Team/Manager
Template
Free
Renewal & Expansion Pipeline Tracker Template
A dedicated tracker for renewals and expansion opportunities so they get the same forecast discipline as new-logo deals instead of being buried, under-worked, or discovered late inside a blended pipeline view.
What's inside
- Separate renewal tracker fields (ACV, renewal date, risk tier, health score, owner)
- Weighted health-score formula across usage, support, champion, exec sponsor, NPS and competitive activity
- 3-tier risk classification (Green/Yellow/Red) with explicit trigger definitions
- 90/75/60/45/30/15-day renewal touch cadence table
- At-risk escalation path for Red-tier accounts
- Separate expansion opportunity tracker with trigger-signal checklist
- Net revenue retention (NRR) rollup formula
- Weekly review question set for the standing team meeting
Keep this as a separate view from new-logo pipeline — renewals and expansion have different risk signals, different timelines, and get lost when blended into a single funnel.
1. Renewal Tracker
| Account | Current ACV | Renewal date | Days to renewal | Risk tier (see below) | Owner | Last exec touch | Health score (0-100) | Status |
|---|---|---|---|---|---|---|---|---|
Risk Tier Definition
- Green: usage stable/growing, no open support escalations, champion still in role, no budget signal issues
- Yellow: one risk flag present (usage dip, champion change, new economic buyer, competitive mention)
- Red: two or more risk flags, OR any single critical flag (executive sponsor departed, unresolved P1 support issue, explicit non-renewal signal)
Health Score Inputs (weight and total to 100 — adjust weights to your product)
| Input | Weight | Score (0-10) | Weighted |
|---|---|---|---|
| Product usage vs. contracted seats/volume | 25 | ||
| Support ticket volume/severity (last 90 days) | 15 | ||
| Champion still engaged and in role | 20 | ||
| Executive sponsor relationship active | 15 | ||
| NPS/CSAT score (most recent) | 15 | ||
| Competitive activity detected | 10 | ||
| Total | 100 |
2. Renewal Touch Cadence
| Timing | Action | Owner |
|---|---|---|
| 90 days out | Health score reviewed; risk tier assigned; QBR scheduled if Yellow/Red | CSM/AM |
| 75 days out | QBR delivered; usage/value recap shared with champion + exec sponsor | CSM/AM |
| 60 days out | Renewal quote/terms sent; any expansion motion opened in parallel | AM |
| 45 days out | Red-tier accounts: exec-to-exec call scheduled | AM + Sales Leader |
| 30 days out | Contract in signature process; if not, escalate (see below) | AM |
| 15 days out | Final confirmation; contingency plan live for any account not yet signed | AM + Manager |
| Renewal date | Signed or lapsed — log outcome and root cause if lapsed | AM |
3. At-Risk Escalation Path (Red tier, or Yellow with <45 days remaining)
- AM flags to manager within 24 hours of tier changing to Red
- Manager + AM build a save plan: named risk, named counter-action, named exec sponsor to engage
- If ACV is above [$______ threshold], VP/CRO is looped in for direct exec outreach
- Save plan reviewed weekly until account returns to Yellow/Green or renewal date passes
4. Expansion Opportunity Tracker
| Account | Expansion type (seats / new product / tier upgrade) | Trigger signal | Est. ACV uplift | Stage | Owner | Target close |
|---|---|---|---|---|---|---|
Expansion Trigger Signals (any one = open an expansion opportunity)
- Usage/seats at 85%+ of contracted volume
- Champion has moved to a new team/department internally (land-and-expand into new org)
- Customer has asked about a feature/tier they're not currently on
- New use case surfaced in a support ticket or QBR
- Company has announced growth (funding, headcount, new market) — check before every QBR
5. Net Revenue Retention Rollup
`` NRR = (Starting ARR + Expansion ARR − Contraction ARR − Churned ARR) ÷ Starting ARR ``
Calculate this monthly from the tracker above:
| This month | |
|---|---|
| Starting ARR (book of business at month start) | $_______ |
| + Expansion ARR closed | $_______ |
| − Contraction ARR (downgrades) | $_______ |
| − Churned ARR (non-renewals) | $_______ |
| = NRR % | _______% |
6. Weekly Review Questions
- Which accounts moved risk tiers this week, and why?
- Which Red-tier accounts have no active save plan yet?
- Which renewals inside 30 days are not yet in signature?
- Which expansion opportunities have a trigger signal but no opened opportunity yet?
How to use it
Log every renewal and expansion opportunity here separately from new-logo pipeline, update risk tier and health score at each 90/75/60/45/30/15-day checkpoint, and run the weekly review questions in a standing team meeting so at-risk accounts get a save plan before the renewal date, not after.