In this guide 6 sections
Set up renewals by saving every AMC with its end date, listing contracts due well before they lapse, and calling with the visit history in hand. A renewal call goes better when every visit was done and recorded. GullySystem’s Pest Control Business Management System keeps the contract, the visits and the renewal list on one customer record.
Put every running contract in one list
Start with what you already hold. Each AMC needs the customer, the services, the visit frequency, the start date and the end date. Termite warranties also need the original job date and what was applied.
Pull these from the register, the Excel sheet and old invoices. Where dates conflict, check the customer’s copy. A renewal list built on wrong end dates calls the wrong people.
- Customer, site and contact person
- Services and visit frequency
- Start date and end date
- Warranty period and original treatment
- Payment terms and dues
Lay out the year’s visits from the start date
Renewal begins on the first visit, not in the last month. Lay out every visit due from each contract’s start date. Put each one on a technician’s list by area.
Track visits done against visits due. A missed quarterly visit in August becomes a hard conversation in September. Reschedule it within the week and note why it moved.
Decide when the renewal list opens
Pick a lead time that suits your customers. Commercial clients may need longer, because approvals pass through a purchase team. Homes often decide on a single call.
Every contract inside that window appears on one list. Each line carries the end date, the visits done, any repeat complaints and the dues pending. The caller sees the whole year before dialling.
Give the list to one person by name. Shared lists drift.
Make the renewal call with evidence
Open with what was done. Visits completed, treatments used and service reports sent make the case. A food client may also want a year of reports for its audit file.
Note the outcome of each call. Renewed, quote sent, call back later, or lost, with the reason. Read the lost reasons every quarter.
- Visit history for the contract year
- Service reports already shared
- Repeat complaints and how they closed
- Dues pending before renewal
- Quote for the next term
Close the loop after the answer
A renewed contract needs new dates and a fresh visit schedule. A lost one still needs its final visits honoured and its dues collected. Both should leave the list the same day.
A one-person operator with a few regular customers can run this from a calendar and a notebook. The steps stay the same either way.
AMC renewal tracker
A tracker holding one line per contract, with columns for end date, visits due, visits done, open complaints, dues and call outcome. Sort it by end date every Monday. Rows with missed visits get attention first.
Open a blank worksheet to printQuestions owners ask
Can renewal reminders go to customers without typing each one?
Yes. Visit reminders, service reports and renewal reminders go by WhatsApp, SMS or email. The renewal conversation itself is still a call from your office.
How is a termite warranty claim checked?
Against the original job. The date, the treatment and the chemical applied sit on the customer’s history, so a claim for free re-treatment is checked against the record.
Do invoices go straight into Tally?
Not by default. Invoices and payments export for Tally through your accountant. A direct connection is priced separately where your set-up needs it.
Does recording chemical use cover our licence?
No. It records chemical use and technician training. Your licence, and which chemicals you may use, stay a matter for you and your adviser.