How to Send Renewal Estimates With Prepay Options and Upsells

Overview

Use this workflow if you want to:

  • Offer prepay discounts

  • Offer upsells

  • Allow customers to accept online

  • Present good/better/best upgrade options

  • Carry over price overrides from previous estimates


If you haven't already read the article that explains the overall renewal process, please read that here.


1. Start the Renewal Estimate Wizard

  1. Go to Programs and click 'Renew Programs/Services' at the top of the page

  2. If you have not created your programs for next year, you need to go to this article and follow the steps to do that.
  3. If your programs are created for next year, proceed.

  4. Select Renew With Interactive Estimates (Recommended)

  5. Choose prepay optional if you would like to offer your customers the option to prepay

  6. If prepay optional is chosen, you may want to offer a specific discount for prepays. You will specify that here.

  7. If you are sending only prepays (with no option to not prepay), you will want to enter any prepay discount in the estimate discount section.

  8. Specify your estimate message. This will be shown on all estimates created in this process.

  9. Add an estimate image if you would like to put the same image on every estimate.

2. Select Customers

Use filters to exclude customers who should not receive estimates.

  • Exclude properties by tags, status, service area, program or property type.

3. Map Programs

Map each 2025 program to the correct 2026 program.

  1. Choose the programs you are renewing.
  2. Choose the standalone services you would like to renew and enter the relevant dates (note: the date filter will filter for when these services were assigned ... not completed).
  3. Map programs to what you want to be included on the estimate in place of these programs:
    1. Non-package: This will allow you to map your program to one coordinating program (and prepay if prepay optional) and will show in the "Proposed Programs/Services" section of the estimate and will not be optional
    2. Package options (good/better/best or good/best): This will allow you to offer package upsells. We recommend choosing the current level program as the "Good" option and offering higher level programs for the other options.
  4. Proceed to the next step

4. Configure Optional Upsells

You can add:

  • Optional programs

    • These programs will be included in the "Optional" section of the estimates for any property that isn't already being renewed into that program.

    • For prepay optional, you will want to add both the prepay and non-prepay programs and make sure they are ordered to match below the program pickers.

  • Add-on services

    • These services will be included in the "Optional" section of the estimates for any property that isn't already being renewed into that standalone service.

Spraye automatically maps these upsells to create unique estimates for each property based on the programs/services they had this past season.

6. Pricing Review

Adjust overrides or apply increases.


You may:

  • Edit customer-by-customer

  • Increase globally

  • Remove overrides

  • Clean up zero values


Note: If you are going to remove $0 overrides, we recommend doing this before making any other bulk adjustments.

Note #2: It is very important to review these overrides to make sure you have the correct information entered before proceeding. This will be the most time-consuming part of this process, but ensuring accuracy is worth the time.


7. Customize the Email Message/Cover Letter


You can customize:

  • Message body

  • Prepay explanation

  • Merge fields

  • Deadlines

  • Subject line

8. Generate Renewal Estimates

Spraye creates:

  • Personalized online estimates

  • Printable PDFs

  • Prepay totals

  • Upsell options

9. After Sending Estimates

Customers receive:

  • A link to their renewal estimate

  • Prepay options (if chosen)

  • Upsell choices (if chosen)

  • Online acceptance button

When they accept:

  • Their new season program is assigned

  • Services are created

10. Bulk Accept Estimates 

If a customer accepts verbally or over the phone, you can:

  1. Go to Estimates → Interactive Estimates

  2. Select the estimate

  3. Click Bulk Accept to choose the options for the customer


If you are closing the prepay period and want to auto-renew the rest of the properties into the new season:

  1. Go to Estimates → Interactive Estimates

  2. Select all estimates that you want to renew (you may need to do this in batches)

  3. Click Bulk Accept to choose the options and accept (note: customer will get "Estimate Accepted" email if this is enabled).


FAQ

  • Can I resend estimates? Yes.

  • Can I edit pricing after sending? Yes.

  • Do customers have a decline button? Not yet — they contact you to decline.

  • Does SPRAYE auto-charge prepays? No but customers can pay immediately.