Prepare Your Account for Year-End Closeout and a Smooth Start to Next Season


Use this checklist to clean up your current season, prepare your data, and get ready for renewals and next year’s programs.

___________________________________________________________________________________________________


✅ 1. Clean Up This Season’s Work


Prepay Service Completion Review

 If you have customers who prepaid but skipped one or more services:

  •  Use the Unscheduled screen + Program filter to find all remaining services on prepay programs.
  •  Give customers appropriate credits for skipped services so these credits carry into next year and display properly on January estimates.
  •  Resolve any erroneous credit balances, including referral bonuses; decide whether to apply credits to next year or issue refund checks.


Services & Estimates

  •  Delete any uncompleted jobs still sitting in Unscheduled (previously Unassigned) that you will not complete.
  •  Decline any outstanding estimates that are no longer valid.


___________________________________________________________________________________________________


✅ 2. Prepare Programs & Pricing for Next Season


Program Management

  • Create new programs for next year (or duplicate existing ones).
  •  It is always best to create programs for renewable services (even if it is a single service). We do have ways to renew these services, but creating a program allows you to handle these things separately in a clean way
  •  Remember: if you copy programs, understand what gets copied and who gets notified when you assign a program—especially pricing and program assigned notifications.
  •  Update all program descriptions and service types as needed.
  •  Tag any properties that require special handling during renewals (e.g., pricing adjustments, exclusions).


Pricing & Discounts

  •  Determine next year’s price increases (if applicable).
  •  Review all discounts and decide what to roll forward or add for next season. If any discounts expired, you will need to create new discounts in their place.
  •  Decide whether to offer new packages (bundle options).


___________________________________________________________________________________________________


✅ 3. Prepare Estimates, Templates & Upsells


Estimate Templates

  •  Update your interactive estimate templates with next year's programs.
  •  Delete outdated templates that will no longer be used.
  •  Create any new templates needed for upsells or new offerings.


Upsell Planning

  •  Identify which services you will upsell next year.
  •  Build those into estimate templates or automated sequences.


___________________________________________________________________________________________________


✅ 4. Customer Communication & Data Prep

  •  Collect as many customer email addresses as possible before renewals.
  •  Review & update all automated notifications.
  •  Review all general settings for accuracy (branding, default notifications, etc.)


___________________________________________________________________________________________________


✅ 5. Integrations & Automations

  •  Update any Zapier Zaps that reference programs—ensure they point to the new year’s programs.
  •  Review automated workflows to prevent erroneous triggers during renewal imports or bulk updates.


___________________________________________________________________________________________________


Notes & Tips


Handling Prepay Credits


If a customer prepaid for 5 applications but weather allowed only 4:

  • Use the Unscheduled view to identify them
  • Apply a credit for the missed application
  • This ensures accurate customer balances and improves trust going into renewals


Why It’s Critical to Turn Off Automations

When copying programs, SPRAYE may auto-trigger notifications. Turning them off ensures customers don’t receive incomplete or early renewal messages (if you are using our renewal tool  you do not have to worry about these because it automatically bypasses this).


___________________________________________________________________________________________________


✔️ All Set!

Completing this checklist will promote clean data, accurate pricing, proper notifications, and less friction during the renewal season inside SPRAYE.


>> Download this checklist as a PDF