026. It states no availability % or P1 response time figure.
What it is: an internal first draft by Lewis Kerr, marked "Draft for internal review. Not yet shared with Harcastle Environmental." It proposes renewing Growth on the same scope for twelve months, billed annually in advance.
Commits: nothing yet, as it is unissued. It sets the annual price and deal amount at £44k and says the first term was £40k, with the first-term discount ending at renewal.
Unusual: the price returns to list at renewal, a rise the customer has not yet been told about in this document. Service levels are described by reference to Growth, with no figures written out.
Not settled: the cause of the dip in regular users against 40 licensed users, whether the sponsor and administrators are unchanged, planned system changes, and purchase order needs. The executed order form remains the authority on terms. The document is dated before the renewal and the evidence does not show whether it was issued or the renewal signed.
As found in this document
Current to 9 Oct 26- Date end10 Apr 2026Source: object_read:doc_152_012
- Date renewal10 Apr 2026Source: object_read:doc_152_012
- Price£44,000Source: object_read:doc_152_012
- Annual price£44,000Source: object_read:doc_152_012
- TermTwelve months, billed annually in advanceTwelve months, billed annually in advance · Source: object_read:doc_152_012
- Nightly refreshcompleted by 07:00 customer local time on business dayscompleted by 07:00 customer local time on business days · Source: object_read:doc_152_012
- Service creditsfor availability only, as for every Growth customerfor availability only, as for every Growth customer · Source: object_read:doc_152_012
- Licensed users40Source: object_read:doc_152_012
The document
Body
Harcastle Environmental - Renewal Proposal v1
Status: Draft for internal review. Not yet shared with Harcastle Environmental.
| Customer | Harcastle Environmental, Wakefield |
| Prepared by | Lewis Kerr, Account Executive, BB-Demo |
| Customer success manager | Marcus Bell |
| Prepared on | 28 Jan 2026 |
| Current term ends | 10 Apr 2026 |
| Subscription | Growth, annual, in advance |
All prices in this document are stated excluding VAT.
1. Context
Harcastle Environmental joined BB-Demo on 11 Apr 2025 on the Growth tier. The company collects and recycles commercial waste across Yorkshire and the North East, and bought the company brain so that account managers can see each customer's collections, missed-collection tickets, calls and invoices in one place, rather than reconciling them by hand across systems.
The first term ends on 10 Apr 2026. This proposal sets out what we suggest for the renewal, so that the commercial position is settled well ahead of that date and there are no surprises on either side.
2. Where the account stands
Read the whole document (5,514 characters)
This section is drawn from what we hold on the account today. It is a summary, not a full usage review, and Marcus will bring the detail to the renewal conversation.
- Payments. There are no overdue invoices. Harcastle Environmental has paid on time through the first term.
- Support. Support demand is light: a single ticket in the last month, and nothing high priority. We read that as a stable, quiet account rather than a troubled one, but see the usage point below.
- Usage. The number of regular users is small compared with the 40 licensed users, and it has dipped against the previous quarter. This is the main thing to understand before the renewal. It may reflect a seasonal pattern, a team that has settled into using the brain through a few people, or a gap in rollout. The evidence we hold does not tell us which.
- Contract. The contracted annual recurring revenue for the first term is £40k. The executed order form remains the authority on the terms of that term.
3. Proposal
We propose to renew the Growth subscription on the same scope for a further twelve months, starting the day after the current term ends on 10 Apr 2026.
| Item | Detail |
|---|---|
| Tier | Growth |
| Licensed users | 40 |
| Connectors | The Growth connector allowance, with the connectors already live carried over |
| Included | Pages, chat and search, the dashboards builder and quarterly QBRs |
| Term | Twelve months, billed annually in advance |
| Annual price | £44k |
| Deal amount | £44k |
There is no implementation fee on the renewal, so the deal amount and the annual price are the same figure.
3.1 How the price moves
The first term was priced at £40k a year, which reflected a first-term discount. Discounts apply to the first term only, so at renewal the subscription returns to the Growth list price of £44k. The renewal sits before the date on which the newer price book applies to existing customers, so £44k is the price that applies.
We would rather explain this plainly at the start of the conversation than have it appear on an invoice.
3.2 Service levels
The renewal carries the standard Growth service levels: the Growth availability commitment, the Growth first-response time for priority incidents, and the nightly refresh completed by 07:00 customer local time on business days. Service credits are for availability only, as for every Growth customer.
4. What we want to get right
The value case matters more than the price here. A renewal at £44k is easier to agree if Harcastle Environmental can see what the brain is doing for its account managers. We suggest Marcus prepares, for the renewal meeting:
- A short view of questions asked over the term, and who is asking them.
- The connectors that matter most to the team, and confirmation that each is loading as expected.
- A clear picture of which account management teams use the brain regularly and which do not yet.
- One or two concrete examples of missed-collection tickets and invoices being read together.
We are not proposing any change to the user allowance or the connector allowance at this stage. If the review shows the team would rather change the shape of the subscription, we will quote that separately, co-termed to the renewal, with the numbers written out.
5. Open points
This is a first draft and the following are still open:
- Whether the dip in regular users has a known cause on the customer side, such as a reorganisation or a change in who owns the brain day to day.
- Whether the customer's sponsor and administrators are unchanged since the start of the term.
- Whether Harcastle Environmental expects to change any of the systems connected to the brain before or during the renewal term.
- Whether the customer needs a purchase order or a particular invoice contact for the renewal invoice.
6. Next steps
| Step | Owner | Timing |
|---|---|---|
| Review this draft and agree the open points | Lewis Kerr and Marcus Bell | Within the next week |
| Usage and value summary for the customer | Marcus Bell | Before the renewal conversation |
| Renewal conversation with Harcastle Environmental | Marcus Bell, with Lewis Kerr | In February |
| Issue the renewal order form for signature | Lewis Kerr | Well ahead of 10 Apr 2026 |
I'll send the updated version over once the open points are closed.
Kind regards, Lewis Kerr Account Executive, BB-Demo
Unusual terms
Current to 9 Oct 26- First-term discount ends at renewal
- Price returns to Growth list price of £44,000