Proposal template
Renewal & Expansion Proposal Template
A renewal is the easiest deal to win and the easiest to lose by treating it as paperwork. This template makes the case with the customer's own year: their results up front, what they told you in reviews, what's next, and two clean ways to renew. The expansion option sits beside the status quo so the decision is 'which', not 'whether'.
Year two with Northstar Software
What Northwind Logistics achieved this year, and the plan to build on it.
Your year in numbers
Pulled from Northwind Logistics's account. These are your results, not our averages.
What we heard this year
In our quarterly reviews, three themes came up every time: the rollout to the Dallas warehouse went faster than expected, reporting has become the thing leadership actually opens, and the two regional teams not yet on the platform are asking when they'll get it.
Two things didn't go as planned, and we've fixed them: the carrier integration slipped a month (it's live, and we've added a second engineer to integrations), and the mobile app's offline mode frustrated drivers until the June release. Thank you for being direct with us about both.
What's next
Three ways to get more from what's already working.
Bring on the waiting teams
Extend to [department] and [department], which asked for access in the last two reviews.
Turn on the advanced tier
SSO, advanced reporting, and workflow automation, the three features admins requested most.
A named success partner
Quarterly roadmap sessions and a dedicated contact, so year two compounds instead of plateaus.
Current plan vs. expanded
| Current plan | Expanded plan Recommended | |
|---|---|---|
| Seats | 100 | 250 |
| Teams covered | 4 | All 7 |
| Single sign-on | ||
| Advanced reporting | ||
| Workflow automation | Basic | Full |
| Support | Standard | Priority, named partner |
| Quarterly roadmap reviews |
Two ways to renew
Both lock in current pricing for the next term. The expanded plan includes a loyalty discount for renewing early.
Renew as-is
Same seats, same plan, no change.
- Platform: current plan[XX] seats, annual
- Standard supportIncluded
Expand
All teams, advanced tier, named success partner.
- Platform: advanced tierUp to [XXX] seats, SSO, advanced reporting, automation$4,800/mo
- Success partnerNamed contact, quarterly roadmap reviewsIncluded
- Onboarding for new teamsTraining for [department] and [department]$3,000
- Discount (10%)−$780
Early-renewal discount applies to orders confirmed before September 30, 2026. Pricing excludes taxes.
Renewal timeline
Confirm
Choose a plan; we send the order form same day.
Renewal date
Current term ends; new term begins without interruption.
Expansion onboarding
New teams trained and live, advanced features switched on.
[A quote from your champion at Northwind Logistics, or from a similar customer who expanded: what changed in year two.]
To renew
- 1
Pick a plan above
Or reply and we'll talk it through.
- 2
Order form
Sent the same day for signature.
- 3
Year two starts
No interruption, and new teams live inside 30 days.
Alex Rivera · alex@northstar.example
Terms
Renewal term of 12 months from the renewal date, billed annually in advance. Seat additions mid-term are prorated. Standard terms of service apply.
A live render of this template with a sample deal — not a mockup. Your version uses your brand, pricing, and proof.
Who this template is for
- Account managers and customer success teams at renewal time
- Expansion conversations where usage data tells the story
- Any renewal with new stakeholders who weren't there for year one
Deck'd fills the year-in-numbers band from usage data you approve, drafts 'what we heard' from your QBR notes, and pulls both packages from your catalog. The renewal writes itself from the relationship instead of a blank template.
What's inside
The sections, and the job each one does
Your year in numbers
A dark band of the customer's own results, pulled from their account. Not your averages, theirs.
What we heard
Themes from the quarterly reviews, including the two things that didn't go to plan and what you fixed. Honesty here is the trust move.
What's next
Three concrete ways to get more from what's already working: new teams, the advanced tier, a named partner.
Current vs. expanded
A plan comparison matrix so the upgrade reads as a list of specific gains, not a bigger number.
Two ways to renew
Renew as-is beside the expanded plan with an early-renewal discount. Both lock in pricing.
Timeline & accept
Confirm, renewal date, expansion onboarding, and a single accept action. No interruption to service.
FAQ
- How do I write a renewal proposal?
- Lead with the customer's results, not your pricing. Then what you heard from them, what's next, a side-by-side of current vs. expanded, and two clear options. The structure of this template is that sequence.
- Should the renewal include an expansion option?
- Almost always. Presenting renew-as-is next to an expanded plan anchors the conversation on which option fits rather than whether to continue, and a modest early-renewal discount on the expanded plan rewards the decision you want.
- What if the year had problems?
- Say so, briefly, with what changed. A renewal proposal that pretends everything was perfect reads as a sales document; one that names two issues and the fixes reads as a partner's.
Templates are the start, not the point
Your deal writes the rest.
Join the waitlist and Deck'd will draft this template for one of your real deals — your brand, your pricing, your proof.