How do I prepare a software reseller’s customer renewal calendar for a buyer?

Gather the sources first: vendor portals, customer contracts, invoices and the seller’s own notes. Often the dates differ between them. Reconcile them so the calendar has one answer per customer. Include what each customer holds, the quantity, the term, the contact person, and whether renewal is automatic or needs a conversation.

Add the context a buyer cannot see. Which customers have been quiet, which complained, which are planning to change systems, and which are pushing back on price? A note beside each risky renewal, written plainly, is more useful than an optimistic calendar. Also flag customers whose renewal depends on a relationship with the owner.

Then show the work needed. Renewals take time: quotes, reminders, vendor paperwork. Show who does that today and how early it begins. Offer the buyer a view of the next stretch of renewals so they can plan staffing and cash. Keep it updated until closing, and agree how renewals falling just after closing are handled between you. Your accountant can help settle how payments are shared. Add a column for the vendor’s own notice period, since some renewals need quotes or confirmations to start well before the customer’s date. Mention any customer who asked to delay or negotiate.

Key takeaways

• Reconcile dates from vendor portals, contracts and invoices.
• Mark which renewals are secure and which are uncertain.
• Note renewals that depend on the owner’s relationships.
• Update the calendar until closing.